How to Configure Email Templates and Notifications in Sage 50

Email templates and notifications are an important part of Sage 50’s workflow and communication system. They allow you to send professional-looking emails directly from the program whenever you issue invoices, quotes, purchase orders, or statements. By configuring templates and notifications correctly, you save time, maintain consistency, and ensure that customers and suppliers receive timely, branded information from your company.

Understanding How Email Works in Sage 50

Sage 50 integrates with your default email client,  usually Microsoft Outlook,  through the MAPI protocol. When you send documents such as invoices, statements, or reports by email, Sage 50 automatically opens your email program, fills in the subject line and body using the predefined template, attaches the document (typically as a PDF), and prepares it for sending.

Notifications in Sage 50 function through what are called “tracking” or “event” rules. For instance, the system can alert you or another user when a transaction changes status, when a customer invoice becomes overdue, or when an order is fulfilled. Both the templates and notifications can be customized to match your business tone and workflow.

Step 1: Preparing Your Email Environment

Before creating templates, make sure Sage 50 and your email software are properly connected.

1. Confirm that Outlook or another MAPI-compatible client is installed and configured.
   You must be able to send and receive messages through that program outside of Sage. If you cannot send emails normally, Sage 50 will not be able to either.
2. Set up a professional sender identity.
   The sender address used by Sage 50 comes from the email account configured in your mail client. Ensure the “From” name and address reflect your business,  such as accounts@yourcompany.com.
3. Test the connection.
   From within Sage 50, open any customer record, select “Email,” and send a test message. If the email client opens and the message sends, the connection works.

Once these basics are correct, you are ready to customize the content that goes out with each message.

Step 2: Opening the Email Template Setup Area

In Sage 50, each document type,   such as sales invoice, quote, purchase order, or statement,  has its own email template settings. The general path to find them is:

1. Open Sage 50.
2. From the top menu, choose Setup.
3. Select Email Setup or Forms Setup, depending on your edition.
4. In the list that appears, you will see document categories such as Sales Invoices, Sales Orders, Statements, and Purchase Orders.
5. Highlight the document type you want to configure and click Email Options or Edit Email Message.

This opens the window where you can write or edit the default email text and subject line for that document.

Step 3: Creating or Editing an Email Template

The email template editor in Sage 50 allows you to set the subject, body text, and a few automatic fields that pull data directly from your documents. These automatic placeholders are known as “merge fields.”

Subject Line

Use a clear, consistent subject line that your recipients will recognize. A typical example might be:

“Invoice {InvoiceNumber} from {CompanyName}”

The placeholders inside curly brackets automatically fill in when the email is sent. You can include your company name, the customer name, invoice number, or other details supported by the template.

Message Body

In the body of the email, you can create a professional and polite message that accompanies your document. For instance:

“Dear {CustomerName},

Please find attached your invoice {InvoiceNumber} for {InvoiceAmount}. Payment is due on {DueDate}. If you have any questions, please contact us at {ContactEmail}.

Kind regards,
{CompanyName} Accounts Department.”

You can type freely in this area, add line breaks, or include your company’s tagline or contact information.

Attaching the Document

Most businesses choose to send their invoices, quotes, or statements as PDF attachments. Make sure the option “Attach document as PDF” is selected. This guarantees the recipient receives a standard, non-editable copy of the form.

Signature and Branding

Although Sage 50’s email editor is primarily plain text, you can still personalize the signature section. Add your company name, address, phone number, or any disclaimers you want to appear on every message. If your Outlook signature already includes your logo and details, you can enable “Use default email signature” so your standard Outlook signature is appended to every message.

Step 4: Setting Defaults for Different Document Types

Sage 50 allows you to have separate templates for each document type you send. This gives you flexibility,  your tone and wording can differ between invoices, quotes, purchase orders, and statements.

For example:

• Invoice Template: formal and payment-focused.
• Quote Template: friendly and promotional.
• Statement Template: concise and reference-oriented.
• Purchase Order Template: directed toward suppliers.

To create or modify each one, repeat the same process: open its email setup window, set the subject, body, and attachment options, and save. Once saved, these templates become the default for that document type. Whenever you email that document, the system automatically loads the correct template.

Step 5: Setting Up Notification Rules

Notifications in Sage 50 are useful for keeping your team informed about business events. They can alert you when invoices become overdue, when orders are processed, or when tasks are assigned. Setting them up involves using the Tracking and Notifications features.

1. Open Setup, then choose Company, followed by Tracking or Notifications depending on your version.
2. You’ll see a list of available transaction types and events. These might include “Invoice Created,” “Invoice Paid,” “Payment Received,” “Quote Converted,” or “Purchase Order Fulfilled.”
3. Select the event you want to monitor and click New Rule.
4. Choose who should receive the notification. This can be a specific Sage 50 user, an employee, or an external email address.
5. Decide how the notification will be delivered,  most often by email.
6. Compose the message content, using the same merge-field approach if available.

For example, you might create a rule like this:

• Trigger: Invoice becomes overdue by 7 days.
• Recipient: accounts@yourcompany.com and the assigned sales representative.
• Message: “Customer {CustomerName} invoice {InvoiceNumber} is now overdue by 7 days. Please follow up.”

You can create as many notification rules as needed for your workflow. Some companies use them to alert internal staff; others send automatic reminders to customers.

