Send a different email for each document type

Invoice Falcon can send a different email subject and body for each type of document it sends, instead of using one shared email for everything. So a customer receiving a quote sees quote-appropriate wording, and a credit note carries its own message, rather than everything going out with the invoice email text.

This applies whether the email is sent automatically or when you send manually from an order.

Before you start

Custom email templates are part of the Pro plan. If you are not on Pro, the Use custom email template control is locked with an upgrade prompt. Your documents still send with Invoice Falcon's built-in default emails in the meantime.

Which documents you can customize

You can set a separate subject and body for:

• Invoice
• Quote
• Credit Note

Any document type you do not customize continues to use its built-in default wording, so you only need to edit the ones you care about.

How to set it up

1. In Invoice Falcon, go to Settings.
2. Open the Email delivery tab.
3. In the Email templates card, next to Use custom email template, click Enable.

4. From the Document type menu, choose the document you want to customize (Invoice, Quote, or Credit Note).
5. Edit the Email subject and Email body for that document type.
6. Repeat step 4 and 5 for any other document types you want to change.
7. Save your changes.

Each document type keeps its own subject and body, so switching the Document type menu loads that type's wording. Editing one does not affect the others.

Inserting variables

The Email subject and Email body fields support variables that fill in real order details when the email is sent, such as {{shop_name}} and {{order_number}}. Use the Variables link on each field to see the full list and insert one at the cursor.

Restoring a default

To go back to the built-in wording for a document type, clear the field (delete its contents) and save. Invoice Falcon then uses its default subject or body for that document type again. You can do this for the subject and body independently, and for each document type independently.

FAQ

Q: Do I have to customize every document type? 
A: No. Customize only the ones you want. Every type you leave untouched keeps its built-in default email.

Q: Does this apply to automatic emails and manual sends? 
A: Yes. Whether the email goes out automatically or you send it yourself from an order, the wording matches the document type being sent.

Q: How do I undo a change to one document type? 
A: Clear its subject or body field and save. That restores the default for just that field and that document type, leaving your other customizations in place.

Q: I turned off Use custom email template. What happens to my wording? 
A: Your documents send with the built-in default emails again. Turning custom templates back on brings back the wording you saved.

Updated on: 13/08/2026