Pay and Bill email templates define the default subject and body text used in automated or manual emails sent to debtors and payees.
These templates can include merge tags to insert dynamic information from the database, such as invoice numbers, payee names, or document links. Templates are country-specific and can be activated or deactivated depending on business requirements.
Configure Bill Email Templates
Bill email templates are used when sending invoices or credit notes to debtors from the Delivery screen in the Billing application.
Go to Billing, then click Delivery.
Click Email Templates.
Click New Template to create a new record.
Enter a Template Name and select the Country the template applies to.
Define the Subject Line and Body Text.
You can include merge tags to insert fields such as Invoice Number or Credit Note Number.
Select Active to make the template available for use.
Click Save to apply the changes.
📌 Note: You can edit the subject and body text of the email before sending it from the Delivery screen if necessary.
Configure Pay Email Templates
Pay email templates are used to send pay-related documents, such as payslips and payment summaries, to payees or suppliers.
Australia
Available templates include:
Payslip.
AU Single Touch Payroll (STP) notification templates and AU Payment Summaries.
New Zealand
Available templates include:
Payslip
United Kingdom
Available templates include:
Payslip for Payee and Umbrella Co.
P45.
P60.
Go to Payroll, then click Pay Process.
Then Payslip Delivery, and click Email Payslips to select a payslip email template.
To configure payment summary templates,
Go to Payroll, then click ATO Report.
Then Payment Summary Batch, then Payment Summary Delivery.
And click Email Payment Summaries.
📌 Note: Merge tags can be used to include variable information such as the payee’s first and last name.
Configure STP Notification Templates (Australia)
STP notification templates are used to send automated messages notifying payees of changes to their income statements accessible through the myGov portal.
STP Notification Type | Description |
STP EOFY Finalisation Notification | Notifies payees that their end-of-year income statement has been finalised and reported to the ATO. |
STP Pay Finalisation Notification | Sent to payees upon termination when their final pay is reported to the ATO. |
STP Finalised Pay Update Notification | Alerts payees that their finalised income statement has been adjusted since EOFY or termination. |
📌 Note: Merge tags can be used to personalise notifications, such as including the payee’s name.
Configure Pay Email Templates for New Zealand
Email templates for New Zealand are used to send payslips via email.
Go to Payroll, then click Pay Process, then Payslip Delivery, and click Email Payslips.
Select or create a new email template.
Add merge tags for payee names or other relevant information.
Click Save to activate the template.
Configure Pay Email Templates for the United Kingdom
UK payroll email templates are used when sending payslips, P45, or P60 documents to payees.
Go to Payroll, then click Payslip Delivery, P45 Generation, or P60 Generation.
Click Email Templates to view or create templates.
Enter the Subject Line and Body Text, including merge tags if needed (for example, a URL link to the payslip).
Assign a Country and set the Active flag to make the template available.
Click Save to finalise.
📌 Note: You can deactivate a template at any time to prevent it from being used until further notice.
💡 Best Practices
Use clear, professional language in all email templates.
Include relevant merge tags to personalise communications.
Review and update templates annually to ensure accuracy and compliance.
Deactivate outdated templates instead of deleting them for audit purposes.
🤔 FAQs
Q1: Can I edit an email template after it has been used?
Answer: Yes. You can edit an existing template at any time, and the changes will apply to future emails that use that template.
Q2: What happens if a template is deactivated?
Answer: Deactivated templates will no longer appear as selectable options when sending emails, but their configuration remains stored for future use.
Q3: Can I create different templates for different countries?
Answer: Yes. Each template must be assigned to a specific country to ensure compliance with regional payroll and billing requirements.