Executive Summary

Sage Intacct email templates can help finance teams reduce repetitive manual communication while creating more consistent, accurate messages for customers, vendors, funders, and other contacts.

By combining reusable email templates with Sage Intacct merge fields, organizations can automatically pull transaction-specific information into messages, including document numbers, amounts, dates, contact information, and other data already stored in the system. Templates can then be assigned as defaults, customized for particular customers or vendors, or overridden when a different message is needed.

In this webinar, Taylor Bost, Senior Manager of Solution Design at JMT Consulting, walks through how to create and manage Sage Intacct email templates, use dynamic merge fields, configure template assignments, send communications individually or in bulk, and establish controls for delivery and template maintenance.

Presented by JMT Consulting
Featuring: Taylor Bost, Senior Manager, Solution Design

Why Use Sage Intacct Email Templates?

Finance teams regularly send many of the same types of communications: invoices, customer statements, purchase orders, payment notifications, grant-related documents, and other transaction-based messages.

Without an integrated process, staff may need to generate a document, open an email, copy information from the ERP, paste it into a message, attach the appropriate file, and repeat the process for every recipient.

Sage Intacct email templates help move more of that process into the ERP.

Instead of repeatedly drafting individual emails, teams can create standardized templates that combine consistent messaging with transaction-specific data. This can reduce manual copy-and-paste work while helping organizations maintain more consistent communications across finance workflows.

Templates can support communications related to Accounts Receivable, Purchasing, and other Sage Intacct transactions, depending on the modules and workflows an organization uses.

Use Sage Intacct Merge Fields to Personalize Emails

One of the most useful capabilities within Sage Intacct email templates is the use of merge fields.

Merge fields allow a template to reference information stored in Sage Intacct and insert the appropriate value when the email is generated. Rather than manually typing transaction details into each message, the system can pull information associated with the underlying transaction or related record.

For example, a template could include:

• Customer or vendor information
• Transaction or document numbers
• Transaction amounts
• Dates
• Contact information
• Other fields associated with the transaction

The available merge fields depend on the type of email template and the transaction it is connected to. This allows organizations to create standardized messages while still including information specific to each recipient and transaction.

Organizations can also configure document attachments with their templates when an invoice, purchase order, grant document, or other PDF needs to accompany the email.

Control Which Sage Intacct Email Template Gets Used

Organizations do not necessarily need to use the same email template for every transaction or recipient.

A standard template can be configured for a transaction or workflow so routine communications use the appropriate message by default. Organizations can also assign templates at the customer or vendor record level when a particular relationship requires different communication.

Users can also manually override the selected template when a one-time message is needed.

The basic hierarchy includes:

• System or transaction default: Used for standard recurring communications
• Customer or vendor assignment: Used when a particular contact requires a different template
• Manual override: Used for a specific email or special circumstance

This allows finance teams to standardize routine communication while retaining flexibility when exceptions arise.

Send Individual or Bulk Emails from Sage Intacct

Sage Intacct email templates can support both individual and bulk communication workflows.

A team may only need to email a single transaction in some situations. In others, such as sending a group of invoices or recurring documents, users may need to distribute multiple communications at once.

Templates allow the appropriate message and transaction information to be applied without recreating each email manually. Users can still apply manual template overrides when special messaging is required.

For finance teams that regularly send similar communications, this can reduce repetitive work and make email distribution easier to manage.

Track Email Delivery and Exceptions

Automation is most useful when teams can also verify that communications were sent successfully.

Sage Intacct’s email delivery and audit capabilities can help users confirm when messages were sent, review recipient information, identify delivery issues, and investigate bounced emails.

Rather than assuming an invoice, purchase order, or other document reached its intended recipient, teams can make reviewing delivery exceptions part of their regular process.

Improve Sage Intacct Email Deliverability

Organizations should also consider the technical factors that affect whether automated emails successfully reach recipients.

The webinar highlights several practical considerations:

• Work with IT to configure SPF and DKIM records so recipient email systems can recognize messages appropriately.
• Keep HTML styling relatively simple and avoid excessive embedded images that may contribute to spam filtering.
• Use hyperlinks when recipients need access to payment portals, document repositories, or other online resources.
• Verify that PDF document layouts and email templates are correctly paired in Sage Intacct.

These steps can help organizations build a more reliable process around their Sage Intacct email communications.

Establish Internal Controls for Email Templates

As organizations begin using more email templates, governance becomes increasingly important.

Access to create or modify templates should be limited appropriately so standardized language is not changed without authorization. Sage Intacct permissions can be configured around listing, viewing, adding, editing, and deleting email templates.

Organizations should also periodically review templates to make sure information remains current, including:

• Branding
• Contact names
• Reply-to information
• Payment or remittance addresses
• Links
• Document configurations
• Customer or vendor-specific assignments

Regular reviews can help keep automated communications accurate and consistent over time.

Start with Your Most Repetitive Finance Emails

Organizations do not need to automate every communication at once.

A practical starting point is to identify the financial emails staff members send manually most often.

The webinar recommends a three-step approach:

1. Audit current outbound emails. Identify the top three repetitive financial emails your team sends manually.
2. Draft and test templates. Build templates and test merge fields using sample transactions.
3. Assign and roll out. Configure appropriate defaults and train users on the email workflows they will use.

Starting with a small number of high-volume communications can make it easier to establish standards before expanding email templates into additional Sage Intacct workflows.

Frequently Asked Questions About Sage Intacct Email Templates

Can Sage Intacct automatically insert transaction information into an email?

Yes. Sage Intacct email templates can use merge fields to insert information associated with a transaction or related record, reducing the need to enter those details manually each time.

Can different customers or vendors use different email templates?

Yes. Templates can be configured at the customer or vendor record level in addition to broader transaction-level defaults, allowing different messaging for specific relationships when needed.

Can users override a Sage Intacct email template before sending an email?

Yes. Users can apply a manual template override when a particular transaction requires different messaging without changing the organization’s standard template configuration.

Can Sage Intacct email templates be used for bulk emailing?

Yes. Sage Intacct supports individual and bulk email distribution workflows, allowing teams to send multiple transaction-based communications without manually creating each email separately.

How can organizations monitor whether Sage Intacct emails were delivered?

Organizations can use Sage Intacct’s email delivery and audit information to review delivery details and identify exceptions such as bounced emails or outdated recipient information.