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How do I customise the email template sent with invoices and statements in agentOS?

You can customise the email that is sent to clients alongside their invoices or statements by creating or editing a Letter Email Template in agentOS. Templates can include personalised text, merge tags, and branded images.

agentOS allows you to create and edit the email template that accompanies any document sent to your clients — such as invoices, statements, or other finance letters. You can tailor the subject line, body content, and branding to suit your agency.

Accessing Letter Email Templates

  1. Click the person icon in the top right-hand corner of the page.
  2. Select Object Types from the menu.
  3. Scroll down to the blue Other section and click Letter Email Templates.

letter_email_templates.png

Editing an existing template

If you can see an entry listed as FinanceInvoiceLetter in the list:

  1. Click on it to open the record.
  2. Click Edit in the top right-hand corner.
  3. Make your changes and save.

Creating a new template

If no template is listed yet, or you wish to add a template for a different document type:

  1. Click Add Letter Email Template (top right of the Letter Email Templates screen). add_letter_email_template.png
  2. Use the Recipient drop-down to select the person category the template is for — for example, select Landlord if the template will be sent to landlords.
  3. Use the Letter drop-down to select the document type you wish to create a template for (e.g., FinanceInvoiceLetter, DDConfirmationLetter, FinanceInvoiceChaseLetter, FinanceSASLetter).

finance_invoice_letter.png

 

Completing the template

Once you have selected your recipient and letter type, you can complete the template fields:

  • Default Subject — Enter the email subject line (e.g., "Your Statement").
  • Default Content — Use the rich text editor to write the body of the email. You can format text, add images, and personalise content as required.

You can update the template content as often as you like — for example, to include seasonal messages, advice, or promotional material relevant to your landlords.

Using merge tags

You can use data tags to automatically pull information from agentOS into your email — such as staff name, landlord full name, or landlord surname. A reference list of available tags is provided below.

Landlord Tags

Staff Tags

Contractor Tags

Branch Tags

Applicant Tags

Tenant Tags

 

 

Adding branding images to your template

To include a banner or image in your email template:

  1. Click the person icon in the top right-hand corner of the page.
  2. Go to Settings.
  3. Click Email Signature Images.
  4. Click Upload Signature Image and upload the image file you wish to use.
  5. Once uploaded, agentOS will generate a URL for the image. Copy this URL. email_sig_image.png
  6. Return to your email template (you can minimise the template screen without losing your work if needed, or save a draft first).
  7. Paste the copied URL into the image URL field within the template editor.financeinvoice_image.png

Tip: If you forget to upload your image before starting the template, you can minimise the template screen to preserve your progress, upload the image, copy the URL, and then return to complete the template.

 

If you need any assistance with this, contact support@agentos.com.