Email templates | Made with Pepper

For: owners and admins who customize the emails to customers. Where: Settings > Email templates, or go to /settings/email-templates.

Available templates

A fresh installation creates four email templates in each of the 13 languages, including when you leave demo data off:

Template type	When Made with Pepper uses it
Invoice send	The send dialog of every document type, and recurring auto-send
Payment reminder	Automatic and manual reminders on or before the due date
Overdue notice	Automatic and manual reminders after the due date
Payment receipt	Never. You can edit it, but Made with Pepper does not send payment receipts. The send dialog does not offer it

Templates per language

Each language has its own four templates. The page shows one language at a time:

Go to Settings > Email templates.
Select a Language. The list shows the templates of that language.
Click Edit next to a template.

A change to one language does not change the others.

An email uses the template in the document language. When that template is missing or inactive, Made with Pepper uses the template of the company language. The send dialog and the Email history then say "No template in {language}. The {language} template is used." When neither exists, Made with Pepper uses its built-in default text in the document language.

The company language is the Application language in Settings > Localization. The document language comes from the customer's Document language or the Language on the draft. See Localization.

Editing a template

Field	Description
Name	Editable template name
Subject	Email subject line. Supports merge variables
Body	Email body text in plain text. Supports merge variables
Active	Made with Pepper does not use an inactive template. Emails in its language use the template of the company language, or the built-in default text

Available variables lists the merge variables as buttons. Click one to insert it at the cursor of the field you used last, Subject or Body. Preview shows the text with each variable marked.

Click Save template. The editor refuses a word in braces that is not a variable. It shows "Unknown variable: {x}. Use only the variables listed on this page." Fix the typo and save again.

Merge variables

Use these placeholders in the subject and body. Made with Pepper replaces them when it sends the email.

Variable	Replaced with
`{customer_name}`	Customer's name
`{document_type}`	The document type in the document language, for example Invoice or Quote
`{document_number}`	Document number, for example INV-2026-0001
`{invoice_number}`	The same as `{document_number}`
`{invoice_total}`	The document total with its currency
`{amount_due}`	The balance due when Made with Pepper sends the email, after payments, credit notes and refunds
`{due_date}`	Due date
`{payment_link}`	Payment link URL, if the document has one
`{company_name}`	Your company name as saved on the document

Made with Pepper formats money and dates with the number and date formats saved on the document at issue.

Example: invoice NW-2026-0021 has a total of €1,210.00. The customer paid €400.00. A reminder shows {invoice_total} as €1,210.00 and {amount_due} as €810.00. For a $2,598.00 invoice with $324.75 credited, {amount_due} is $2,273.25.

The default subjects are "{document_type} {document_number} from {company_name}", "Reminder: {document_type} {document_number} from {company_name}" and "Overdue: {document_type} {document_number} from {company_name}". The French defaults write "– {company_name}" in place of "de {company_name}", so no elision is needed. The default reminder texts use {amount_due}.

To go back to the default text of a template, click Reset to defaults on its editor. Made with Pepper asks first. Your changes to that template are lost.

What every email contains

Every email has an HTML part and a plain-text part with the same content. The email loads no remote images. Below your text, a summary shows:

The document number, the Date and the Due date, with the same labels as the PDF. Date is the issue date. A quote shows Valid until in place of the due date
The Total
Paid, Credited and Balance due, when a payment or a credit exists

A credit note email shows its total only and no payment link.

Resetting to defaults

Click Reset to defaults to restore the subject and body of one template in one language. Made with Pepper uses the default text of that language and sets the template to active. This replaces your changes.

Storage

Made with Pepper stores templates in the database. It does not store them in files. Default seeding adds missing templates and keeps existing text, names and active settings. To replace a template's text yourself, use Reset to defaults.

If you retry an interrupted fresh installation, Made with Pepper keeps any template text already stored by that setup attempt. It does not replace customized templates during the retry.

What is not included

HTML body editing: you write the body as plain text. Made with Pepper builds the HTML part from it.
Preview: the editor marks variables in the template text. The send dialog previews the email with the selected document data.
Payment receipts: Made with Pepper does not send an email when you record a payment.