Customize your invoice 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.

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.

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.

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.

Can I change who the email comes from?

Yes, on the Pro plan. Click Sender in the same editor. See Change the sender address.

Related guides

• Send invoices automatically, to email every new order’s invoice.
• Change the sender address, to send from your own domain.
• Let customers pay with a Pay now link, to add a payment button.
• Troubleshoot invoice emails, when an email doesn’t arrive.