# Business email > Send invoices, quotes, statements, and more directly to your customers and suppliers from AccountFUN — with custom templates, dynamic placeholders, sender controls, and one-click unsubscribe. Source: https://www.accountfun.com/docs/guides/business-email/ Business email sending is available on **Standard** and **Plus**. On **Free**, share a public document link or use **Print / PDF** instead. AccountFUN can email your documents for you. Instead of downloading a PDF and forwarding it manually, you send the document straight from its page — AccountFUN attaches the PDF, applies your template, and delivers it through a managed, deliverability-friendly pipeline. You can email these document types: * **[Invoices](https://www.accountfun.com/docs/guides/invoices/)** and **[invoice reminders](https://www.accountfun.com/docs/guides/invoice-reminders/)** * **[Quotes](https://www.accountfun.com/docs/guides/quotes/)** * **[Purchase orders](https://www.accountfun.com/docs/guides/purchase-orders/)** * **Statements** (customer account statements) * **Remittance advice** (sent to a supplier when you pay a [bill](https://www.accountfun.com/docs/guides/bills/)) Every outbound email is logged, respects a daily send quota, and gives recipients a one-click way to unsubscribe (and resubscribe). Date placeholders and newly generated PDF attachments use the organization’s [date format](https://www.accountfun.com/docs/guides/date-formats/), including previews and automatic reminders. Your personal date preference only changes your app screens. Emails that have already been composed or sent keep their original content after a setting change. ## Set up your sender identity Your sender identity lives on the **Email Settings** page. Open it from **Settings → Organization → Manage Email Settings**. Configuring it is **admin-only**. ### Reply-to address The **reply-to address** is where a customer’s reply lands when they hit “Reply” to one of your emails. It’s pre-filled with the system sender, so you can leave it as-is and replies come back to AccountFUN’s default inbox. To use your own address instead: * **Your own account email** is trusted automatically — enter it and it’s active immediately. * **Any other address** (a shared billing inbox, another teammate’s address) must be **verified** before it takes effect. AccountFUN sends a confirmation email with a link; the inbox owner clicks it to prove they own the address. The link expires in 24 hours. Until it’s confirmed, replies keep going to the previously active reply-to (or the system default), so sends are never interrupted. You can resend the confirmation from the same card while a verification is pending. The From address is fixed You can set a **From name** (the display name shown in the From header, e.g. “Acme Co Billing”), but the underlying From *address* is always AccountFUN’s managed sender. This is deliberate — sending from a verified, authenticated address is what keeps your email out of spam folders. Your reply-to is what routes the conversation back to you. ### Default CC and BCC Fill in **Default CC** and **Default BCC** to copy the same address(es) on every send (one per line, or comma-separated). Common uses: BCC your own inbox for a paper trail, or CC a billing shared mailbox. These are the **org-wide** defaults — the broadest of three levels (see below). ## Three levels of CC/BCC (and how they stack) CC and BCC recipients stack across **three levels**. Each level adds addresses on top of the one above it, and everything is **de-duplicated** before sending — so an address that appears at more than one level is only mailed once. | Level | Where you set it | What it applies to | | ------------------- | ---------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------- | | **1. Org-wide** | **Settings → Organization → Manage Email Settings → Default CC / BCC** | Every business email your org sends. | | **2. Contact-wide** | **Contacts → open a contact → Edit → Default CC / BCC** | Every email sent to that contact (their invoices, reminders, statements, quotes, POs, remittances). | | **3. Per-send** | The **Email** / **Send** compose dialog (To / CC / BCC fields) | Just this one email. | How they combine When you open the compose dialog, the **CC/BCC fields pre-fill with the merged org-wide + contact-wide defaults** (levels 1 + 2), so you can see exactly who will be copied. The dialog’s CC/BCC list is **authoritative**: whatever is in those fields when you hit Send is the final list for that email. You can add recipients, or remove a pre-filled default, and the send pipeline will honor your edit — a removed default is not silently re-added. (Automatic reminders, which have no compose dialog, still apply the org + contact defaults.) When to use which level * **Org-wide** for things that apply to everyone (e.g. BCC the owner on every send). * **Contact-wide** for a specific customer or supplier — e.g. always CC their accountant or a project manager on their invoices, without re-typing it each time. * **Per-send** for a one-off addition or removal. All recipients across To, CC, and BCC — at every level — count toward your [daily send quota](#daily-send-quota) and are checked against the [suppression list](#unsubscribe-and-resubscribe). ## Monthly plan allowance Business email sending requires **Standard** or **Plus**, with **800** and **3,000** external recipients per UTC calendar month respectively. **Free cannot send business emails**, including manual reminders. Free users can share public document links or print/download PDFs. To, CC and BCC are deduplicated and suppressed recipients are excluded. Internal approval notifications, invitations, authentication, security and billing notices do not consume this allowance. Check **Settings → Subscription & Billing** for usage and the exact reset time. A monthly allowance block pauses sending; it does not discard the document or compose inputs. Daily safety overrides do not raise monthly capacity. See [Plans and billing](https://www.accountfun.com/docs/guides/plans-and-billing/). ## Daily send quota Each organization has a daily email send quota, shown on the Email Settings page as **Effective limit / Used today / Remaining**. | Tier | Limit | When it applies | | -------------------- | ----------- | ------------------------------------------------------------------------------------------- | | **New organization** | 20/day | The first 48 hours after your org is created — a guard against abuse on brand-new accounts. | | **Established** | 200/day | The default, applied automatically once the initial safety window ends. | | **Custom** | set per org | An approved override for orgs that need to send at higher volume. | The quota counts **recipients** (everyone in To, CC, and BCC, de-duplicated), not messages — so a single email to five people uses five units. If a send would push you over the limit, it’s blocked and the compose dialog tells you, so nothing fails silently. Need more headroom? Use the **“Need a quota change?”** form on the same page to request a higher limit with a short note. You keep using your current quota while the request is reviewed, and the decision comes back to you by email. ## Email templates **Settings → Email Templates.** Customize the **subject** and **message body** for each of the six business email types: Invoice, Quote, Statement, Remittance Advice, Purchase Order, and Invoice Reminder. * You can save **several templates per type** and mark one as the **default** — the default is what automated sends (like scheduled reminders) use, and what’s pre-selected when you compose by hand. * If you haven’t created a custom template for a type, a sensible built-in one is used. * Each card shows your saved templates with their subject preview; add, edit, set default, or delete from there. Templates own only the **subject** and **body**. The branded layout around them — header, footer, call-to-action button — is consistent across every send, so your emails always look polished. ### The placeholder system Templates are dynamic. Anywhere you type a **placeholder**, it gets replaced with the real value from the document when the email is sent. A placeholder is a token wrapped in double braces: ```text Hi {{contactFullName}}, Your invoice {{invoiceNumber}} for {{invoiceTotal}} is due {{dueDate}}. ``` When sent, that becomes: ```text Hi Jordan Lee, Your invoice INV-0001 for $1,925.00 is due Aug 12, 2026. ``` You don’t have to type the braces from memory. Each subject and body field has an **Insert placeholder** dropdown next to it — pick a value and it’s dropped in at your cursor. A few rules that make placeholders safe and predictable: * **Whitespace inside the braces is fine.** `{{invoiceNumber}}`, `{{ invoiceNumber }}`, and `{{invoiceNumber }}` all work. * **Missing values resolve to empty** — they never break the send. If an invoice has no reference, `{{reference}}` simply disappears. * **Values are HTML-escaped**, so special characters in a customer’s name or an org name can’t inject markup. * Money and date placeholders are **currency- and locale-aware**, formatted the same way they appear elsewhere in the app. * For an invoice that [settles in another currency](https://www.accountfun.com/docs/guides/settlement-currency/), the money placeholders (`{{amountDue}}`, `{{invoiceTotal}}`, `{{currencyCode}}`, `{{currencySymbol}}`) show the **converted** amounts — the same as the attached PDF. The `{{invoiceCurrency…}}` placeholders always show the original amounts, so you can mention both. #### Available placeholders These placeholders are available in the dropdown for every business template type. They resolve against the document being sent (an invoice’s fields for an invoice send, and so on). | Placeholder | What it resolves to | Example | | --------------------------------- | -------------------------------------------------------- | -------------- | | `{{invoiceNumber}}` | The document number | `INV-0001` | | `{{amountDue}}` | Amount still owing, formatted with currency | `$1,925.00` | | `{{invoiceTotal}}` | Document total, formatted with currency | `$1,925.00` | | `{{invoiceTotalWithoutCurrency}}` | Document total as a plain number | `1,925.00` | | `{{dueDate}}` | The due date | `Aug 12, 2026` | | `{{reference}}` | The document’s reference field | `PO-4471` | | `{{contactFullName}}` | The contact’s full name | `Jordan Lee` | | `{{contactFirstName}}` | The first word of the contact’s name | `Jordan` | | `{{contactLastName}}` | The remainder of the contact’s name | `Lee` | | `{{currencyCode}}` | The document’s ISO currency code | `USD` | | `{{currencySymbol}}` | The document’s currency symbol | `$` | | `{{invoiceCurrencyCode}}` | The invoice’s own currency code (invoices and reminders) | `USD` | | `{{invoiceCurrencySymbol}}` | The invoice’s own currency symbol | `$` | | `{{invoiceCurrencyTotal}}` | Total in the invoice’s own currency | `$1,925.00` | | `{{invoiceCurrencyAmountDue}}` | Amount still owing in the invoice’s own currency | `$1,925.00` | | `{{settlementRate}}` | The settlement exchange rate (empty when not converting) | `7.8000` | | `{{month}}` | Month name, from the document date | `August` | | `{{year}}` | Year, from the document date | `2026` | | `{{monthYear}}` | Month and year together | `August 2026` | | `{{week}}` | ISO week number | `33` | | `{{weekYear}}` | ISO week-year | `2026-W33` | A few extras are used internally The built-in templates also reference a handful of tokens like `{{orgName}}`, `{{balanceDue}}`, and `{{customMessage}}` (a free-text slot on reminders). These are resolved automatically; the dropdown above covers the ones you’ll reach for most when writing your own copy. ## Send a document by email From any document you can email — an invoice, quote, statement, purchase order, or remittance advice — open the **Email** / **Send** action to open the compose dialog. 