Creating an Email Template

Email templates allow you to create reusable emails for common client communications, saving time and ensuring consistency.


Create a new template

To create a new email template, go to Settings > Email Templates and click Add Email Template. You will be prompted to enter the following information:

  • Name – template name for your internal reference.
  • Service – select the relevant service from the drop-down list such as VAT, Accounts, Payroll.
  • Client Type – Organisation or Individual.

Template Content

Once the basic details are entered, you can create your email:

  • Subject: Write the subject line as you want it to appear in the client’s inbox.
  • Body: Write the content of your email.

Using Merge Fields

Merge fields are placeholders that automatically insert information from PracticeFlow into your email, such as client names, contact details and task deadlines.

To insert a merge field:

  1. Type { in the email body to open the list of available merge fields.
  2. Scroll through the list, or use the Search function to find a merge field by typing any part of its name.
  3. Select the field to insert it into your email.

Example of a simple VAT reminder email

The available fields shown in the list depend on whether you selected Organisation or Individual when creating the template. Once selected, merge fields appear enclosed in double curly braces, for example {{Organisation.Name}}.

Subject lines: Merge fields can also be used in email subject lines. However, the dropdown is only available in the email body, so you'll need to enter the merge field manually in the subject line, including the double curly braces.

For examples of commonly used merge fields, Custom Fields and different date formats, see Using Merge Fields in Email Templates.


Composing an Email Using a Template

Once you've saved an email template, you can use it whenever you need to send that type of email.

Simply open the relevant task, select Compose Email and choose your saved template. PracticeFlow uses the template to prepare the email and automatically fills in the merge fields with the relevant information.

For example, you could create a template for sending Client Portal requests containing the merge field {{Task.PortalURL}}. Each time you use the template from a task, PracticeFlow automatically inserts the correct portal link for that task.

You only need to create the template once. You can use it to prepare emails for different clients and tasks without having to enter the same wording or information each time.


Previewing and Testing

Before using an email template in a live task, you can use Preview to check formatting, wording, and the correct use of merge fields. Previewing shows how the template will appear when populated with data, allowing you to confirm that everything is positioned and phrased correctly.

If you want to see how the email looks when received, replace the “Email To” address with your own email address before sending.