Create Reusable Invoice Email Messages
Last updated on Sep 19, 2026
Write the short message that accompanies an Invoice once, save it, and pick it from a list each time instead of retyping it. Keep one per scenario you send regularly, such as a past-due notice or a renewal.
Important: These messages apply to Maxio's e-Bill functionality. The Email Message Library option appears on the Admin screen only when invoice emailing is enabled for your account.
Create a Message
Each message you save becomes selectable from the Message list when sending an Invoice, so build one per scenario you send regularly.
To create a message
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Click the Email Message Library option on the Admin screen.
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Click Add in the top-right corner.
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Configure the following fields:
- Name - Descriptive label displayed in the application. Each name must be unique.
- Subject - Subject line of the email. Supports placeholders and emojis.
- HTML Body Content - Message body shown in the Extra Intro Text field. Supports HTML, placeholders, and emojis. Use the editor toolbar to set the font, size, and text color, and to apply bold, italics, lists, links, and tables.
- Use with Auto Send Feature - (Optional) Include this message with all invoices that the system emails automatically. Only one message may be selected for Auto Send. This field appears only if Auto Send or the Billing Portal is enabled for your account. Where the Billing Portal is enabled but Auto Send is not, the field reads Use with Auto Email Feature.
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Click Save.
Maxio sanitizes the HTML you enter when the message is saved, so some markup may be removed.
Placeholder Fields
You can insert dynamic placeholder fields to personalize each message based on customer, contact, or invoice data. For example, using {to_customer_name} automatically replaces the placeholder with the customer's name when the invoice is sent.
To insert a placeholder, select it from the drop-down menu and click Insert.
Placeholders are validated when you save. Entering one that isn't on this list stops the save with an error naming the offending variable.
Placeholders available in the Subject and HTML Body Content fields
| Placeholder | Replaced with |
|---|---|
{invoice_number} | The invoice number. |
{invoice_date} | The invoice date. |
{invoice_due_date} | The date the invoice is due. |
{days_until_due} | The number of days until the invoice is due. |
{days_past_due} | The number of days the invoice is past due. |
{amount_due} | The amount outstanding on the invoice. |
{pretty_amount_due} | The amount outstanding, formatted with its currency symbol and thousands separators. |
{invoice_currency_code} | The invoice's currency code, such as USD. |
{invoice_currency_symbol} | The invoice's currency symbol, such as $. |
{invoice_po_number} | The purchase order number recorded on the invoice. |
{invoice_public_invoice_page} | The public URL where the customer can view the invoice. |
{billing_portal_url} | The customer's Billing Portal URL. |
{to_customer_name} | The customer's name. |
{from_company_name} | Your company name. |
{contact_salutation} | The contact's salutation. |
{contact_first_name} | The contact's first name. |
{contact_last_name} | The contact's last name. |
You can also use a customer or invoice custom field as a placeholder, as long as that field has Available on e-Bills enabled and is in use. Customer custom fields take the form {customer_<reference name>}; invoice custom fields take the form {invoice_<reference name>}. Eligible fields appear in the placeholder drop-down under their own Customer Custom Fields and Invoice Custom Fields headings.
Maxio AI Template Reformatter
Maxio AI can automatically reformat message templates for clarity and improved formatting.
To turn it on, go to Admin > Account Settings > Maxio AI and check the Enable Maxio AI box. Maxio AI has to be available for your account first, so if the Maxio AI section does not appear on that page at all, contact support@maxio.com.
Once enabled, a Reformat with AI option appears in the email editor toolbar. Select it and choose a tone.
The following tone options are available:
- Casual
- Friendly
- Professional
- Straightforward
- Urgent
Edit, Clone, and Delete
Click the menu icon next to a message in the configuration screen to see these options:
- Edit - Modify an existing message.
- Clone - Duplicate a message to create a similar one. Opens the message creation screen with pre-filled data.
- Delete - Permanently remove the message.
WARNING: Deleting a message cannot be undone.
Delete does not appear for the message currently selected for Auto Send while that feature is enabled. Assign a different message to Auto Send first, then delete this one.
Related information
To make a custom field eligible as a placeholder, enable Available on e-Bills on the field itself, described with the rest of the field options in Create and Manage Custom Fields.
For the email templates Advanced Billing sends from, which are kept separately, see Customize Email Templates.
To control who can edit the message library, see Understand User Roles and Access Controls.
To make a custom field eligible as a placeholder, enable Available on e-Bills on the field itself. See Create and Manage Custom Fields for that setting and the rest of the field options.
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