Email Templates & Signature
Kantivo sends invoices, reminders, receipts, and estimates on your behalf. Rewrite every subject line and body so the messages sound like you, not like generic accounting software.
Where to Find Them
Kantivo ships with sensible defaults for the emails it sends customers, but the defaults are exactly that — defaults. To put your own voice on every outbound message, open Settings → Email Templates. Each template has its own subject/body/closing editor and saves independently.
The Four Templates
You can edit four template categories:
Invoice Delivery
The covering message that goes out with an invoice when you hit Send. Set the tone, mention the engagement, and lay out the payment terms. Kantivo attaches the invoice PDF automatically.
Payment Reminders
Aging reminders to clients with open balances. Each escalation stage — pre-due heads-up, first follow-up after the due date, and a firmer final notice — has its own template so the tone can ramp up naturally.
Payment Receipts
The confirmation Kantivo sends when you record a payment. Edit the thank-you, drop in any next-step instructions, and reference the leftover balance when the payment was partial.
Estimates
The cover note for estimates and proposals. Summarize the scope, call out the validity window, and end with a clear next-step ask (approve, sign, schedule a call).
Merge Variables
Merge variables are placeholders Kantivo substitutes at send-time. Drop them anywhere in the subject line or body and they'll be replaced with the right value for each recipient.
| Variable | Substituted with | Sample output |
|---|---|---|
| {{customer_name}} | Customer or business name | Maple Street Design Co. |
| {{invoice_number}} | Invoice number | INV-2026-0087 |
| {{amount}} | Invoice total | $3,200.00 |
| {{due_date}} | Date payment is due | April 30, 2026 |
| {{company_name}} | Your company name | Riverstone Consulting LLC |
| {{balance_due}} | Outstanding balance after any partial pays | $1,100.00 |
| {{payment_date}} | Date the payment was received | March 28, 2026 |
Signature Block
Every email Kantivo sends carries a signature block. Configure it once and it applies to all four template types:
- Full name — yours or the primary contact's
- Title — your role inside the company
- Company name — pulled from your company profile by default, editable
- Phone — direct line or main number
- Email — the reply-to address
- Website
- Sign-off — custom closing line (Best, Regards, Thanks, whatever fits)
Running multiple companies? Each one keeps its own signature.
Preview Mode
Click Preview on any template editor to see the rendered email with sample data plugged into the merge variables. It's the fastest sanity check before you let the template loose on real customers.
The preview renders both a desktop and a mobile layout — most of your clients will open invoices on their phone.
Resetting to Defaults
If you've edited a template too far in the wrong direction, hit Reset to Default on that template. Kantivo restores the original copy for that one template while leaving your other customizations alone.