Customising the emails JomeInvoice sends

JomeInvoice sends emails to your buyers and suppliers on your behalf: invoice emails, onboarding invitations, and confirmations. You can change what those emails say, who they come from, and how they look.

Before you start, there is one thing worth knowing, because it catches people out.

Two separate settings decide what your buyers receive

Email is controlled in two places, and they do different jobs.

A third setting affects which address a customer email goes to: Customer Email Notification Source, on the General tab under Other Settings. It chooses whether customer notifications follow the email address submitted with each invoice (Upload, SFTP, API) or JomeInvoice's existing customer email matching.

Switch email sending on or off

On the General tab, under Email Notification, there are three switches:

• Enable Email Sending for Invoice Requests - sends invoice request result emails to buyers.
• Enable Email Sending for Sales Invoices - sends sales invoice emails to buyers.
• Enable Email Sending for Self-Billed Invoices - sends self-billed invoice emails to suppliers.

Each one is independent. Turning off Enable Email Sending for Sales Invoices stops sales invoice emails without affecting self-billed ones. See Workspace Settings for the rest of the General tab.

Two limits are worth knowing, because they surprise people who expect these switches to cover everything:

• They cover invoices only. Credit, debit and refund notes do not send an email automatically, whatever these switches are set to.
• They do not cover cancellation emails. When you cancel an invoice, the buyer is told, and that is not governed by these switches. If you need cancellations to stop reaching buyers, talk to JomeInvoice rather than looking for a setting.

Sending an invoice email by hand from the invoice itself also goes out regardless of these switches. They govern the automatic send, not a deliberate one.

Open the templates

1. Go to Settings.
2. Find Workspace Settings, then click View.
3. Open the Email Notifications tab.
4. Pick a template from the list on the left.

The templates you can edit

The list is grouped like this.

A dash means this guide does not describe the exact point at which that template is sent.

Header sits under Customisation because it is not a message at all - it is the logo shown at the top of every email JomeInvoice sends for you. Set it once and it applies across the whole list.

The six onboarding templates all belong to the flow in Invite customers / suppliers to self-onboard. Read that guide first if you are editing them, so your wording matches what the recipient is actually being asked to do.

What you can change on a template

• Template Name - the name of the template. Required.
• From Email - the sender address for this template. Required. Read The sender address below before you change it.
• To - who the email goes to, set to the Primary recipient.
• Cc / Bcc and Recipient - copy other people in. Covered below.
• Subject - the subject line. Required, and it accepts merge variables.
• Message body - a rich-text editor with bold, italic, strikethrough, links, bulleted and numbered lists, and left, centre, and right alignment.
• Available Variables - buttons for the merge variables listed below.
• Default Template - a toggle that discards your customisation. Covered below.
• Template Preview - a preview panel showing the sender address, the subject line, and the message as it will appear.

Nothing is saved until you click Save Update. If you switch to another template first, your edits are not kept.

Copying other people in

The email always goes to the Primary recipient. To copy anyone else in, use the two controls that sit together:

1. Cc / Bcc - choose None, CC, or BCC. This is one choice, not a combination: you can copy people openly or blind-copy them, but not both on the same template.
2. Recipient - choose who those copies go to. You can pick specific people, or Buyer/Supplier Secondary Recipient, which sends to whatever secondary contact is saved on the customer or supplier the invoice belongs to rather than to a fixed address.

Picking Buyer/Supplier Secondary Recipient is usually what you want for a buyer's accounts team, because it follows each customer's own record instead of copying the same person on everything.

Default Template

Default Template puts the template back to JomeInvoice's standard wording. Switching it on asks you to confirm, then replaces the sender address, subject and message body on screen with the built-in defaults.

Two things follow from it being an overwrite rather than a mode:

• Nothing changes until you click Save Update. If you switch it on and then leave the screen without saving, your stored template is untouched.
• It switches itself back off as soon as you edit anything. Change the sender, the subject or the body and the template counts as customised again. So the switch shows you what the template currently is, not a setting that keeps overriding your work.

A template you have never edited shows this switch already on, because it is using the built-in wording.

Merge variables

Merge variables are placeholders. JomeInvoice replaces each one with the matching value at the moment the email is sent, so one template produces a correctly addressed email for every invoice.

The tab offers these:

• {invoice_type}
• {company_name} - your company, the one sending the email
• {recipient_name}
• {invoice_number}
• {invoice_date}
• {amount}
• {due_date}
• {currency}

They work in the Subject as well as the message body - the subject line JomeInvoice ships with already uses them.

Here is a subject line and a body written with variables:

Subject: Invoice {invoice_number} is due on {due_date}

Your invoice {invoice_number} for {currency} {amount} is due on {due_date}.

And the same email as the recipient receives it:

Subject: Invoice INV-2026-0148 is due on 15 Sep 2026

Your invoice INV-2026-0148 for MYR 1,250.00 is due on 15 Sep 2026.

Type the braces exactly as shown, or click the variable button to add it.

The sender address

From Email holds the address this template sends from. A template with no sender address of its own sends from a JomeInvoice no-reply address, which works immediately and needs no setup.

From Email is set per template. Changing it on New Invoice changes nothing on Invite Customer, Cancel Invoice, or any other template. A template you have not opened keeps sending from whatever it was already using.

The field only checks that what you typed is a valid email address. It does not check that the address exists, that you own it, or that anyone reads it.

There is no reply-to address

The Email Notifications tab has no Reply-To field. When a recipient hits Reply, their message goes to whatever address is in From Email for that template.

So if you expect replies - payment queries, questions about a line item, a supplier asking which PO an invoice relates to - From Email must be an address someone actually monitors. If it is left as the default no-reply address, replies go nowhere useful and your buyer assumes you ignored them.

Common situations

You want your own branding and wording on invoice emails. Edit the message body and subject of the relevant template, keep the merge variables you need, and use the Template Preview panel to check the result. Then confirm the matching switch on the General tab is on. Leave From Email alone unless you have arranged own-domain sending with JomeInvoice.

You want buyers to reply to a monitored mailbox. There is no reply-to setting, so the only way to do this is to change From Email on that template to the monitored address - and that address has to be on a domain authorised to send for you. Start with Send invoice emails from your own domain; do not simply type the address in.

You do not want JomeInvoice emailing your buyers at all. This is the General tab, not the templates. Turn off the Enable Email Sending switches for the document types you want to stop. Deleting the wording out of a template does not stop the email.

You changed a template and only one kind of email changed. That is expected. Templates are edited one at a time, and there is no "apply to all". If you have rewritten your invoice email, the invitation and approval emails still carry their old wording and their old sender address. Work through every template you actually use, and click Save Update on each one.

Emails are not arriving. Check the General tab switch first, then the From Email address on the template, then the recipient address. Send invoice emails from your own domain has the full checklist for messages that show as Delivered but never arrive.

Related guides

• Workspace Settings - every settings tab, and the General tab in detail
• Send invoice emails from your own domain - sender addresses, and delivery problems
• Invite customers / suppliers to self-onboard - the flow the onboarding templates serve
• How JomeInvoice matches buyers and suppliers - how JomeInvoice decides which customer record an invoice belongs to