Every email you send from a quote, an invoice or a job starts from a template you wrote. Set it once and you're not retyping the same paragraph forty times a week.
Find them in Settings → Email → Message templates.
Merge fields
Inside a template you can drop in a merge field, written in double curly brackets. Mucka swaps it for the real thing when you go to send.
Under the body you'll see Available variables — the ones that work in the template you're editing. Tap one to copy it, then paste it into your wording.
Hi {{client_first_name}},
Quote {{reference_number}} for the work at {{job_address}} is attached —
{{total}} all in, and it holds until {{valid_until}}.
Thanks,
{{sender_first_name}}
About your customer and your business
{{client_first_name}}— their first name{{client_name}}— their full name
On a business, those two are different things. {{client_name}} is the company —
"OAKES Facilities Management Ltd" — and {{client_first_name}} is the person you
deal with there, taken from the Contact on their client record. If there's no
contact name on the record the greeting just reads "Hi," rather than opening with
the company's name, so it's worth filling that box in on the firms you email most.
{{sender_first_name}}— your first name{{business_name}}— your business name
About the quote or invoice
{{reference_number}}— the quote or invoice number{{total}}— what it comes to{{valid_until}}— when a quote runs out{{document_label}}— what you called the quote: estimate, quote, quotation, proposal or fixed price{{document_title}}— the same word with a capital, for the start of a subject: Estimate, Quote…{{due_date}}— when an invoice falls due
About the job
{{job_description}}— what the work is{{job_address}}— where the work happens{{job_reference}}— the job number{{job_date}}— the day it's booked in
If you do landlord or letting agent work
{{job_address}} uses the property the work is at, not the address you invoice. So an email to a letting agent names the flat with the leak in it, not the agent's office.
It only falls back to the customer's own address when there's no property on the job — which is what you want for a householder, where the two are the same place anyway.
The address is in the subject already
The quote and invoice templates Mucka starts you with put the address in the subject line:
Your Quote {{reference_number}} for {{job_address}}
Invoice {{reference_number}} for {{job_address}}
So a landlord with six properties sees "Invoice INV-0104 for 393 Brook Street, S2 9ZZ" in their inbox, rather than six invoices that look the same. Job sheets and certificates name the address in their subject too, and Mucka puts it in when it emails a quote, an invoice or a job sheet for you.
If you'd changed your subject before, Mucka hasn't touched it. Add {{job_address}} to it yourself if you want it. If you'd rather not have the address there, take it out of the subject and leave the rest.
When a quote or invoice has no address anywhere, the subject just reads "Invoice INV-0104", without a "for" on the end.
When there's nothing to fill a field in with
Not every email has a job behind it. A quote you raised without booking anything in has no job number and no date.
Mucka leaves the field out rather than emailing your customer a set of curly brackets. It also tells you which ones it dropped, in a line under the message, so you can read the sentence back before you send it. That line is a nudge, not a blocker — if the email reads fine without it, send it.
What you send is what you see
Merge fields are filled in before the email opens, so the message in front of you is the message that goes. Change anything you like in it — editing there is a one-off and doesn't touch the template.
This is not the same as automatic messages
Two different things, and it's worth knowing which you want:
- Message templates (here) — the emails you send, off a quote, an invoice or a job.
- Automatic messages (Settings → Customers → Automatic messages) — what Mucka sends on its own: booking confirmations, appointment reminders, the on-my-way text, review requests.
Your signature
Separately, Settings → Email → Signature is appended to the bottom of everything you send. It has its own merge fields for your name, your number and your business details, and they resolve per sender — so each of your team signs off as themselves.
A picture in your signature
Press Add picture under the signature to put an image on the bottom of it — your logo, or a signature banner you've had designed. Use a PNG, JPEG or WebP up to 2MB. It saves straight away and shows in the preview.
It's drawn no wider than 400 pixels so it fits on a phone, so a banner made at that width (or twice it, for sharp screens) looks best. Pressing Change picture swaps it for a new one, and Remove picture takes it off and leaves the rest of your signature as it was.