---
title: "Customize your invoice emails"
description: "Write your own subject and message for invoice, quote, credit note and payment reminder emails."
url: https://help.invoicefalcon.com/customize-invoice-emails/
section: "Emails"
last_updated: 2026-10-28
---

# Customize your invoice emails

> Write your own subject and message for invoice, quote, credit note and payment reminder emails.

Use this guide if you want the emails Invoice Falcon sends to sound like your store. By the end, customers will get your own subject line and message with each invoice, quote, credit note, or payment reminder, with details such as their name and order number filled in.

## Before you begin

- Writing your own subject and message needs the **Pro plan**. On the Free plan you can read the default text and send a test email, but the fields are locked.
- Each email type has its own text. Changing the invoice email doesn't change the quote, credit note, or reminder email.
- New text applies to emails sent after you save. Emails already sent don't change.

## What customers will see

Your subject and message, with variables replaced by real values, and the document attached as a PDF. Line breaks you type are kept.

If you don't change anything, customers get the default text. For invoices it is:

```
Subject: {{shop_name}} - Invoice for your Order {{order_number}}

Hello,

Thank you for shopping at {{shop_name}}. We have attached the Invoice for your Order {{order_number}} to this email.

Regards,
The {{shop_name}} Team
```

The quote email is the same with "Quote" in place of "Invoice". The credit note and payment reminder emails have their own default text.

## Set it up

1. Open your Shopify admin and click **Invoice Falcon** in the left menu.
2. Click **Settings** in the app's menu. The **Emails** tab opens.
3. Open the editor for the email you want to change:
   - For invoices, click **Customize email** in the **Invoice emails** section.
   - For quotes, credit notes, or payment reminders, click **Customize** in the **Quote emails**, **Credit notes**, or **Payment reminders** section.
4. In the editor's sidebar, under **Email**, click **Subject and message**.
5. Under **Your text**, edit the **Subject** field.
6. Edit the **Message** field.
7. Optional: to add a variable, click **Variables** next to the **Subject** or **Message** label, then click **Add to field** next to the variable you want. It is added at the end of the field, so move it where you want it.
8. Click **Save** in the bar at the top of the page.

The preview on the right updates as you type, using sample values such as "Jane" and "#1001". Close the editor with the back arrow only after you save: closing it with unsaved changes discards them.

Repeat these steps in each editor whose text you want to change.

## Variables you can use

| Variable | Fills in |
|---|---|
| `{{customer.first_name}}` | The customer's first name |
| `{{customer.last_name}}` | The customer's last name |
| `{{shop_name}}` | Your store name |
| `{{invoice_number}}` | The invoice number |
| `{{order_number}}` | The order number, for example #1001 |
| `{{payment_url}}` | The Pay now link, only while the order is unpaid and the **Pay now button** is on |

Type variables exactly as shown, including the double curly brackets. A misspelled variable stops the email from sending. For `{{payment_url}}`, see [Let customers pay with a Pay now link](https://help.invoicefalcon.com/add-a-pay-now-link/).

## Go back to the default text

1. Open the editor for that email, as in the steps above.
2. In the editor's sidebar, click **Subject and message**.
3. Click **Reset to default** under the **Message** field. The link only shows when your text differs from the default.
4. Click **Save**.

## Check your setup

1. In the editor, with **Subject and message** open, click **Send test email** under the preview.
2. Check your inbox. The test goes to the email in **Settings** > **Document defaults** > **Contact details**, or your Shopify store email if that is empty.

The test uses the text in the editor, even before you save, and your most recent invoice with its PDF. Its subject starts with "[Test]".

## Troubleshooting

### Send test email asks you to create an invoice first

The test email uses your latest invoice. Open any order in **Orders** so Invoice Falcon creates its invoice, then send the test again.

### The test email says a variable can't be filled

A variable in your subject or message is misspelled or doesn't exist. Compare it with the table above, or delete it and add it again with **Variables** > **Add to field**. Fix this before you save: customer emails with the same mistake won't send.

### The Subject and Message fields are greyed out

Writing your own text needs the **Pro plan**. Click the lock next to **Your text** to see upgrade options. See [Invoice Falcon pricing and plans](https://help.invoicefalcon.com/pricing-and-plans/).

### My reminder says past due before the due date

The default reminder text says the invoice is past due. If you send reminders before the due date, open the **Payment reminders** editor and change the message. See [Send payment reminders](https://help.invoicefalcon.com/send-payment-reminders/).

### My changes disappeared

Closing the editor without clicking **Save** discards your changes. Make them again and click **Save** before you close it.

## FAQ

### Does changing the text affect emails I've already sent?

No. Only emails sent after you save use the new text.

### Can I have different text for invoices, quotes and credit notes?

Yes. Each has its own editor on the **Emails** tab, and payment reminders have one too. Change only the ones you need. The others keep the default text.

### Does my text apply to emails I send by hand?

Yes. Automatic emails, emails you send from an order's page, and bulk emails all use it. On an order's page, **Send** > **Review & send** also lets you change the text for that one email.

### Is my email translated into my customer's language?

No. Your own text goes out as you wrote it. If you keep the default text and turn on **Auto-detect customer language**, customers get the default text in their language. See [Invoices in your customer's language](https://help.invoicefalcon.com/invoices-in-your-customers-language/).

### Can I change who the email comes from?

Yes, on the Pro plan. Click **Sender** in the same editor. See [Change the sender address](https://help.invoicefalcon.com/change-the-sender-address/).

## Related guides

- [Send invoices automatically](https://help.invoicefalcon.com/send-invoices-automatically/), to email every new order's invoice.
- [Change the sender address](https://help.invoicefalcon.com/change-the-sender-address/), to send from your own domain.
- [Let customers pay with a Pay now link](https://help.invoicefalcon.com/add-a-pay-now-link/), to add a payment button.
- [Troubleshoot invoice emails](https://help.invoicefalcon.com/troubleshoot-invoice-emails/), when an email doesn't arrive.