---
title: How to Customize Invoice Email Messages
description: "Invoice emails in OneSuite are set up in **Invoices**, **Configure**, **Emails**, where you choose the sender and write the three messages your invoices send: the invoice itself, payment reminders and a thank-you. Setting defaults keeps every client email consistent, and…"
url: "https://help.onesuite.io/docs/customize-invoice-email/"
updated: "2026-10-01"
category: "Invoices & Payments"
---

# How to Customize Invoice Email Messages

Invoice emails in OneSuite are set up in **Invoices**, **Configure**, **Emails**, where you choose the sender and write the three messages your invoices send: the invoice itself, payment reminders and a thank-you. Setting defaults keeps every client email consistent, and you can still personalize any single email before you send it.

**In this guide you'll learn how to:**

- Choose the address your invoices are sent from
- Write your default invoice, reminder and thank-you messages
- Personalize messages with variables
- Schedule automatic payment reminders
- Customize one email before you send an invoice

## How to choose who your invoices come from

You pick the sender in **Send invoices from**, at the top of the **Emails** page, and it applies to all three messages.

1. Click **Invoices** in the sidebar.
2. Click the **Configure** tab.
3. Click **Emails** in the Configure rail. It sits in the **Sending & payment** group.
4. Under **Sender**, open **Send invoices from** and choose an address. Replies go to this address.
5. Click **Save changes**.

The list offers three kinds of sender:

| Sender | Shown as | Notes |
| --- | --- | --- |
| Your business's default address | **OneSuite default sender** | Used when you have not connected your own mailbox. |
| A connected mailbox | The mailbox address | A mailbox marked **Reconnect needed** cannot be picked until you reconnect it. |
| An SMTP sender | **SMTP provider** | Appears once an SMTP sender is set up in **Settings**. |

If you have no mailbox or SMTP sender connected, invoices go out from the OneSuite address. Connect one in **Settings** to send from your own.

## How to set your default invoice message

You write the default message on the **Invoice** tab of the **Emails** page.

1. Open **Invoices**, **Configure**, **Emails**.
2. Click the **Invoice** tab. This message is sent when you send an invoice.
3. Enter the **Subject**.
4. Write the **Message**. Add variables from the list below where you want client or invoice details to appear.
5. Click **Save changes**.

Until you type your own wording, each box shows OneSuite's standard text as a hint. Click **Discard** to drop unsaved changes.

![Invoices, Configure, Emails page on the Invoice tab with the Send invoices from picker and the Subject and Message fields filled in](https://help.onesuite.io/wp-content/uploads/2026/10/customize-invoice-email-1.webp)

## Which variables can you use?

Variables are placeholders that OneSuite replaces with real details when the email is sent. These seven work in the invoice, reminder and thank-you messages:

| Variable | Replaced with |
| --- | --- |
| `{{client.name}}` | Client name |
| `{{business.name}}` | Your business name |
| `{{business.email}}` | Your business email |
| `{{invoice.number}}` | Invoice number |
| `{{invoice.title}}` | Invoice title |
| `{{invoice.amount}}` | Invoice amount |
| `{{invoice.dueDate}}` | Due date |

The send page adds three link and button tokens:

| Variable | Replaced with |
| --- | --- |
| `{{invoice.url}}` | Web invoice link |
| `%invoice_url%` | Web invoice link, in an alternative format |
| `[View Invoice]` | View invoice button |

## How to set up automatic payment reminders

You schedule reminders on the **Reminders** tab, which chases unpaid invoices for you on the days you choose.

1. Open **Invoices**, **Configure**, **Emails**, and click the **Reminders** tab.
2. Under **Send a reminder**, type a number of days after the due date and click **Add**. Enter `0` to send on the due date itself. Add as many days as you need.
3. Switch on **Chase unpaid invoices automatically**.
4. Under **Then repeat every**, choose whether to keep reminding, and how often.
5. In **Only chase balances over**, enter an amount, or leave it empty to chase every unpaid invoice.
6. Under **Send at**, choose the hour reminders go out.
7. Write the **Subject** and **Message** under **Reminder message**.
8. Click **Save changes**.

