💡 To be able to send documents such as order confirmations and invoices from Douano, you must first complete the email templates.
💡 Douano already provides a number of standard templates. For example, you will find templates for a 'Normal message' ready for purchase and sales, each available in the four languages: Dutch-NL, Dutch-BE, French-BE, and English-US.
⇢ Go to Settings - Communication - Email templates and click on the line of an email template to open it.
Email Templates – Normal Messages
General Information
This block contains the pre-filled information for sending a 'Normal message'.
Default Email Addresses
Send with email address: enter the email address you use to communicate with customers when sending these documents.
⚠️ Sales documents are sent from Douano using the email address no-reply@mail.douano.com. This is a specific email address registered as a safe and trusted address, from which emails are sent via an email service provider.
The reply-to address is your sales email address. This means that if a customer replies to the email, their response will arrive in your mailbox.
Send with email name: here you can enter an alias for the sales email address. This alias will be displayed to the recipient in their inbox.
Send in cc to: enter the email addresses if you want invoices to always be sent to multiple recipients. You can add multiple addresses by separating them with commas.
Send in bcc to: enter one or more email addresses if you want to send blind copies of the email.
💡 Since you send emails directly from Douano, they will not appear in your own mailbox. Therefore, it is recommended to send a copy of the invoices to your own mailbox, so you can build a database of sent invoices there.
Attachments
Add document as: by default, 'PDF' is already selected.
💡 Do you also want to send the invoice in UBL format, in addition to PDF? Then check this option here.
Additional attachments: upload the file(s) you want to send as extra attachments.
💡 If you have chosen in the text to send your general terms and conditions as an attachment, upload the PDF here.
💡 Uploaded files will be displayed next to the upload box.
Template
💡 In this step, you can customize the templates to match your corporate style.
💡 You can use macros both in the subject and in the message text. Macros are automatically replaced with the correct information for a specific message. To use macros, place them between double braces, {{ }}.
Example: 'Invoice' is automatically replaced with 'Invoice 2021123' by using the macro {{invoice_number}}, when sending a message related to invoice 2021123.
For order-related messages:
{{transaction_number}}: the order number.
{{first_name}}: the first name of the user who is logged in and sending the document.
For invoice-related messages:
{{invoice_number}}: the invoice number.
{{trade_reference}}: the (customer) reference.
{{invoice_due_date}}: the invoice due date.
{{attn}}: attention of.
{{company_tag}}: the customer number.
{{ogm}}: structured message.
{{payment_message}}: payment information from the payment provider (if configured for the customer).
{{payment_link}}: payment link (currently only supported with Mollie).
{{first_name}}: the first name of the user who is logged in and sending the document.
Reminders and last reminders
💡 The email templates you have created for standard messages can easily be duplicated and adapted for reminders and payment demands you wish to send from Douano. To do this, click the duplicate icon on the line of the email template.
In Message type, replace Normal message with Reminder or Last reminder.
You can then edit the text in the template to make it more suitable for sending reminders and payment demands. You can again make use of the known macros, and additionally use the following macros:
{{date_last_reminder}}: date of the last reminder.
{{number_of_reminders}}: number of reminders already sent
{{invoice_balance}}: outstanding balance of the invoice.
Delivery Orders
💡 A delivery order can be sent:
to the relation executing the delivery,
with the relation receiving the goods in CC,
on behalf of the representative sending the delivery order.
For this, you can make use of several macros.
Default Email Addresses
Send with email address: use the macro {{account_manager_email}} to send the email with the representative’s email address.
Send with email name: use the macro {{account_manager_name}} to send the email under the representative’s name.
Send in cc to: use the macro {{customer_email}} to send the email in cc to the relation receiving the delivery.
Template
💡 You can also use a number of macros in the template.
In the subject line, use the macro {{customer_name}} to refer to an order for this customer.
In the signature, use the macro {{account_manager_name}} to sign with the name of the person who is logged in and sending the delivery order.
These are the macros you can use for messages related to delivery orders:
{{transaction_number}}: the order number
{{supplier_name}}: supplier’s name
{{supplier_email}}: supplier’s email address
{{customer_name}}: customer’s name
{{customer_email}}: customer’s email address
{{account_manager_name}}: account manager’s name
{{account_manager_email}}: account manager’s email address
{{reference}}: document reference
{{requested_delivery_date}}: requested delivery date