Email Templates & Signature
Control the exact wording your customers see when Kantivo sends invoices, reminders, receipts, and estimates on your behalf.
Overview
Every outbound email Kantivo sends is generated from a customizable template. You can edit the subject line, body text, and sign-off for each email type so the messaging matches your brand voice and communication style.
Templates are configured per company. Navigate to Settings → Email Templates to view and edit them.
Template Types
Kantivo includes four email template categories, each triggered at a different stage of the billing workflow:
| Template | When It Sends | Purpose |
|---|---|---|
| Invoice | When you send or resend an invoice | Delivers the invoice PDF and notifies the customer of the amount owed and due date |
| Payment Reminder | Automatically, based on your reminder schedule | Nudges customers about upcoming or overdue payments |
| Receipt | After recording a customer payment | Confirms the payment was received and shows the remaining balance (if any) |
| Estimate | When you send an estimate or quote | Presents the proposed work and pricing for the customer to review and accept |
Using Variables
Variables are placeholders wrapped in double curly braces that Kantivo replaces with actual data at send time. Insert them anywhere in the subject line or body text.
| Variable | Replaced With | Example Output |
|---|---|---|
| {{customer_name}} | The customer's full name or business name | Acme Corporation |
| {{invoice_number}} | The invoice reference number | INV-0042 |
| {{amount}} | The total invoice amount with currency symbol | $1,250.00 |
| {{due_date}} | The payment due date | April 15, 2026 |
| {{company_name}} | Your company name | Summit Consulting LLC |
| {{balance_due}} | The remaining unpaid balance on the invoice | $750.00 |
Example Template
Here is an example of a customized invoice email body:
"Hi {{customer_name}}, please find invoice {{invoice_number}} attached for {{amount}}, due by {{due_date}}. If you have any questions, feel free to reach out. Thank you for choosing {{company_name}}!"
Email Signature
The email signature appears at the bottom of every outgoing email, below the template body. Use it to include your name, title, phone number, or any other contact details you want customers to have.
Setting Up Your Signature
- Go to Settings → Email Templates
- Scroll to the Email Signature section at the bottom
- Enter your signature text (plain text, with line breaks as needed)
- Press Save
The signature is shared across all template types. If you change it, the update applies everywhere.
Suggested Signature Format
- Your full name
- Your title or role
- Company name
- Phone number and/or email
Preview & Test
Before going live with a customized template, use the preview feature to see exactly what customers will receive:
- Edit any template and click Preview
- Kantivo renders the template with sample data, replacing all variables with realistic placeholder values
- Review the subject line, body, and signature
- If everything looks correct, save your changes
For a live test, create a test invoice for a customer whose email address you control, then send it. Check your inbox to confirm the formatting, variable replacements, and PDF attachment all look right.
Reset to Default
If you want to start over or undo your customizations, Kantivo provides a one-click reset for each template type:
- Open the template you want to reset
- Click Reset to Default
- Confirm the action when prompted
This restores the original subject line, body text, and formatting that Kantivo ships with. Your email signature is not affected by the reset -- it must be cleared separately if desired.