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 and invoice reminders
• Quotes
• Purchase orders
• Statements (customer account statements)
• Remittance advice (sent to a supplier when you pay a bill)

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, 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 and are checked against the suppression list.

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.

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:

Hi {{contactFullName}},

Your invoice {{invoiceNumber}} for {{invoiceTotal}} is due {{dueDate}}.

When sent, that becomes:

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, 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); 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.

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 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 skips them automatically. If they change their mind, the confirmation page lets them resubscribe — no need to contact Acme.