Email Templates | FieldCamp

Customize the emails sent with estimates and invoices in FieldCamp. Edit subject lines, body text, and use variables for client name, amount, and more.

Every time you send an estimate or invoice by email, FieldCamp uses an email template to generate the message. When you send documents from the Command Centre, your email templates apply automatically. You can customize these templates to match your brand voice, include specific instructions, and ensure every client communication looks professional.

Where to Find Email Templates

Go to Settings then Document Templates and select the Email Templates tab. You will see a list of all available templates, organized by type.

Template Types

FieldCamp includes templates for each stage of the estimate and invoice lifecycle:

Template	When it is sent
Estimate Sent	When you click Send on an estimate
Invoice Sent	When you click Send on an invoice
Payment Reminder	When you send a reminder for an unpaid invoice
Overdue Notice	When you send a notification for a past-due invoice
Payment Receipt	When a payment is recorded and you email the receipt

Editing a Template

Go to Settings then Document Templates then Email Templates
Click on the template you want to customize
Edit the Subject line and Body
Use variables (see below) to personalize the email automatically
Click Save

Available Variables

Variables are placeholders that FieldCamp replaces with real data when the email is sent. Insert them into the subject line or body by typing the variable name inside double curly braces.

Variable	Replaced with	Example output
`{{client_name}}`	The client's full name	Sarah Johnson
`{{client_first_name}}`	The client's first name	Sarah
`{{company_name}}`	Your company name	ABC Plumbing
`{{document_number}}`	The estimate or invoice number	EST-2026-0042
`{{amount}}`	The total amount	$1,250.00
`{{due_date}}`	The due date (invoices)	April 15, 2026
`{{expiration_date}}`	The expiration date (estimates)	April 30, 2026
`{{balance_due}}`	The remaining balance	$750.00
`{{document_link}}`	A link to view the document online	(clickable link)

Example: Customized Estimate Email

Subject: Your estimate from {{company_name}} -- {{document_number}}

Body:

Hi {{client_first_name}},

Thank you for the opportunity to quote this work. Please find your estimate attached and click the link below to view it online:

{{document_link}}

This estimate is valid until {{expiration_date}}. If you have any questions or would like to discuss the options, just reply to this email.

Best regards, The {{company_name}} Team

Tips for Effective Email Templates

Keep subject lines short and clear -- Include the document number so clients can find the email later
Lead with the action -- Tell the client what to do: "Review and approve your estimate" or "Your invoice is ready for payment"
Include the document link -- Always use {{document_link}} so the client can view the full document online
Set expectations -- Mention the expiration date on estimates or the due date on invoices
Stay professional but friendly -- Match the tone your clients expect from your business

Email template changes apply to all future emails of that type. Previously sent emails are not affected.