1. **Recipients** — the To field pre-fills from the contact’s email. The CC and BCC fields pre-fill with the merged **org-wide + contact-wide defaults** (see [Three levels of CC/BCC](#three-levels-of-ccbcc-and-how-they-stack)); add, edit, or remove as needed for this send. 2. **Template** — pick a saved template, or just edit the subject and body inline. Use the **Insert placeholder** dropdown to drop in dynamic values. 3. **PDF template** — choose which document template the attached PDF uses. It starts on the document’s own template (or your organization’s default), and the PDF preview follows your choice. 4. **Attachment** — the document PDF is attached by default; toggle it off if you only want the email body. 5. **Send.** The dialog confirms how many recipients were mailed, and flags any that were skipped (suppressed) or if you’re near your quota. If the invoice settles in another currency, the dialog shows the settlement line (for example *Settles in HKD · 1 USD = 7.8000 HKD*). To change it, use **Change** on the invoice’s **Settlement** line — see [Settlement currency](https://www.accountfun.com/docs/guides/settlement-currency/). For invoices, the compose dialog also shows a **live preview** of the rendered email and the attached PDF, so you see exactly what your customer will receive before you send. The **Email Reminder** button on an approved invoice works the same way — see the [Invoice Reminders guide](https://www.accountfun.com/docs/guides/invoice-reminders/) for the reminder rules and opt-outs. ### The outbox Every business email AccountFUN sends (or attempts) is recorded in the **Outbox** — pending, delivered, failed, and suppressed sends, with the full envelope (who it went to, the subject, the template used, and any error). Use it to confirm a send went out or to troubleshoot a delivery. ## Unsubscribe and resubscribe Every business email includes a standard **one-click unsubscribe** mechanism, so recipients are always in control of whether they hear from you. * **One-click unsubscribe.** Mail clients like Gmail and Outlook show an “Unsubscribe” button on the email. Clicking it (or the unsubscribe link in the email footer) opens a small confirmation page and adds the recipient to your org’s **suppression list**. * **Once suppressed, they’re skipped.** Any future send to that address — To, CC, or BCC — is automatically dropped, and the compose dialog tells you it was skipped. This applies to manual sends *and* automatic reminders. * **Resubscribing is just as easy.** The same confirmation page has a **Resubscribe** option, and clicking it clears the suppression so the address can receive mail again. No intervention needed from you. Suppressions can happen for a few reasons, not just an explicit unsubscribe: | Reason | How it got there | | --------------- | ---------------------------------------------------------------------------------------------------- | | **Unsubscribe** | The recipient clicked unsubscribe. | | **Bounce** | A send couldn’t be delivered (invalid or non-existent address). | | **Complaint** | The recipient marked the email as spam. | | **Manual** | An admin added the address by hand — useful when a customer asks you verbally to stop emailing them. | Admins can review the full suppression list, clear an entry to let someone receive mail again, or add an address manually. Clearing a suppression is the same outcome as a recipient resubscribing themselves. You can’t override a suppression from the compose dialog If a recipient is suppressed, the only way to email them again is to clear the suppression first (or have them resubscribe). This keeps your sending reputation healthy and respects the recipient’s choice. ## Worked example: a polished invoice email Acme Co. wants invoices to look personal and on-brand. 1. **Settings → Organization → Manage Email Settings.** They set the reply-to to `billing@acme.co`. Since it’s not the sender’s own address, Acme confirms it via the verification email. They set a **From name** of *Acme Co Billing* and BCC their owner so every send is archived (org-wide default BCC). 2. **Settings → Email Templates → Invoice → Add.** They write a friendly template: * **Subject:** `Invoice {{invoiceNumber}} — {{amountDue}} due {{dueDate}}` * **Body:** `Hi {{contactFirstName}}, your invoice {{invoiceNumber}} is attached. The balance of {{amountDue}} is due {{dueDate}}. Thanks for your business!` They mark it **Default**. 3. Customer *Globex* always wants their accountant CC’d. Acme opens **Contacts → Globex → Edit** and adds `acct@globex-cpa.test` to the contact’s **Default CC** (contact-wide default) — it now applies to every Globex invoice, reminder, and statement automatically. 4. On invoice **INV-0001** (for Globex), they click **Email**. The compose dialog already shows the owner in BCC (org-wide) and the accountant in CC (contact-wide). They confirm the customer’s address and **Send**. The customer receives a branded email from *Acme Co Billing* with the invoice PDF attached, replies route to `billing@acme.co`, the accountant is CC’d, and the owner gets a BCC copy. The send appears in the Outbox. A week later the customer clicks “Unsubscribe” in Gmail. They’re added to the suppression list, so the next [invoice reminder](https://www.accountfun.com/docs/guides/invoice-reminders/) skips them automatically. If they change their mind, the confirmation page lets them resubscribe — no need to contact Acme.