ConnectWise Email Formats Setup Table for Invoicing
The Email Formats setup table is where you build the email templates ConnectWise uses when emailing invoices — the templates Batch Emailing sends against. Each template is a cover letter: the invoice attaches as a PDF, and the template controls the From address, subject line, and body.
Fields
Template Name — A label for this template. You set the default template for each location in the Billing Setup Table.
Customer Survey — Select a survey to include with the email.
Available Variables — Tokens you can insert into the subject or body to personalize the message (e.g., company name, invoice number, member name). Select a token from the list to insert it, or type it directly. You can also search the token list. See the full Email Tokens and Variables reference.
Use sender’s name and email address in the ‘From’ field — Select this checkbox to use the sending member’s name and email as the From address. Leave it cleared to specify a fixed From name and email address instead.
Note: The
[memberfirstname]token behaves differently depending on this setting. When cleared, it pulls the first name from the fixed From field. When selected, it pulls the first name of the member who actually clicks send.
Note: If you use a shared mailbox or Email Connector address as the From address, replies to invoice emails will create tickets on your Service Board. That includes read receipts and delivery receipts — filter those out at the mailbox level if you don’t want the noise.
Subject — The email subject line. Accepts tokens.
Body — A full HTML editor. Options:
- Type and format text directly using the toolbar.
- Select Import HTML Template to load an HTML file from disk. Use inline styles instead of external CSS — CSS does not survive Exchange processing.
- Images in HTML templates must be hosted on a public URL. A relative path or local file reference renders as a red X in the recipient’s email.
- Select Save HTML Template to save the current HTML to the templates library, making it available the next time you select Import HTML Template.
Note: To find the folder where ConnectWise stores these HTML files, go to My Company > Owner tab > Document Setup Options.
Send a copy of this email to the sender — Select this checkbox to CC the member who sends the email. The copy goes to the member, not the fixed From address.
Attach invoice to the email — Select this checkbox to attach a PDF of the invoice. If you leave this cleared, include the [customerportalurl] or [paynow] token in the body so the customer has a way to view or pay the invoice.
Set the invoice to this status after sending — Select the post-send status from the dropdown. Choose a status that has the Sent Flag checkbox selected in your Billing Status Setup Table — that flag prevents the same invoice from being emailed twice.
Email tokens reference
For the full list of available tokens for invoice email templates, see the Email Tokens and Variables reference.
If you want more control over the invoice PDF itself — not just the email wrapper — Better Invoice lets you build a fully branded invoice template that replaces ConnectWise’s default output.