Customizing Email Templates
Create professional, branded email templates for invoice delivery, payment confirmations, and reminders
What You'll Learn
- Understand the four template types and when they're used
- Create and edit custom templates
- Use template variables for dynamic content
- Set up auto-send for specific template types
- Preview and test templates before use
Plan note: Custom email templates are available on Professional and Business plans. Free plan users get WorkCentral's default templates.
Template Types
WorkCentral supports four email template types. Each type is triggered at a different point in your invoicing workflow.
Invoice Delivery
Sent when you deliver an invoice to a client. Includes invoice details and a payment link.
Payment Confirmation
Sent after a client successfully pays an invoice. Confirms the payment was received.
Payment Reminder
A gentle nudge sent before an invoice's due date. Reminds the client about an upcoming payment.
Overdue Reminder
Sent after an invoice passes its due date. Notifies the client that payment is overdue.
Creating a Template
Build custom templates from scratch or start from one of WorkCentral's default templates.
Navigate to Email Templates
Go to Settings → Email Templates and click Create Template. You can also copy from an existing default template to use as a starting point.
Fill in the Template Details
Complete the following fields:
| Field | Details |
|---|---|
| Name | A descriptive name for this template (required) |
| Category | Client Communication, Admin Notification, or System |
| Type | Invoice Delivery, Payment Confirmation, Payment Reminder, or Overdue Reminder |
| Subject | The email subject line — supports template variables (max 500 characters) |
| Content | The HTML email body — use template variable placeholders for dynamic data |
| Description | Optional internal note about this template's purpose |
Save Your Template
Click Save to create the template. It will appear in your template list where you can activate it, set it as auto-send, or continue editing.
Template Variables
Use template variables to insert dynamic content into your emails. Variables are replaced with real data when the email is sent.
| Variable | Replaced With |
|---|---|
{{organization_name}} | Your business or organization name |
{{client_name}} | The client's name or company |
{{invoice_number}} | The invoice number (e.g., INV-0042) |
{{payment_link}} | A direct link for the client to pay the invoice |
Example Subject Line
Invoice {{invoice_number}} from {{organization_name}}Becomes: "Invoice INV-0042 from Acme Design Studio" when sent to the client.
Auto-Send Templates
Mark a template as "Auto Send" to skip the template selection step when sending emails of that type. Only one template per type can be set as auto-send.
Open Template Settings
Go to Settings → Email Templates and find the template you want to auto-send, or create a new one.
Enable Auto Send
Toggle the Auto Send option on. If another template of the same type already has auto-send enabled, the previous one will be replaced.
Send Invoices Faster
Now when you send an invoice, WorkCentral automatically uses your auto-send template — no template selection step required.
Pro Tip: Set up an auto-send template for invoice delivery to skip the template selection step every time you send an invoice. One less click in your workflow.
Preview & Test Templates
Before using a template with real clients, preview it with sample data or send yourself a test email.
Preview
See how your template looks with sample data filled into all template variables. Available to all users with read-only access or above.
Send Test Email
Send a test email to any address to see exactly what your client will receive, including formatting and variable replacement.
Managing Templates
Keep your templates organized with search, filters, and default reversion.
Search and filter — Find templates by name or filter by category (Client Communication, Admin Notification, System).
Activate / Deactivate — Toggle templates on or off without deleting them. Only active templates appear in selection menus.
Revert to default — If you've customized a template and want to start over, revert it to WorkCentral's default content.
Copy from defaults — Create a new template using a default template as the starting point, then customize from there.
Plan Limits
| Plan | Custom Templates |
|---|---|
| Free | Default templates only (no customization) |
| Professional | Up to 25 templates |
| Business | Unlimited |
Professional Emails, Every Time
With custom email templates, every communication with your clients is on-brand and consistent:
- Branded invoice delivery emails with your business name
- Automatic payment confirmations and reminders
- One-click sending with auto-send templates