Created Canned Message Templates for Your Team to Use

Haylee Benton Updated by Haylee Benton

Do you find yourself typing the same information over and over when communicating with your clients? Maybe each employee sends their emails - leaving you without any consistency in the messages your clients see?

Emailed Document Templates within shopVOX allow you to save time and make sure your team members are more efficient and your messaging stays consistent.

Instead of copy / paste - just select a template, personalize it for the client if you wish, and click send.

Email Templates

  1. Click Settings on the top right
  2. Click Emails, then Message Templates
  3. Either amend the default templates we have set up for you- or make your own!

Below you can see some short cuts to help you automatically populate your email template

Current List of Contextual Content Items

In the Subject box, you can fill in any static text and some context sensitive tags as listed below. Use the following tags when you want to insert the contextual content.

  • {{txn_name}}
  • {{txn_number}}
  • {{customer_name}}
  • {{contact_first_name}}

In the Content box, you can fill in any static text and also some context sensitive tags as listed below. For example... add these tags to auto-fill the contact with whoever is the "Primary Contact" on that transaction is. Or the person who is sending the email - you can auto-fill their signature on the email. This all adds up to saving you a lot of time!

  • {{contact_name}}
  • {{contact_first_name}} For more informal Greetings, use this for just the First name.
  • {{sender_name}}
  • {{sender_contact}}
  • {{file_upload_url}}
  • {{file_upload_url_with_order}}
  • {{{user_signature}}}
  • {{shipping_method}}
  • {{shipping_tracking}}
  • {{txn_number}}
  • {{invoice_due_date}}

Samples to Get You Started


Hi {{contact_name}}

I’m sure you hear this all the time but - you’re awesome!

We’re all very excited to start working on this for you.

Our team has poured over all the info you’ve given us and hand-crafted this quote specifically for your project.

Next Steps

  1. To get this project started - reply back to this email with a simple “I approve. Let’s proceed.” or some witty/funny version of that :)
  2. We require a 50% deposit on all orders. Once you approve the quote, we’ll send you an order confirmation and a link where you can pay with a credit card.
  3. Then our top-notch design team will take over. They’ll send you a custom proof of your design within 2 days time. You’ll approve it or work with them to make changes until your 110% happy.
  4. Once your design is approved, we’ll begin production on your order - updating you along the way.


I love questions. How can I help? Just hit reply and let me know. Or give me a call at XXX.XXX.XXXX




Hi {{contact_name}} –

I hope you’re having a nice day.

Your proof is ready for your review! To access your proof, click the “View” link below. Carefully check all the details on your proof and if the layout is to your approval, simply click the green “Approve” button and we can proceed with production.

If the proof needs some changes, you can request a revision by typing in the changes you’d like to make and clicking on the red “Make Changes” button. Our designer will get those changes made and a revised proof will be sent right over.

Feel free to contact me at any time if you have any questions.

Thank you!


Sales Order Confirmation

Hi {{contact_name}} –

I want to start by saying THANK YOU for your order!

It is always a pleasure for us to work with customers like yourself and we know that you can choose anyone to work with. So, we are very grateful for your business and are very excited to work on your project.

Attached is a copy of your Sales Order for your records. Your order is confirmed, but before we can begin working on it we require a 50% deposit. You can pay the deposit online with a credit card simply by click the link below. You can also send a check or call with your credit card info (888)888-8888.

We are here to help you at any time, so please reach out to us if you need anything.

Thank you!



Hello {{contact_name}} –

Every good thing must come to an end.

We were thrilled that we could help you with your project, and hope that you are 110% satisfied with your experience and the final results.

Attached is a copy of your final invoice showing your balance due. Please submit payment at your earliest convenience by clicking on the payment link to pay online with a credit card, or by calling our office and we would gladly help you over the phone with a credit card payment.

Thank you for your business and we look forward to working with you again soon.



How did we do?

Configuring Your Notifications

Adding Vendors