Save Time with Emailed Document Templates

Tyler MacDonald Updated by Tyler MacDonald

Sending an email from shopVOX? Take advantage of customizable templates and dynamic variables so that you don't have to repeat yourself each time

Emailed Document Templates within shopVOX allow you to save time and make sure your team members are more efficient.

How to use Email Templates

  1. Choose "Settings" from the top toolbar

  1. Select "Emails", "Message Templates" from the sidebar

A list of all your templates will appear

From this screen, you can choose to

  1. Add Message Template
  2. Edit one of your existing Templates
  3. Load any Remain Templates

Let's explore the options...

Add Message Template

Click "Add Message Template"

  1. Name: Fill in a name for your email template. Use a name that is easily understood
  2. Subject Line: This is the Subject that will show up in the email when someone receives it
  3. Message Content: A clear message sent by your organization. This will be the body of the email

Note: You can insert variables into the Subject Line as well as the Message content. This makes your email templates dynamic. A further explanation is down below

Edit Message Template

Choose to edit any of your email templates by selecting the blue pencil icon

This will bring up the edit screen, where you can edit your email template.

Remember to hit save!

Load Remaining Templates

Choose "Load Remaining Message Templates", to see the rest of your templates not shown.

Do you have GSuite or Outlook 365?

These templates also work with our @Mail feature - which allows you to send and receive email from your GSuite or Outlook365 account without ever leaving shopVOX. Learn more about our @Mail feature here.

This is great for:

  • cold emails to potential clients
  • follow up on quote requests and contact form submissions
  • followups asking for feedback, referrals, and testimonials (here's a good article from the blog about how to get these)

Current List of Contextual Content Items

In the Subject box, you can fill in any static text and some context sensitive tags as listed below. Use the following tags when you want to insert the contextual content.

{{txn_name}}

{{txn_number}}

{{customer_name}}

{{contact_first_name}}

In the Content box, you can fill in any static text and also some context sensitive tags as listed below. example... who ever is the "Primary Contact" on that transaction or the person who is sending the email and their signature etc.,

{{contact_name}}

{{contact_first_name}} For more informal Greetings, use this for just the First name.

{{sender_name}}

{{sender_contact}}

{{file_upload_url}}

{{file_upload_url_with_order}}

{{{user_signature}}}

{{shipping_method}}

{{shipping_tracking}}

{{txn_number}}

{{invoice_due_date}}

Samples to Get You Started

Quote

Hi {{contact_name}}

I’m sure you hear this all the time but - you’re awesome!

We’re all very excited to start working on this for you.

Our team has poured over all the info you’ve given us and hand-crafted this quote specifically for your project.

Next Steps

  1. To get this project started - reply back to this email with a simple “I approve. Let’s proceed.” or some witty/funny version of that :)
  2. We require a 50% deposit on all orders. Once you approve the quote, we’ll send you an order confirmation and a link where you can pay with a credit card.
  3. Then our top-notch design team will take over. They’ll send you a custom proof of your design within 2 days time. You’ll approve it or work with them to make changes until your 110% happy.
  4. Once your design is approved, we’ll begin production on your order - updating you along the way.

Question?

I love questions. How can I help? Just hit reply and let me know. Or give me a call at XXX.XXX.XXXX

Thanks {{{usersignature}}}

Quote Reminder

Hi {{contact_name}} –

I thought I’d reach out to see if you are ready to move forward with your project and if you have any questions or concerns regarding the quote that was sent earlier this week.

I can imagine that you are extremely busy, so I’ll keep this short and sweet.

If you are ready to proceed, simply reply to this email with a quick approval and we will get the ball rolling. If you need more time, that’s no problem. We are here for you, anytime! Just let me know what we can do to help.

Thanks!

{{{user_signature}}}

Proof

Hi {{contact_name}} –

I hope you’re having a nice day.

Your proof is ready for your review! To access your proof, click the “View” link below. Carefully check all the details on your proof and if the layout is to your approval, simply click the green “Approve” button and we can proceed with production.

If the proof needs some changes, you can request a revision by typing in the changes you’d like to make and clicking on the red “Make Changes” button. Our designer will get those changes made and a revised proof will be sent right over.

Feel free to contact me at any time if you have any questions.

Thank you!

