Creating email templates for financial documents

Modified on Thu, 5 Jun at 6:08 AM

2 minute read

To reduce manual workload and maintain consistent communication when issuing financial documents, Found allows users to create and manage email templates at the location level. These templates can be used when sending invoices or credit notes in bulk or individually.

This feature ensures your financial communications are clear, professional, and consistent across all fee payer correspondence.

How to create an email template

Email templates are created at the location level, meaning they are specific to a particular Care Home and only available when sending documents from that location. To create a new template:

Navigate to the Billing tab in the left-hand menu.
Select Invoices & Accounts.
Choose the location you wish to create the template for.
Click Location Settings in the top-right corner.
Select Billing Email Templates.
Click Create New Template.
Choose Generic Template.
Populate the template fields, including subject line and message body.

Please note - Only Generic email templates are currently supported for bulk sending. Ensure when you create templates you are selecting the Generic template for mass communications.

Using short-codes

When building your email templates, you can personalise the message using shortcodes.

A short-code is a dynamic placeholder that automatically pulls information from a resident’s or fee payer’s record, making emails more tailored without manual editing.

Common short-code examples:

Short-code	Description
{fee-payer-organisation-or-name}	Inserts the fee payers name
{location-name}	Inserts the name of the location
{invoice-reference}	Inserts the document reference