Text Blocks & Email Templates

Text blocks are reusable header and footer texts for your documents. In addition, every document type has exactly one email template for sending. That way you do not have to rewrite the salutation, notes and closing every time.

Text blocks and customized email templates are a Premium feature. They always belong to a company profile.

Header and footer texts

The header text appears above the line items, for example a salutation or a reference to a quote. The footer text appears below them, such as payment notes or a thank you for the order.

Templates are maintained per document type: invoice, quote, order confirmation, delivery note, credit note, cancellation, recurring invoice and payment reminder. You can still apply a template from another document type to the current document or copy it into another type.

Create a template

1. Open the template management for header or footer texts
2. Select New template
3. Enter a name such as "Standard salutation"
4. Store the German text and optionally the English one
5. Save the template

German is the mandatory base of every template. If the English text is missing, Billance automatically uses the German one.

Email templates

Every document type has exactly one email template with German and English text, each with a subject and a message. When sending, Billance picks the language that matches the document.

In the subject and message you can use placeholders such as [RECHNUNGSNUMMER], [RECHNUNGSDATUM] and [FIRMENNAME]. They are replaced with the real values when sending. A preview with sample data shows you the result before you save.

The message is deliberately handed over as plain text so that it arrives reliably in Apple Mail, Outlook and other mail applications. A customized template is marked as Customized and can be reset to the Billance default text at any time.

Where text blocks end up

Header and footer texts appear in the PDF at the place defined by the document design. For an e-invoice they additionally go into the free text fields of the data set. Legally required information does not belong in a text block but in the dedicated fields of your company profile.