Step 6: Testing Your Templates and Notifications

After creating your templates and notification rules, always test them thoroughly before relying on automation.

1. Send a sample document to your own email address or a colleague’s. Check that the subject line, message body, and attachment appear correctly.
2. Verify merge fields populate accurately. The customer name, invoice number, and dates should appear exactly as expected.
3. Check formatting in different email clients. Some users may view emails on mobile devices, so make sure your text is clear and simple.
4. Trigger a notification manually by performing the relevant event (for instance, marking an invoice as overdue). Confirm that the notification email is received and displays properly.

Testing ensures there are no surprises for customers or internal users when the system begins sending real messages.

Step 7: Managing Multiple Templates

If your company serves different regions or brands, you may want multiple versions of the same document template. For example, you could have one invoice template for domestic clients and another for international ones.

To manage this:

1. Duplicate your base template and rename it appropriately.
2. Adjust the wording, currency details, or language as needed.
3. When sending a document, choose the correct template from the available list before clicking “Send.”

Sage 50 allows this manual selection, giving you flexibility when different communication styles are required.

Step 8: Setting Up Reminders and Follow-Up Emails

Beyond simple notifications, Sage 50 can send reminders for overdue invoices. This helps maintain cash flow and reduces the need for manual chasing.

1. In the Receivables or Customer module, locate the section for payment terms or reminders.
2. Specify the criteria,  how many days after the due date the reminder should be sent.
3. Create an email message for the reminder similar to the invoice template, but with wording appropriate for overdue accounts.
4. Assign the reminder template as the default for overdue messages.

You might create a series of escalating reminders: a polite note at 7 days overdue, a firmer notice at 14 days, and a final demand after 30 days. Each uses its own template and trigger.

Step 9: Controlling Who Sends and Receives Emails

Proper control over who sends emails and receives notifications is important for security and professionalism.

• Designate authorized senders. Only users with permission to send forms by email should have access to the feature. In multi-user environments, adjust user permissions accordingly.
• Ensure replies go to a monitored mailbox. In your email client, set a rule or shared mailbox so that replies to invoices or statements are seen by the accounts team.
• Review CC and BCC settings. If internal staff need copies of outgoing documents, set up a CC address in your mail client or within the template options.

This ensures that no important communication is lost and that customers always correspond with the right department.

Step 10: Maintaining and Updating Templates

Your business details and branding will evolve over time. Periodically review your templates to make sure they remain accurate and professional.

• Check contact information. Ensure phone numbers, addresses, and emails in your signatures are current.
• Refresh your message tone. Update wording to reflect your latest policies or customer communication style
• Test after software updates. When Sage 50 or your email client is updated, test sending documents again to confirm the integration still functions smoothly.
• Back up your templates. Since templates are part of your Sage 50 data, regular backups protect you from losing them if a file becomes corrupted.

Step 11: Troubleshooting Common Problems

Even well-configured systems occasionally run into issues. Here are some common challenges and how to resolve them:

1. Emails not sending: Verify that your email client is open and configured as the default MAPI program. If you recently changed your default mail app, Sage 50 might not recognize it.
2. Attachments missing: Check the “Attach as PDF” option in your template. Also verify that your form design has a valid layout selected.
3. Wrong template appearing: Make sure the correct template is set as default for that document type, or manually choose it each time before sending.
4. Notifications not triggering: Review the conditions in your notification rule. If you specified an event that never occurs, the system will not send the message.
5. Merge fields showing blank: Some fields only populate if the document has certain information filled out. For example, if a customer’s email address is missing, the merge field cannot display it.

Regular testing and periodic reviews keep your setup reliable.

Step 12: Best Practices for Professional Communication

Once your templates and notifications are running smoothly, a few habits will help you maintain high standards:

• Keep messages concise and polite. Avoid long paragraphs; customers appreciate brevity.
• Personalize whenever possible. Use the recipient’s name to create a friendly tone.
• Use consistent subject lines so customers can quickly recognize your emails.
• Avoid sending large attachments or multiple duplicates.
• Keep an internal log of when and to whom automated messages are sent, especially for reminders.
• Train staff who use the email features so they understand which templates to choose and what tone to maintain.

Following these practices will reinforce a professional image and help you maintain clear, efficient communication with customers and suppliers.

Step 13: Reviewing Notification Performance

After a few weeks of operation, evaluate whether your notifications and templates are achieving the desired outcomes.

• Are overdue reminders reducing late payments?
• Are staff responding promptly to internal alerts?
• Are customers acknowledging receipt of documents?

If necessary, adjust the timing, recipients, or wording of your notifications. For instance, if customers find reminders too frequent, extend the delay between them. Continuous improvement ensures that your communication remains both effective and respectful.

Configuring email templates and notifications in Sage 50 is more than a technical task,  it is a business communication strategy. By investing the time to design thoughtful templates, test notifications, and maintain them, you create a smooth, professional interaction channel between your company, your customers, and your suppliers.

The process involves preparing your email environment, customizing templates for each document type, defining notification rules for internal and external events, and maintaining the system over time. Once set up correctly, Sage 50 will automatically produce consistent, branded messages, save your team hours of manual typing, and keep everyone informed.  With a well-configured email and notification system, Sage 50 becomes not just an accounting tool but a reliable messenger of your company’s professionalism and attention to detail.