PDF/Email Templates

What it does

Allows you to tailor the look and feel of the messages your customers receive from RepairShopr.

What it Doesn't Do

It won't fix that one tech continually refusing to use punctuation in their messages.

Table of Contents

  

Version History - Are you here because you accidentally erased your template or submitted a mistake? Go Here

Getting Started

 To access the PDF/Email Templates, head to Admin > PDF/Email Templates

From there you can choose from a selection of templates that go out to your customers. We will cover them throughout the remainder of the article.

 

Version History

Many of the templates have a function that will allow you to revert to a previous template version in case of an accidental modification or deletion. Head to the edit page for the template and if the template has Version History you will see it represented as a button like this:

Next, click the date to which you want to revert.

 

Invoice, Ticket, Intake Form, Outtake Form, Estimate, Purchase Receipt, Purchase Order, Statement Templates OH MY!

Edit the look and feel of your templates here. 

  1. Preview Template - Shows a sample of what the currently selected template (invoice in this case) will look like based on the last invoice, ticket, etc. that was edited.
  2. Invoice Templates - Lets you add different templates to use when printing them. This is available for invoices, tickets and estimates.
  3. Invoice Disclaimer - Edit the disclaimer, then edit the invoice template (see #8) and put the {{invoice_disclaimer}} tag where you want it displayed.
  4. Invoice Ticket Template - Include ticket comments from a single linked ticket. In order for these to show on an invoice, 
  5. Receipt Disclaimer - A shorter version of the Invoice Disclaimer used on receipts.
  6. Packing Slip - Edit the packing slip template. Available when viewing an invoice and you click the PDF icon in the upper right.
  7. Version History - Roll back to a previous version.
  8. Edit Invoice Template - Edit the template itself. It may take a few minutes for changes to be visible elsewhere in the system.
  9. Reset Invoice Template - Reset to the "factory default." You will lose all customizations to the template. 

Many of the Templates have Disclaimers or sub-sections that can be edited from the tabs along the top of the editor. These sub-sections can be added using template tags on the right of the main template editor you are editing.

 

Clicking Edit will take you to the Editor page where the magic happens. 

 

The template tags are located on the right side of every main template editing page. Note that not all tags are universal and some can only be used on the page they are listed.

 

Ticket Receipt Configuration

This template enables you to configure how your POS receipts (80mm receipt paper format) look for customers.

 

Checking the following options will make them appear on the receipt:
  • Show logo
  • Include created at
  • Include subject
  • Include approval
  • Include priority
  • Include customer email
  • Include customer address
  • Include customer phone
  • Include custom fields
  • Include assets
  • Include due date
  • Include ticket type
  • Include signature
  • Include barcode

Clicking Advanced will bring up the ability to customize the name of those sections.

 

 

It is worth noting that for the Receipt Length field, the default is 660 Units. Overriding can have fun and expected results. With great power and all that. We are tinkering with the override size so this is a more fluid area of this template.

Email Templates

There are quite a few Email Templates that can be customized. Below we will describe what each template is for.

Appointment Reminder Email -This will be sent to you to remind your customers (and you) of upcoming appointments.
Credit Card Expired - This will be a note sent to Customers automatically when an automatic payment fails because the card is expired.
Estimate Email - This goes out with the Estimate attached when you are in an Estimate and click Actions > Email.
Intake Form Email - Sent with Intake Form attachment when you email an Intake Form to a customer.
Lead Autoresponder Email - This will be a note sent to Customers automatically when they are captured as a Lead.
Non-Ticket Appointments Email - When you create an appointment this email gets sent.
Outtake Form Email - Sent with Outtake Form attachment when you email an Outtake Form to a customer.
Paid Invoice Email - Sent with the Invoice attached when you email a paid Invoice to a customer.
Portal Invitation Email - This is sent to Customers/Contacts when you send the invite portal user registration email.
Purchase Order Email - When you email a purchase order, your vendor gets this email with the purchase order attached.
Recurring Charge Failed - This will be a note sent to Customers automatically when an automatic payment fails for some reason.
Statement Email - When you email a statement, your customer gets this email with the statement attached.
Ticket Appointments Email - When you use the Calendar page to schedule an appointment, this email gets sent.
Ticket Autoresponder Email - This will be a note sent to Customers automatically when they email in and it creates a Ticket.
Ticket Comment Email - Used for emailing your customers when you update a ticket.
Ticket Created Email - Used for emailing your customers when you create a new ticket on their behalf.
Ticket Resolved Email - This template is triggered when a ticket is moved to the Resolved status (Note: You must also have the Resolved Send function enabled in Admin ticket Preferences)
Unpaid Invoice Email - Sent with the Invoice attached when you email an unpaid Invoice to a customer.

It's worth noting that currently you cannot customize Notification Center based emails that go to you technicians.

 

Troubleshooting

Problem: Images added to invoice template by using the {{ticket_images_rendered}} tag are much bigger than the same images on the ticket.

Solution: The invoice template needs some extra CSS to regulate the size of the rendered images. Edit the source of the invoice template and add this code to the CSS section:

.rendered-image {
    max-width: 200px;
    max-height: 150px;
    padding-right: 10px;
   }

 

Problem: Images show in the editor but not when viewing on the ticket/estimate/invoice screen. If you are hosting the images on imgur.com, they will not render due to an SSL issue.

Solution: Upload them to imgbox.com instead. We have not tested other image hosting platforms, so use at your own risk.
 

Problem: "Paid" image on invoice (and possibly other images) print black or inversed on Mac computers. This can happen with transparent PNG images due to a known issue with the PDF rendering engine and some printer drivers. HP printers seem more prone to this and are less likely to have a fix.

Solution: We suggest updating the printer drivers. Some have success when they download the PDF, open it in the Preview app, in Preferences set the Window background to white, then print from there.

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