Send the Right Email in One Click, Every Time
Ten preset templates covering scheduling, follow-up, billing, and re-engagement — plus merge fields that pull client, work order, and invoice data automatically.
Live in 5 minutes · No setup fee · No long-term contract
Why the same email gets rewritten weekly
Every service business sends the same few emails every week — confirmations, reminders, follow-ups, invoices — and every one of them is retyped from scratch.
Rewriting the Same Email
Appointment confirmations, after-job thank-yous, and past-due notices get rewritten daily instead of reused. Hours per week wasted.
No Personalization
Copy-pasted templates skip personalization because hand-editing every name, address, and amount takes too long. Clients notice.
Inconsistent Tone
When every tech writes their own emails, your brand voice drifts. Clients get a warm email one day and a terse one the next.
From library pick to merged send
Pick a Template
Start from 10 presets across 5 categories (scheduling, follow-up, billing, marketing, re-engagement) or clone and edit any of them.
Drop In Merge Fields
14 merge fields cover business, client, work order, invoice, services, and portal links. Server-side substitution fills them from the DB.
Preview Before Send
See the resolved email with real values from the selected client or work order before hitting send. No surprises.
Send From Context
Template picker lives on client detail and work order detail pages next to the AI Draft button. Send in two clicks.
Templates, merge fields, preview
10 Preset Templates
Appointment confirmation, reminder, job complete, quote follow-up, invoice sent, past-due, review request, win-back, seasonal tune-up, referral ask.
14 Merge Fields
{business_name}, {client_first_name}, {wo_date}, {invoice_total}, {portal_link}, and more. Resolved server-side from the real record.
Inline Preview and Send
Template picker opens a preview modal with the merge fields filled in. Edit inline, then send — no context switching.
Works With AI Draft
Lives alongside AI Draft on client and work order pages. Use a template for the recurring stuff, AI Draft for the one-offs.
Org-Scoped Library
Each organization has its own template library. Duplicate, rename, edit, archive. Managers and owners can edit; techs read-only.
HTML or Plain Text
Templates support HTML for branded emails and plain text for technicians. Render is picked based on the field on save.
Industries using Email Templates Library
The service businesses that get the most out of this feature, and the specific way each one uses it.
HVAC
Standard quote follow-ups, post-service thanks, and seasonal tune-up offers
Law Firm
Consultation follow-ups, retainer requests, and matter-status updates
Real Estate
Listing inquiry replies and showing recap templates
Cleaning
Booking confirmations, before-visit prep, and review requests
Marketing Agency
Standard onboarding, monthly report, and renewal templates
Medical & Dental
Appointment reminders, treatment-plan summaries, and recall notices
Before and after Email Templates Library
Sample template with merge fields
How a templated post-service email renders with real client and work order context.
Hi Sarah,
Thanks for trusting Acme HVAC with your AC tune-up today. Mike completed the service at 2:15 PM — capacitor replaced, refrigerant topped off, all systems checked.
Your invoice for $185.00 is ready in your portal: View Invoice
We’ve scheduled your next maintenance check for October. We’ll send a reminder closer to the date.
Best regards,
The Acme HVAC team
A real templated email
Real usage from service businesses running on Smarfle's template library.
Templates Saved
Sends This Month
Time Saved
Appointment Confirmation
Used 142 times this month
Past-Due Reminder
Used 47 times, 12 paid same day
Review Request
Used 68 times, 24 reviews
Template questions
Yes. Clone any preset, rename, and edit. Presets stay as a starting point — your edits live in the org library.
Missing fields render as an empty string and the preview flags the gap so you can fix the template or the record before sending.
Technicians can send templates from their assigned work orders but cannot create or edit the library. Managers and owners manage templates.
Yes. Template sends are billed at the pay-as-you-go email rate ($0.01 per email), same as any other outbound email.
Pricing
Email Templates Are Included
The template library is included on every plan. Individual email sends are billed at $0.01 each on the prepaid wallet.
$0.01 per email
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