Use this article to create Pay and Bill email templates for sending payslips, invoices, and related payroll notifications.
Create an Email Template
1. From the left-hand menu panel, click Maintenance, then in the Global section, click Pay / Bill Email Template.
2. Click Add, then in the Country field, select the country that the template will belong to.
3. In the Type field, choose the type of email template required.
The options available will change depending on the selected country.
Examples:
Country | Example Template Types |
Australia | Payslip, Payment Summary, STP. |
New Zealand | Payslip, Invoice, Credit Note. |
United Kingdom | Payslip, P45, P60. |
📌 Note: All countries can select a Payslip Type of Supplier, used when the payslip is delivered to the supplier of a supplied payee.
4. In the Name field, enter a unique name for the email template.
The name must be unique within the selected country but may match template names used for other countries.
5. If the email template should not be active by default, clear the tick in the Active field.
6. In the Subject field, type the default subject line for the email message.
7. In the Message field, enter the default body text for the email message.
Add merge tags as needed by:
Double-clicking on the merge tag name, or
Select the merge tag and click the arrow icon.
You can reposition merge tags using standard text-editing tools such as copy and paste. Always include the parentheses around the tag name, as they define the start and end of the merge tag.
⚠ Important: Deleting or modifying merge tags incorrectly may result in broken fields in the sent emails.
🤓 Tip: To remove a merge tag, select the entire tag and press DELETE.
8. Review the available merge tags based on the selected template type.
Template Type | Common Merge Tags |
Invoice / Credit Note |
|
Payslip / AU Payment Summary / AU STP / UK P45 / UK P60 |
|
9. When all required details have been entered, click Save.
A confirmation message displays, confirming that the email template has been saved successfully.
💡 Best Practices
Use clear, consistent naming for templates to make identification easier.
Include merge tags only where necessary to maintain clean formatting.
Test each new template before using it in live email communications.
🤔 FAQs
Q1: Can I edit an existing Pay and Bill Email Template?
Answer: Yes. Open the existing template, update the details, and click Save.
Q2: What happens if I create two templates with the same name in one country?
Answer: The system prevents duplicates and displays an error message prompting you to choose a different name.