How to manage invoice content and email templates

Quick answer

Customise invoice email templates in the Billing app to control the subject line, language, and body text of the emails and PDFs sent to clients. Create a separate template for each language your clients use. When Uku sends an invoice, it uses the template that matches the client’s communication language — falling back to English if no match exists.

Who can do this

• Company Owners and Company Admins with access to the Billing app in Settings & Apps.

How to edit an invoice template

1. Open Settings & Apps from the main navigation.
2. Select the Billing app.
3. Go to the Invoice templates section.
4. Click the template you want to edit.

Template fields

Language

Select the language for this template. When sending an invoice, Uku uses the template that matches the client’s communication language setting. If no matching template exists, the English template is used.

Name (subject line)

Enter the subject line of the email that will be sent to the client.

Content

The content field serves two purposes depending on delivery method:

• Email — the text in the body of the email sent to the client
• PDF — the text added to the PDF document attached to the email

Create a separate template for each language your clients use. If a client’s language does not have a matching template, Uku falls back to the English template.

Troubleshooting

Client received the invoice in the wrong language

Check the client’s Communication language setting in their client profile. Uku selects the template based on the client’s language, not the company’s default language.

Invoice email body is empty

Open the template and verify that the Content field for email has been filled in. An empty content field results in a blank email body.

PDF content does not match the email content

The email and PDF content fields are configured separately within the same template. Update both fields if you want consistent messaging across both formats.