Email Templates for Construction Quotations, Contracts, and Payment Certificates

The three Construction documents now have newly designed email templates, in Arabic and English, instead of the general templates. The system uses the template automatically when you click Send Email. This guide explains what each template contains and how the system selects it, and shows you how to customize it.

System Templates

Document	Template Name	Arabic Subject	English Subject
Construction Quotation	Construction Quotation Email Template AR / EN	Construction Quotation #number	Construction Quotation #code
Contract	Contract Email Template AR / EN	Contract #number	Contract #code
Payment Certificate	Payment Certificate Email Template AR / EN	Payment Certificate #number	Payment Certificate #code

Message Content

• A greeting to the client by their business name, followed by the phrase “Please find the … attached to this email.”
• Construction Quotation: the number, Project, Bid, and Total Value.
• Contract: the number, Project, and Contract Value.
• Payment Certificate: the number, Project, Payment Certificate Date, and Net Payable. Empty values appear as Not set.
• An invitation to download or print the attachment and to get in touch.
• A signature with your business name, address, city, postal code, and phone number.

Template and Attachment Selection

• The system uses the first custom template for the document, if one exists; otherwise, it uses the system template in the account language.
• If no template exists, the Send Email button doesn’t appear.
• The attachment is a PDF generated from the first template in Prints (custom templates first).
• The To field contains the client email, or stays empty.

Customization

1. Open Construction Quotations Email Templates, Contracts Email Templates, or Payment Certificates Email Templates.
2. Create a new template or copy the system template.
3. Edit the subject, body, and variables, and then save. Your template becomes the default.

Variables Used in the Templates

Variable	Meaning
{{Data.construction_quotation.code}}	Construction Quotation number
{{Data.construction_quotation.project.title}}	Project name
{{Data.construction_quotation.bid.title}}	Bid name
{{Data.construction_quotation.total}}	Quotation total
{{Data.construction_contract.total}}	Contract value
{{Data.construction_payment_certificate.net_payable}}	Net payable for the payment certificate
{{Data.construction_payment_certificate.payment_certificate_date}}	Payment certificate date
{{ __system.business.name }}	Your business name

Using the Template When Sending

1. Open the document from Construction Quotations, Contracts, or Payment Certificates.
2. Click Send Email. The subject and body are filled in from the template.
3. Edit the text if you need to (your edits apply to this message only and don’t change the template).
4. Click Send.

Permissions

• Opening the send page requires the Edit General Settings permission.
• Managing templates requires the same permission.
• The Construction app is enabled.

Construction Quotation Template

• Subject: “Quotation No. … for Project … for Bid … from [Your Business]”.
• Body: “Hello [Client], please review the attached Quotation No. …”.
• Details: Project, Bid, Total Value.
• Closing: “You can download the attached file or print it directly. If you have any questions about the quotation, please feel free to contact us. Best regards”.

Contract Template

• Subject: “Contract No. … from [Your Business]”.
• Body: “Please review the attached Contract No. …”.
• Details: Project (or Not set), Contract Value.

Payment Certificate Template

• Subject: “Payment Certificate No. … from [Your Business]”.
• Body: “Please review the attached Payment Certificate No. …”.
• Details: Project and Payment Certificate Date (or Not set), Net Due.
• The system’s Arabic subject is “Certificate of Payment #Number”; edit it in a custom template if you prefer “Payment Certificate”.

FAQs

Does the text change when you change the account language?

Yes, with System Templates.

Can you edit the email before sending it?

Yes.

Does deleting the custom template restore the system template?

Yes.

Why is the subject “Certificate of Payment”?

This is the subject of the system’s Arabic Payment Certificate template; edit it in a custom template.

Do the new templates affect Sales Estimates?

No.

Can you deactivate a custom template without deleting it?

Yes; from the Templates list. The next template or the system template is then used.

Can you use additional variables?

Yes; the template editor shows the variables available for the document type, including client details, project details, and values.

Do the new templates delete my old custom templates?

No; your templates remain and are used first.