If you switch on automation before adding a day, OneSuite asks you to **Add at least one reminder day before turning automation on.** Each day you add shows as a chip, such as **on the due date** or **7 days late**. Click the cross on a chip to remove it.

| Setting | Options |
| --- | --- |
| **Send a reminder** | 0 to 365 days after the due date. There is no option to remind before the due date. |
| **Then repeat every** | **Do not repeat**, 3 days, 7 days, 14 days or 30 days |
| **Only chase balances over** | Any amount, or empty for every unpaid invoice |
| **Send at** | 06:00, 07:00, 08:00, 09:00, 10:00, 11:00, 12:00, 14:00, 16:00 or 18:00, in the business time zone |

### How to put one invoice on its own reminder schedule

You can give a single invoice its own cadence from its own page, and that invoice then ignores the business schedule.

1. Open the invoice and click **Send reminder**.
2. Check the **Subject** and **Message**. You can edit them for this reminder.
3. Under **Repeat**, tick **Send a reminder again every** and enter a number of days from 1 to 365.
4. Click **Send reminder**. This sends a reminder now and saves the repeat.

The repeat reminder is sent automatically until the invoice is paid, written off, or the reminder is removed. To stop it, open the same dialog and click **Remove reminder**.

## How to set up the thank-you email

You write the thank-you message on the **Thank-you** tab and choose whether it goes out on its own.

1. Open **Invoices**, **Configure**, **Emails**, and click the **Thank-you** tab.
2. Switch on **Send automatically when an invoice is paid online** if you want it sent without you.
3. Write the **Subject** and **Message**.
4. Click **Save changes**.

The automatic thank-you goes out only when a payment gateway reports the payment. A payment you record by hand does not trigger it, so use **Send thank-you** on the paid invoice instead. The email goes to the people the invoice was last shared with, or to the client email on the invoice.

## How to customize one email before you send it

You change the subject and message for a single invoice with **Customize Email** on the **Share Invoice** page.

1. Open the invoice and click **Share Now**, or click **Share** in the invoice's row menu on the list.
2. Check the recipients under **Default recipients**. Use **Add More Recipients**, **Add CC** or **Add BCC** if needed. You can add up to 5 recipients.
3. Tick **Customize Email**. It is off by default.
4. Edit the **Subject** and **Message**. The **Variables** listed above the message are the ten shown in the tables above.
5. Choose whether to **Include a PDF of the invoice**, **Include a link to the web invoice** and **Send me a copy**.
6. Click **View preview** or **Send me a test email** to check it.
7. Click **Send**.

Your changes apply to this send only. Your defaults in **Configure** stay as they are. A draft cannot be sent until it is saved: the **Send** button explains **Save this invoice before sending it.**

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## FAQs

### How do I change the email address my invoices are sent from?

Choose a new address in **Send invoices from** on **Invoices**, **Configure**, **Emails**, then click **Save changes**. You can pick the OneSuite default sender, a connected mailbox or an SMTP sender, and replies go to the address you choose.

### Can OneSuite send payment reminders automatically?

Yes. On the **Reminders** tab, add the days after the due date you want reminders sent, switch on **Chase unpaid invoices automatically**, and save. You can repeat reminders every 3, 7, 14 or 30 days and skip small balances.

### Can I send a reminder before the invoice is due?

No. Reminder days count from the due date, from 0 (on the due date) to 365 days late. There is no option to send one before the due date.

### Why didn't my client get a thank-you email?

The automatic thank-you only goes out when a payment gateway reports the payment. If you recorded the payment by hand, open the paid invoice and click **Send thank-you**.

### What variables can I use in invoice emails?

You can use `{{client.name}}`, `{{business.name}}`, `{{business.email}}`, `{{invoice.number}}`, `{{invoice.title}}`, `{{invoice.amount}}` and `{{invoice.dueDate}}` in every message. The send page also offers `{{invoice.url}}`, `%invoice_url%` and `[View Invoice]` for the invoice link and button.

### Can I just email invoices from my own inbox instead?

You can, but you don't need to leave OneSuite for it. Connect your mailbox and choose it in **Send invoices from**, and OneSuite sends invoices from your own address, with the PDF, the web invoice link and your default message added for you. Replies come straight back to your inbox.

## What to do next

**Show how to pay:** Put your bank account on the invoice with [How to Add Direct Bank Transfer Instructions to Your Invoices](https://help.onesuite.io/docs/add-direct-bank-transfer-on-invoices/).

**Record what comes in:** Log payments once clients pay with [How to Record Invoice Payments](https://help.onesuite.io/docs/how-to-record-invoice-payments/).

**Finish your invoice setup:** Set your letterhead, wording and defaults in [Invoice Settings & Customization](https://help.onesuite.io/docs/invoice-settings-customization/).