Templates Updated April 29, 2021 17:05

Overview

You can set up templates for your email and text communications with your clients so that the information you want to share with them is automatically populated, saving you from typing it out. The templates are grouped into four categories:

• getting the work
• doing the work
• getting paid
• general

You can access the templates by going to the Gear Icon > Settings > Templates.

Here is how the templates break down:

• Getting the Work
  • Requests - the template for when a request is submitted by a client. This message can only be sent via email. 
  • Quotes - the message that is sent along with the quote. This message can be sent via text message or email. 
  • Quote approvals - the message that is automatically sent when a client approves a quote. This message can only be sent via email. 
• Doing the Work
  • Job forms - the email that is sent along with an attached job form. This message can only be sent via email. 
  • Chemical treatments - the message that is sent along with an attached PDF of the chemical treatments performed. This message can only be sent via email. 
  • Booking confirmation - the message when a booking confirmation is sent to a client that lets them know you have them booked for an appointment. This message can be sent via email or text message. 
• Getting Paid
  • Invoices - the message that is sent along with an invoice. This can be sent as an email or a text message.
  • Payment and deposit receipts - the message that is sent along with the receipt for a payment or a deposit. This message can only be sent as an email.
  • Statements - the message that is sent along with a statement. This message can only be sent via email.
  • Request a card on file - email template sent to a client when requesting to add their card to bill for future work.
• General
  • Signed documents - when you collect a signature online and check the box for "send your client a copy", this is the message that goes along with the signed PDF. This message can only be sent as an email.

For each template that you want to customize, locate it from the list and click Edit. A pop-up will open that has tabs to edit the email and text message templates. If you only see a tab for email, it means that item cannot be sent via text. 

What you fill out in the template becomes the default message for all communications of that type, however individual messages can be edited before they are sent to the client. 

Customize individual messages

The templates will populate messages by default, but you will still have a chance to look them over and make edits before the message is sent. For example, when sending an invoice to a client via email, this is the preview of the message where the body of the email can be changed.

This preview is where you can customize or add in any additional detail for this particular text going to your client. Making a change here won't update the template, however you can click Customize your default templates to jump to the templates page where you can update the template.

The preview of a text message is not customizable on an individual message basis. To customize a text message, the template will need to be updated.

Note: There is a 160 character limit for text messages as this is the maximum number of characters that will fit in one text. If you go over this limit, that's ok! Your message will still be delivered, it just might be in multiple text messages. That being said, most smartphones will recognize when there are multiple text messages and group them together as one message —but this varies based on different devices and cell phone providers.

PDFs and email attachments  

Invoice and quote PDFs are not automatically attached when sending an invoice or quote by email.  Your client will be prompted to view their work in client hub where they can interact with that item in a way they can't with a PDF. For quotes, this includes the ability to pay deposits, select optional line items, approve the quote, or request changes. For invoices, clients can pay that invoice directly in client hub with Jobber Payments. 

If your clients would like a PDF copy of their quote or invoice for their records, there are a few options for them! From client hub, on quotes, invoices, and receipts there is a button for Download PDF that will save a copy of the PDF to their device. 

You can also choose to attach a PDF when sending a quote or invoice via email. When previewing the email message, there are option for attachments along the right side of the email preview. If you would like to upload attachments such as photos to the email click Select a file. To add the PDF of this item, check the box to attach the PDF.

Note: PDFs are only added as attachments on a one-off basis. Adding a PDF as an attachment to an email message only attaches the PDF for the particular item you're sending. 

Variables

You can use variables in your templates so that Jobber will automatically populate the information specific to a certain client for you. 

Complete list of Jobber variables.

For example if you use the variable {{CLIENT_NAME}} in an invoice template, it would plug in the client's name where that variable appears. So if you have "Hi {{CLIENT_NAME}}" in your template, the message would send with "Hi John Smith" filled out.

Clicking on Insert Variable will bring up a list of variables that you can choose from. Clicking on them will insert them into the template for you.