Email templates
Edit the subject and wording of the emails Vite Invoice sends, insert placeholders, preview them and send a test.
Vite Invoice sends a few emails of its own, such as the invoice email to customers and an alert to you when an invoice could not be made. Each one has a template you can edit.
These templates don't change WooCommerce's own emails. Those keep their wording in WooCommerce. Vite Invoice only attaches the PDF to them. See Email attachments.
The templates
Go to Vite Invoice → Email templates.
| Template | Group | Sent to | Sent when |
|---|---|---|---|
| Invoice Email | Invoice | Customer | Our own email is on and the order reaches a chosen status |
| Invoice Generation Failed | Admin | Store admin | An invoice could not be created |
| Credit Note Email (Pro) | Credit Note | Customer | You email a credit note, or it is sent automatically after a refund |
| Proforma Invoice Email (Pro) | Proforma | Customer | You email a proforma invoice, or it is sent automatically |
The invoice, credit note and proforma PDF is attached automatically to its email.
Edit a template
- Click Edit on a template.
- Change the Subject and the Content. The editor supports bold, italic, links, lists and headings.
- To add order details, click a placeholder under Available Placeholders. It is inserted where your cursor is.
- Turn the template Active or Inactive.
- Click Save Changes.
An inactive template is never sent. For example, if you switch off the Credit Note Email template, emailing a credit note sends nothing and tells you why.
Placeholders
Placeholders are words in double curly braces. They are replaced with real values when the email is sent.
Invoice Email:
| Placeholder | Replaced with |
|---|---|
{{customer_name}} |
Customer name, for example Jane Smith |
{{order_number}} |
Order number |
{{invoice_number}} |
Invoice number |
{{invoice_date}} |
Invoice date |
{{invoice_total}} |
Invoice total |
{{invoice_download_url}} |
Download link |
{{site_name}} |
Store name |
{{site_url}} |
Store URL |
The default subject is Your invoice {{invoice_number}} from {{site_name}}.
Invoice Generation Failed uses {{order_number}}, {{error_message}}, {{order_admin_url}} (a link to the order) and {{site_name}}.
Pro: The Credit Note Email adds
{{credit_note_number}},{{credit_note_date}},{{refund_amount}}and{{refund_reason}}. The Proforma Invoice Email adds{{proforma_number}},{{proforma_date}},{{proforma_total}}and{{valid_until}}.
Preview and test
- Click Preview to see the email with sample values. Real emails use the order data.
- Click Send test email, enter an address such as
sam@example.comunder Send test email to, and click Send. The subject starts with "[Test]".
If the test does not arrive, the message reads "The test email could not be sent. Check your site mail settings."
Note: Templates are stored text. If you run your store in another language, translate the wording here yourself.