Branded Emails & PDFs

Branded Emails & PDFs

Every email and PDF HandyBook sends is automatically branded with your logo and color. You can also fine-tune the wording, layout, and tone to make it sound exactly like you.

Email templates

In Settings → Email Templates, you'll see templates for every kind of email HandyBook sends:

• New quote
• Quote signed (confirmation)
• Quote follow-up reminder
• New invoice
• Invoice paid (receipt)
• Invoice overdue reminder
• Booking confirmation
• 24-hour reminder
• "On the way" notification
• Job complete + review request
• Customer portal invitation
• Password reset
• Payment receipt

Each template has:

• Subject line
• Body with personalization tokens
• Footer (your business contact info)

Editing templates

1. Settings → Email Templates → pick one
2. Edit subject and body
3. Use tokens like {first_name}, {job_title}, {amount}, {link}
4. Preview on the right
5. Save

Save often. Each template change applies to future sends only — past emails are unchanged.

Tone matters

The defaults are warm and professional. Customize them to match your voice:

• Casual handyman — "Hey , just sent your quote — let me know if anything looks off!"
• Formal contractor — "Dear , please find attached your quote for review at your earliest convenience."
• Friendly local pro — "Hi , I really appreciated meeting you yesterday. Here's the quote we discussed — read through and let me know what you think."

The right tone makes customers respond more.

PDF templates

Quotes, invoices, and forms generate PDFs. The look is auto-branded but you can customize:

In Settings → PDF Templates:

• Header — logo position, business info layout
• Footer — payment terms, thank you message, social links
• Color scheme — pulled from brand color, but adjustable
• Typography — pick from a curated set of fonts (Inter, Lora, Helvetica, etc.)
• Section spacing — compact vs. roomy

Multiple templates

For different document types:

• Standard residential quote template
• Commercial proposal template (more formal)
• Maintenance plan agreement template

Pick which to use per quote/invoice. Available on Pro+ tiers.

Adding photos to PDFs

Toggle on Include photos when sending a quote or invoice — photos from the linked job appear inline in the PDF (with captions if you added them). Useful for before/after on completed work or "here's the existing damage" on quotes.

Custom email signatures

Per team member, in Settings → My Profile → Email Signature:

• Name and role
• Phone, email, website
• Photo (optional)
• Social links

Each team member's emails sign with their personal signature, not just the generic business one.

Plain-text version

Every HTML email also has an auto-generated plain-text version that goes alongside. This helps with deliverability (spam filters check both) and accessibility for customers using text-only email clients.

Preview before saving

When editing any template, the right pane shows a live preview using a sample customer record. Check both:

• Desktop view
• Mobile view (toggle at the top)

Most customers read on phones; design for that primarily.

FAQ

Can I revert to the default template if I mess up? Yes — every template has Reset to Default in its menu.

Do my edited templates apply across the team? Yes — templates are account-wide. Per-user customization is limited to email signatures.

Can I add my own images to email templates? Yes — drag images into the body, or paste URLs. Images are hosted by HandyBook so they don't break.

Why is my edited template not used? Check that the template's "Active" toggle is on. Also: some emails (system-level, e.g. password reset) can't be customized — they use a fixed safe default.

Can I A/B test email templates? A/B testing is available for drip campaigns. For one-off transactional emails (single quote/invoice send), you'd just edit the template and watch results in the activity log.