# Email templates and document dispatch

> Set the subject and text of the emails that carry your invoices, quotes and reminders, per document type and language, plus default copies.

Source: /help/en/settings/email-templates

Every document you send by email starts from a template: a subject and a text for that document type and language. Alya Books ships sensible defaults in English and Arabic; you can replace them with your own wording under **Settings → Document dispatch**. Only owners and admins can change them.

## Edit a template

1. Go to **Settings → Document dispatch** and scroll to **Email templates**.
2. Choose the **Document type** (tax invoice, credit note, debit note, proforma, quote, order confirmation, payment reminder, cover letter, letter) and the **Language**.
3. Edit the **Subject** and the **Email text**. Click a placeholder chip to insert it where the cursor is.
4. Click **Preview with sample data** to see the result, then **Save changes**. **Reset to default** brings back Alya Books's text.

The language follows the document: an invoice whose language is Arabic uses the Arabic template.

## Placeholders

| Placeholder | Becomes |
|---|---|
| `{{company_name}}` | Your company name (Arabic name for Arabic templates, when set) |
| `{{document_type}}` | For example "tax invoice" |
| `{{document_number}}` | The document number |
| `{{recipient_name}}` | The buyer or recipient |
| `{{issue_date}}`, `{{due_date}}` | Dates, formatted for the language |
| `{{total}}`, `{{outstanding}}`, `{{currency}}` | Total and open amount with currency |
| `{{pay_link}}` | The pay-by-link URL when the invoice has a pending link |
| `{{sender_name}}` | The name of the member who sends |
| `{{company_email}}`, `{{company_phone}}`, `{{company_address}}`, `{{company_trn}}` | From your company profile |

A line that only contains placeholders without a value (for example no phone number) is left out. Unknown placeholders are shown in red and cannot be saved. Placeholders in faktoora style with single braces, such as `{companyName}`, are not recognised; use the names above.

## Default copies

In the **Sending** card on the same page:

- **Send a copy of every email to the member who sends it** pre-ticks "Send me a copy" in the send dialog. Each member can also turn this on for themselves under **Settings → My account**.
- **Always CC** and **Always BCC** fill the Cc and Bcc fields of every send dialog, for example your accounts inbox or an archive address. You can still change them per email. Documents sent through the API get them too, unless the request sets its own cc or bcc.

## When you send

The **Send by email** dialog opens with the template already filled in for that document: recipient, subject, text, copies and attachments. Change anything before you click **Send**; your edits apply to this email only. A pending payment link adds a "Pay online" line automatically unless your text already contains `{{pay_link}}`. Your email signature is added below the text.

## Related

- [Sending settings](/help/en/settings/sending-settings)
- [Use your own SMTP server](/help/en/settings/use-your-own-smtp)
- [Pay by link](/help/en/invoices/pay-by-link)