Email signatures, message templates and order emails

This article covers setting up your email signature, editing the default email templates for invoices, quotes and orders, and changing order numbers. It also explains why invoices can show an old message, and how to fix an "error parsing EntityName" message.

How do I set up or change the email signature on emails sent from NextMinute?

Your email signature is set up on the same page as your logo:

1. Go to Admin > Basics.
2. Update your email signature so it appears the way you'd like on emails sent from NextMinute.
3. Save.

Your logo is uploaded in the Branding section of the same page. See Basic Setup.

How do I change the default email message for invoices and quotes?

The templated messages for sending out invoices and quotes are in Admin > Messaging > Accounts Messages. You can edit the template there, for example to remove the customer's last name from the greeting.

See Message Templates for how to add a template, insert merge fields and set a default. The list of merge fields is in Merge Fields.

How do I add the site address or PO number to my order emails?

1. Go to Admin > Messaging > Accounts > Message Template Setup.
2. Open the template for Orders.
3. Type the subject line you'd like, and use the { } button in the editor to insert the job address merge field.
4. Insert the purchase order number merge field wherever you'd like it to appear.
5. Save.

If the job address also shows a phone number or email, those details are saved inside the address field on the job, so NextMinute pulls the whole block through. To clean it up:

1. Open the job and click Edit.
2. Scroll down to the address section.
3. Delete the extra contact details from the bottom of the address, then save.

You can still see the contact details any time by clicking on the contact's name.

Can I change an order number, for example to add an "A" for an amended order?

No. NextMinute locks order numbers once they're created, so you can't edit an existing order number.

If you need a new number for an amended order:

1. Go to Purchase Order > Add Using Order.
2. Pick the original order to duplicate it.
3. Adjust what you need and save the new order.
4. Delete or cancel the original order.

I've updated my invoice template, so why does my invoice still show the old message?

There are two common reasons:

• The invoice was created before you updated the template. Once an invoice has been created, it keeps the header and content that existed at the time. Updating the template afterwards won't change invoices that already exist.
• The invoice was created from a quote. It carries across the quote's header and footer rather than your invoice ones.

To swap the header on an invoice created from a quote:

1. Click the header at the top of the invoice.
2. In the pop-out, click the + button.
3. Select your invoice template.

If you want your payment details on your invoices, go to Admin > Settings, scroll down to Invoices and fill in Payment Details to show on invoices you send from Xero.

Why do I get an "error parsing EntityName" message in my footer?

This error is usually caused by formatting carried across when text has been copied and pasted from another page. It isn't caused by the wording being too long.

To fix it:

1. Copy your footer text into Notes or another plain-text editor.
2. Copy it again from there.
3. Paste it back into the footer in NextMinute and save.