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Open Documents and Email Settings

  1. Open Settings.
  2. Choose Entity Settings.
  3. Find the Documents and Email group in the left navigation.
  4. Review Documents, Document Numbering, Email Configuration, Email Templates, and Sales and Quotes.
These settings touch real customers Test document text, email identity, and template changes before relying on them in production. A small wording or sender change can affect quotes, order confirmations, invoices, packing slips, receipts, reminders, and monthly statements.

Document Numbering

Control prefixes, padding, current value visibility, and next-number previews for future documents.

Email Configuration

Configure sender identity, notification toggles, custom sending domain, and test-send verification.

Email Templates

Preview, edit, test, reset, enable, and disable customer-facing email templates.

Sales and Quotes Settings

Configure quote expiration timing and review quote terms, public approval, and customer-facing quote flows.

Email Log and Account Communications

Review delivery status, skipped messages, resends, and customer communication history.

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Documents

The Documents page controls the terms and footer text that appear on generated PDFs. These fields autosave after editing, so treat them like live document copy.
Entity Settings Documents page with quote terms, order confirmation terms, invoice terms, and packing slip footer fields
  • Quote Terms and Conditions: appears on quote PDFs.
  • Order Confirmation Terms and Conditions: appears on sales order confirmation PDFs.
  • Invoice Terms and Conditions: appears on invoice PDFs.
  • Packing Slip Footer Message: appears on packing slips.
Keep PDF copy short and operational Put payment terms, expiration language, warranty notes, pickup rules, or return instructions here. Avoid long legal text unless your team has reviewed how it renders on multi-page documents.

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Document Numbering

Document Numbering controls prefixes, padding, and the next number preview for future documents. Use it when matching a legacy numbering format or cleaning up new-entity setup.
Document Numbering settings table with prefix, padding, current value, next preview, and edit controls
  • Prefix: text placed before the number, such as a document abbreviation.
  • Padding: how many digits appear in the numeric portion.
  • Current value: the current sequence position for that document type.
  • Next preview: what the next generated number should look like.
Do not reuse issued numbers Avoid decreasing a counter into a range already used by orders, invoices, checks, or other documents. Duplicated numbers create customer confusion and audit cleanup work.

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Email Configuration

Email Configuration controls sender identity, reply routing, branding, footer text, notification toggles, custom sending domain setup, and test-send verification.
Email Configuration settings page with From Email, Reply-To, Company Name, Support Email, logo, footer, notification preferences, and save controls
  • From Email: the address customers see as the sender when configured.
  • Reply-To: where customer replies should go.
  • Company Name: the sender or display name used in emails.
  • Support Email: the support contact for customer questions.
  • Email Logo: branding used in email templates.
  • Footer Text: standard footer content included in outgoing emails.
  • Notification Preferences: toggles for specific automated email types.
Custom domains need verification If you use a custom sending domain, finish the domain verification steps before expecting customer-facing email to use that domain reliably. Until verification completes, emails may continue to use the platform sender.

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Email Notification Toggles

Notification toggles control automated customer messages. Review them after changing order, invoice, quote, payment, or customer portal workflows.
  • Order confirmations.
  • Shipment and delivery notices.
  • Invoice and receipt emails.
  • Refund and credit memo notices.
  • Quote emails and quote reminders.
  • Backorder updates.
  • Welcome messages.
  • Card expiration reminders.
  • Monthly statements.

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Email Templates

Email Templates control the subject, body, variables, preview, test send, and enablement of transactional emails. Some system templates can be previewed but are intentionally read-only.
Email Templates settings list with active, disabled, read-only badges and preview, edit, test, reset, enable, and disable controls
  • Preview: review the rendered template before editing.
  • Edit: change template subject or body when the template is editable.
  • Test: send a test email to confirm formatting and delivery.
  • Reset: restore a template when custom copy should be discarded.
  • Enable or Disable: turn specific templates on or off when supported.
  • Variable reference: use supported variables instead of hardcoded customer or order values.

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Sales and Quotes

Sales and Quotes settings include quote expiration behavior. This affects how long quotes remain valid and how customers understand quote timing.
  1. Open Sales and Quotes.
  2. Review quote expiration days.
  3. Save the value your sales team expects.
  4. Create a test quote and confirm the customer-facing copy reads correctly.

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What to Test After Changes

  • PDF text: generate a quote, order confirmation, invoice, and packing slip.
  • Numbering: create a draft document and confirm the next number format.
  • Email identity: send a test email and confirm sender, reply-to, logo, and footer.
  • Template changes: preview and test the edited template before using it with customers.
  • Quote expiration: create a test quote and confirm the expiration behavior is clear.

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Common Blocks

  • Email did not send: check template enablement, notification toggles, recipient address, and Email Log status.
  • Replies go to the wrong person: review Reply-To and support email settings.
  • Logo looks blurry: upload a higher-resolution logo and test an email or PDF again.
  • Variables render blank: confirm the template uses supported variables for that email type.
  • Number preview looks wrong: review prefix and padding before saving.
  • Terms do not appear where expected: confirm you edited the matching document type.

Settings Overview

Understand the admin surfaces, settings groups, and workflow impact areas.

Document Manager

Use the central document library for generated PDFs, uploaded files, signed links, metadata, and archive cleanup.

Document Numbering

Control future prefixes, padding, and next-number previews without changing already-issued document numbers.

Email Configuration

Configure sender identity, reply routing, branding, notification toggles, domain verification, and test emails.

Email Templates

Preview, edit, test, reset, enable, and disable customer-facing templates safely.

Sales and Quotes Settings

Configure quote expiration days and understand quote approval handoff.

Portal Documents and Email Preferences

Help customers download visible documents and manage optional email preferences from the portal.

Portal Email Preference Links and Unsubscribe

Explain token-based email preference links, unsubscribe choices, re-subscribe, and transactional email limits.

Email Log and Account Communications

Use the email log, preview/resend tools, and account communication preferences.

Invoice Management

Find, create, post, send, pay, correct, and void customer invoices.