In this article, we'll show you how to set up and use email templates in the Consultation and Proposal emails that go out to your customers.
Here is a link to the article that explains the {{handles}} or placeholders that we'll be using in this tutorial.
Below is a tutorial video showing how it is done:
Step By Step:
How to Create and Use Email Templates in SynkedUP
SynkedUP allows you to create customized email templates for consultations, proposals, and proposal follow-ups. This helps standardize communication while still giving you flexibility for different salespeople, services, or customer types.
This article walks you through:
Where to create email templates
The difference between consultation and proposal templates
How placeholders work
How to use templates when sending proposals
How to set up follow-up emails
System Default Templates
SynkedUP includes system default email templates for consultations and proposals.
Important notes:
System templates cannot be edited.
They are built into SynkedUP.
You may use them as-is.
If you want to customize your messaging, you must create your own template.
How to Create a New Email Template
Step 1: Navigate to Email Templates
Go to System Setup
Scroll down and select Email Templates
You will see two template categories:
Consultations
Proposals
Consultation Email Templates
Consultation templates are used when scheduling an on-site meeting with a customer.
Example use case:
Confirming a visit to Mrs. Jones’ property on Monday the 15th.
These emails typically include:
A thank-you for scheduling
Appointment details
Instructions (bring ideas, photos, etc.)
Any preparation expectations
You can customize this message however you like.
Proposal Email Templates
Proposal templates are used when sending a proposal to a customer.
You can create multiple versions, such as:
One per salesperson
One per service type (hardscape, maintenance, irrigation, etc.)
Different messaging styles
Seasonal messaging variations
There is no limit to how many templates you can create.
Creating a Proposal Template
Step 1: Click Add New
You’ll see a blank template.
Step 2: Name the Template
Example:
Fred’s Hardscape Proposal
Step 3: Add a Subject Line
Example:
Fred’s Landscaping Presents Your Proposal
Step 4: Write the Email Body
You can fully customize the message content.
Using Placeholders (Dynamic Fields)
SynkedUP provides placeholders that automatically populate information from the job and customer record.
Available placeholders include:
Company Name
Customer Name
Customer Greeting
Project Number
Salesperson Name
Proposal Link
Example
Instead of typing:
Hi Bob Smith,
You can insert the Customer Name placeholder so it auto-fills for every client.
Important: Proposal Link Requirement
All proposal email templates must include the Proposal Link placeholder at least once.
This ensures customers can access their proposal.
If the proposal link is not included, the email cannot be sent.
Example Proposal Email Structure
Hi {{Customer Name}},
Here is your proposal for review.
Please click the link below to view the full details:
{{Proposal Link}}
Thank you for the opportunity to work with us.
{{Salesperson Name}}
Creating Proposal Follow-Up Templates
SynkedUP allows you to automate follow-up emails when a proposal has not been accepted.
You can:
Set reminder timing (1 day, 2 days, etc.)
Create up to three follow-up emails
Customize each follow-up message
Many companies create:
A gentle reminder
A stronger follow-up
A final check-in message
System defaults are available, but they cannot be edited.
To customize follow-ups, create your own templates.
How to Use Templates When Sending a Proposal
Once your templates are created:
Open a Job
Create or open a Proposal
Click Send Proposal
Select your desired email template from the dropdown
The selected template will automatically populate:
Customer information
Salesperson name
Proposal link
Any placeholders used
You may still edit the email before sending if needed for that specific client.
Best Practices
Create templates by service type (hardscape, maintenance, etc.)
Create templates by salesperson if tone varies
Use placeholders to reduce manual typing
Always verify the Proposal Link is included
Set up customized follow-up sequences to improve close rates
Summary
Email templates in SynkedUP allow you to:
Standardize customer communication
Automate follow-ups
Personalize emails with placeholders
Customize messaging by service or salesperson
To create or edit templates:
System Setup → Email Templates
From there, build as many consultation and proposal templates as your business needs, and simply select the appropriate one when sending.
This is a very handy feature. It saves time and gives you customization abilities as to what your communication with your Customer looks like. Let us know what you think. Drop us a line in the chat!