💡 To be able to send documents such as order confirmations and invoices from Douano, you will first need to configure some settings under Settings – Communication.
Sales
⇢ Go to Settings - Communication - Sales.
Default note on invoices: enter here the note you want to appear on all invoices.
Text for general terms and conditions: this text will be printed on the front of the invoice. This text is legally required if you have your own terms and conditions!
⚠️ Do not copy your full terms and conditions document into this text field. Instead, use this field to refer to the attached document or to the terms and conditions published on your website. You can then upload the general terms and conditions as an attachment in the invoice email template.
Email Templates
⇢ Go to Settings - Communication - Email Templates.
💡 Douano already provides a wide range of standard templates. For example, you will find “Normal Message” templates ready for both purchasing and sales, available in four languages: Dutch-NL, Dutch-BE, French-BE, English-US.
Open a template by clicking on its line.
General information: this block is already filled in with the correct details for sending a “Normal Message.”
Default email addresses:
Send with email address: enter the email address you want to use when sending these documents to customers.
Send with email name: here you can enter an alias for the “sales email address” that the recipient will see in their inbox.
Send in cc to: enter one or more email addresses if invoices should always be sent to multiple recipients. Separate multiple addresses with a comma.
💡 Since emails are sent directly from Douano, they won’t appear in your personal mailbox. It’s therefore recommended to send a copy of the invoices to your own mailbox to build a database of sent invoices.
Attachments:
Send document as: by default, “PDF” is selected. If you also want to send the invoice in UBL format, check this option here.
Extra attachments: upload any additional documents you wish to include. For example, if you indicated that your general terms and conditions should be sent as an attachment, upload the PDF here.
Template:
💡 At this step, you can customize the templates to match your own corporate style.
💡 You can use macros both in the subject line and in the message text. Macros will automatically be replaced with the correct information for a specific message. Use macros by placing them between double curly brackets, {{ }}.
Example: 'Invoice' will automatically become 'Invoice 2021123' by using the macro {{invoice_number}}, when sending a message for invoice 2021123.
These are the macros you can use for order-related messages:
{{transaction_number}}: the order number.
These are the macros you can use for invoice-related messages:
{{invoice_number}}: the invoice number.
{{trade_reference}}: the (customer) reference.
{{invoice_due_date}}: the due date of the invoice.
{{attn}}: for the attention of.
{{current_reminder_number}}: The number of the current reminder (this is only useful for reminders).
{{number_of_reminders}}: The number of reminders already sent (this is only useful for reminders and also for final reminders).
The macro {{first_name}} automatically inserts the first name of the person logged in and sending the document.
💡 To also send reminders and payment notices from Douano, you will need to create additional email templates. This is explained in this 👉 guide.