{{{user_signature}}}

Proof Reminder

Hi {{contact_name}} –

Just a quick reminder, your project is currently in our pre-production queue awaiting your approval. I wanted to check in with you to see if you had a chance to review the proof that I sent earlier this week.

Do you have any questions or is there anything I can do to help with this part of the process?

I’ve attached the proof here for your convenience. Let me know if this is ready for production or if you’d like to see any changes.

Cheers!

{{{user_signature}}}

Sales Order Confirmation

Hi {{contact_name}} –

I want to start by saying THANK YOU for your order!

It is always a pleasure for us to work with customers like yourself and we know that you can choose anyone to work with. So, we are very grateful for your business and are very excited to work on your project.

Attached is a copy of your Sales Order for your records. Your order is confirmed, but before we can begin working on it we require a 50% deposit. You can pay the deposit online with a credit card simply by click the link below. You can also send a check or call with your credit card info (888)888-8888.

We are here to help you at any time, so please reach out to us if you need anything.

Thank you!

{{{user_signature}}}

Payment Reminder

Hello {{contact_name}} –

Just checking in on the invoice we sent last month.

It appears that your account shows an open balance in the amount of $__.__. Attached is a copy of the invoice. Kindly submit payment at your earliest convenience by calling (888)888-8888 or clicking the link to pay online with a credit card, or by sending a check.

If your payment is in transit, let us know and we’ll keep an eye out for it.

We appreciate your business and look forward to hearing from you.

Thank you!

{{{user_signature}}}

Deposit Payment Receipt

Hi {{contact_name}} –

Your payment has been received. Attached is a copy of your receipt and paid invoice for your records. Thank you for your payment!

Your project is ready to move on to the next stage in our process, which is proofing. You will soon receive an email with your proof for your approval. Once your proof is approved, we will start production and update you with an estimated time line for completion.

Feel free to contact me at any time if you have any questions. We are always here to assist!

Cheers!

{{{user_signature}}}

Invoice

Hello {{contact_name}} –

Every good thing must come to an end.

We were thrilled that we could help you with your project, and hope that you are 110% satisfied with your experience and the final results.

Attached is a copy of your final invoice showing your balance due. Please submit payment at your earliest convenience by clicking on the payment link to pay online with a credit card, or by calling our office and we would gladly help you over the phone with a credit card payment.

Thank you for your business and we look forward to working with you again soon.

Thanks!

{{{user_signature}}}

Statement of Invoices

Hi {{contact_name}} –

It is so good to hear from you!

Attached is a copy of your invoice statement that you requested. Please let me know if there is anything else I can do for you, I’m happy to help!

Thanks!

{{{user_signature}}}

Asking for Feedback

Hi {{contact_first_name}} -

Just wanted to follow up and make sure you were 110% satisfied with your order.

Were you satisfied with everything?

Would love to hear your feedback - even if it's just one line.

Thanks, {{{user_signature}}}

Asking for a Referral

{{contact_first_name}} - really glad you like the XXXXXX. We really enjoyed working on this project with you.

As you may know, we’re a small shop and we get most of our business through referrals. Referrals allow us to work really hard to deliver 110% to our customers.

Since your happy with the job, I'd like to ask you to introduce us to others like yourself.

We primarily serve small businesses - so it could be a friend who runs a business, one of your vendors, maybe your neighbor.

We take special care of all referrals. We give you 20% of your next order. We also give them 20% of their first order.

Who are one or two people you think we could help?

I appreciate you.

Thanks, {{{user_signature}}}

Asking for a Testimonial

{{contact_first_name}} – We’re glad you like your shirt! We really enjoyed working on this project with you.

Would you be willing to let us feature your shirts in our portfolio with a testimonial from you?

We’d be happy to promote your business and provide a link back to your website.

Would the testimonial below be alright to use?

Testimonial: "When I needed XXXXX, the guys at XXXXX had my back. After a bad experience with my last printer, I was skeptical. But I told them what I needed and they had a proof to me within 24 hours. I love the design they created. I received XXXXX within a week and was impressed with the quality of the printing. I'd definitely recommend XXXXX for anything you need.

Thanks, {{{user_signature}}}

How did we do?

shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs

Webinars in shopVOX Pro: Learn and Grow with Us

Contact