Email Templates
Customize notification emails for estimates and bookings
The Email Editors allow you to create personalized email templates that are automatically sent to customers when they receive estimates or book appointments. Use placeholders to dynamically insert customer and order information.
Available Email Templates
Widgetfied supports the following email template types:
Estimate Emails
New Estimate Email
AvailableSent automatically when a new AI estimate is generated and saved.
Immediately after estimate creation
Follow-up Email
Coming SoonReminder email for customers who haven't responded to their estimate.
Configurable delay after estimate
Booking Emails
Booking Confirmation
AvailableSent immediately when a customer books an appointment.
Immediately after booking
Appointment Reminder
Coming SoonReminder sent before the scheduled appointment.
24 hours before appointment
Cancellation Notice
Coming SoonNotification when a booking is cancelled.
Immediately after cancellation
Template Configuration
Each email template has the following configurable fields:
Email Subject Line
Required200 charactersThe subject line recipients see in their inbox. Use placeholders to personalize.
Example: Your Estimate from {{companyName}} - #{{estimateId}}
Include key info like company name and reference number for easy identification.
Reply-To Email
The email address customers will reply to. Should be a monitored inbox.
Example: estimates@yourcompany.com
Use a dedicated email for each type (estimates@, bookings@) for better organization.
CC Recipients
5 emailsAdditional email addresses that receive copies of every email.
Example: manager@company.com, admin@company.com
Useful for keeping team members informed of new estimates or bookings.
HTML Template
Required50,000 charactersThe formatted HTML email body. Supports full HTML and CSS styling.
Plain Text Version
Required10,000 charactersFallback text version for email clients that don't support HTML.
Always provide a plain text version for accessibility and spam filter compliance.
Available Placeholders
Use these placeholders in your templates. They are automatically replaced with actual data when emails are sent.
Syntax: {{placeholderName}}
Customer Info
{{customerName}}Customer's full name
{{companyName}}Your company name
Estimate Details
For estimate emails only{{estimateId}}Unique estimate number
{{serviceName}}Primary service name
{{price}}Total estimated price
{{timeframe}}Estimated timeline
{{validUntil}}Estimate expiration date
{{description}}Service description
{{breakdown}}Price breakdown
{{materials}}Materials list
Booking Details
For booking emails only{{bookingRef}}Booking reference number
{{serviceName}}Booked service name
{{date}}Appointment date
{{time}}Appointment time
{{duration}}Service duration in hours
{{provider}}Assigned service provider
{{estimateRef}}Related estimate number
{{address}}Service location
{{location}}Location details
{{projectDescription}}Project description
{{notes}}Special notes
Contact Info
{{phone}}Your business phone
{{email}}Your contact email
{{address}}Your business address
{{footerText}}Footer message
How to Use Placeholders
- 1In the template editor, look for the "Quick Insert Variables" panel on the right
- 2Click on any placeholder to copy it to your clipboard
- 3Paste the placeholder anywhere in your subject line, HTML, or plain text template
- 4The placeholder will be highlighted with a "Copied!" indicator
- 5Use the Preview toggle to see how placeholders will be replaced with example data
Example Usage
Subject:
Your Estimate #{{estimateId}} from {{companyName}}HTML:
<h1>Hello {{customerName}},</h1>
<p>Thank you for your interest in our services!</p>
<p>Your estimated total is: <strong>{{price}}</strong></p>
<p>Timeline: {{timeframe}}</p>
<p>Valid until: {{validUntil}}</p>Using the Preview Feature
The email editor includes a live preview feature that shows exactly how your email will appear to customers.
Toggle Preview Mode
Click "Show Preview" to switch between editing and previewing.
Example Data
Placeholders are replaced with realistic sample data so you can see the full email.
Email Header Preview
See how the From, To, Subject, and Reply-To fields will appear.
Book Now Button Preview
Toggle the "Book Now Button" option to preview how the booking CTA appears in estimate emails.
Template Validation
The email editor validates your templates in real-time to ensure they're ready to send:
Subject Line
- Required
- Maximum 200 characters
HTML Template
- Required
- Maximum 50,000 characters
Plain Text
- Required
- Maximum 10,000 characters
Reply-To Email
- Optional
- Must be valid email format if provided
CC Recipients
- Optional
- Maximum 5 emails
- Each must be valid email format
Errors are displayed at the top of the editor and next to each invalid field. Fix all errors before saving.
Email Workflow
Understanding when emails are automatically sent:
Estimate Email Flow
Booking Email Flow
Email Best Practices
Keep Subject Lines Clear
Include the key information (estimate number, date, company name) so customers can find the email later.
Personalize with Placeholders
Use {{customerName}} and other placeholders to make emails feel personal rather than automated.
Test on Multiple Devices
Preview your emails and consider how they'll look on mobile devices with smaller screens.
Include Contact Information
Always include {{phone}} and {{email}} so customers can easily reach you with questions.
Keep It Concise
Get to the important information quickly. Long emails often go unread.
Match Your Brand
Use colors, fonts, and tone that match your website and other communications.