Create and manage templates

In this article, you’ll learn how to choose your chasing day and times, and how to use Chaser on bank holidays.

Last updated: November 28, 2024

Templates are crucial in customizing the emails that Chaser automatically sends to your customers. Chaser offers a range of suggested templates for each chase method, serving as a valuable starting point for your customization.

To access templates, go to Manage > Templates.

Templates are separated into multi-single and statement templates to ensure the correct plural/singular phrasing is used.

• Single templates are sent when one invoice is being chased for a customer.
• Multi templates are sent when invoices are grouped to chase together. Find out more about multi-templates and how invoices are grouped here. 
• Statement templates are sent when a monthly statement is triggered.

Create a new template

To create a template, select the relevant radio button, Single templates, or Multi templates, and select Create Template:

Choose to start a new template from scratch or to base your template on an existing one.

Select Create template to navigate to the template builder page.

Use repeatable prose and the placeholders provided to create a chaser template.

Placeholders

Placeholders are used within your templates to ensure the chasers have accurate information from your accounting system. Hover over a placeholder in the list on the right-hand side for further information about that placeholder. You will notice there are different placeholders available to you depending on whether you are making a multi or a single template.

To insert a placeholder, select it from the menu on the right or type "<" followed by the placeholder name you are looking for to search it from within the body of the text.

Adding attachments

You can attach a copy of the invoice and Chaser customer statement for single and multi-email templates.

In statement templates, it's important to note that customer statements are attached by default. 

This standard practice must remain the same, ensuring consistency in our communication.

If your template is a multi and attach copy invoice is selected, each invoice referenced in the chaser will be attached to the email.

Attachments can also be sent with thanks-for-paying emails. If the customer has just paid his/her last invoice, the customer statement will state that there are no outstanding invoices at that moment.

To add the attachments go to Manage > Templates > Edit Template

Below the text box, select which attachments you want to include with this template. Check the box and save it to confirm.

To preview a template with some example placeholders select the Preview button in the top right-hand corner. This will reflect any unsaved changes.

You can also preview a template from the template selector screen by using the three grey dots on the relevant template.

Send a test chaser

For email, you can send a test Chase from within the Preview modal where you can send yourself a test email.

This will allow you to view your template and formatting as your customers would. Click the send test email in the bottom right corner of the preview modal to send a chaser to the signed-in user. 

Editing a template

To edit an existing template select Edit on the template from the template overview page

The template can be edited as above.

Deleting a template and additional options

Using the three dots in the top right corner of the Edit template page you can choose to duplicate, rename or delete a template.

You cannot delete a template which is in use in a schedule. To delete a template included in a schedule you must first remove them from all schedules. To check which schedules these templates are implemented on check the Schedules list at the bottom of the template editor screen:

From here you can navigate to the schedule and edit/remove the chasers with this template.

You can also duplicate, rename or delete a template using the three grey dots from the template selector screen.