Emails
Every email Springtrack sends for you — when it goes, who gets it, and what it says.
At Settings → Emails. Only the Owner can open it.
Where client replies go
Client replies go to is the address your clients' replies land in. Invoice and estimate emails are sent from Springtrack's own address, so they arrive reliably — this address isn't the sender, only where replies go.
Reading the page
The page has a tab for each kind of work: Invoices, Estimates and Timesheets. Each tab is a timeline of the emails in the order they go out — what sets each one off, who gets it, and whether it's on. A step can be marked:
- Off — its switch is off, so nothing is sent at that step.
- Pro — an automatic reminder your plan doesn't include yet (see Reminders need Pro).
- Edited — you've changed its wording from Springtrack's.
Steps marked From Springtrack are notices Springtrack sends to you, not your client. They're shown so you can see the whole flow, but their wording is fixed.
Changing an email
Pick a step to open it. Its wording is on one side and a preview on the other, filled in with sample data in your organisation's own currency, date format and numbering.
- The switch at the top turns the email on or off. Three emails have no switch: the Invoice email and the Estimate email go when you click Send, and the Payment receipt goes when a payment asks for one (see Invoices below).
- Subject and Message are the email's wording.
- Variables fill in the details of each email — the client's name, the amount due, and so on. Click one to insert it where you were last typing. Each email lists only the variables that make sense for it (see the full list below). If you type a variable by hand and get it wrong, the preview says so: a misspelled one would be sent exactly as typed.
- Reset to Springtrack's wording puts the subject and message back to Springtrack's. While your wording is Springtrack's, the email picks up any improvements Springtrack makes to it later.
- Automatic emails have their timing here too: how many days before the due date, how often to repeat, or which schedule to send on.
When you change something, a bar at the bottom of the page lists what's unsaved, with Save changes and Discard. Leaving the page with unsaved changes asks first.
The Invoice email and Estimate email fill in the send window. You can still change the wording for a single invoice or estimate before it goes.
The link to the invoice or estimate
Springtrack's wording for each client email ends with a View it online: line carrying the link to the invoice or estimate. It's ordinary wording, so you can move it or reword it like any other line. If your wording leaves the link out, the editor tells you — your client couldn't open the invoice online from that email — and Add the link puts the line back.
Invoices
From sending an invoice to getting paid.
| Sent to | When | |
|---|---|---|
| Invoice email | The client contacts you pick when sending | When you click Send on an invoice. |
| Upcoming payment reminder (Pro) | Everyone the invoice was last sent to | A set number of days before the due date (3 by default; 0 sends it on the due date), if the invoice is still unpaid. |
| Overdue reminder (Pro) | Everyone the invoice was last sent to | Every few days after the due date (every 7 by default) until the invoice is paid. It can say how many days overdue the invoice is. |
| Payment receipt | Everyone the invoice was last sent to | Each time you record a payment with Email receipt to client ticked, and each time a client pays by card. Part-payments get one too. |
| Card payment received (From Springtrack) | Owners and admins | When a client pays an invoice by card through the client portal. |
Nothing extra is sent on the due date itself, unless the upcoming reminder is set to 0 days.
Reminders need Pro
The two automatic reminders are part of the Pro plan and above. On Free or Starter you can still word them ahead of time, but they stay off until you upgrade — the plan is checked on the server, not just on the page.
Estimates
From sending an estimate to the client's decision.
| Sent to | When | |
|---|---|---|
| Estimate email | The client contacts you pick when sending | When you click Send on an estimate. |
| Estimate accepted or declined (From Springtrack) | Owners and admins | When the client accepts or declines through the estimate's link. |
When the client opens the estimate, no email is sent — the estimate shows as Viewed instead.
Timesheets
These are only sent while timesheet approvals are on, and only for projects that need approval. While approvals are off, the tab says so — you can still word the emails ahead of time.
| Sent to | When | |
|---|---|---|
| Unsubmitted time | Team members with tracked time they haven't submitted | At the end of each day, week and/or month — pick one or more under Send at (end of week by default). |
| Time submitted | The project's approver. On client-approved projects, the client's contacts | When someone submits time or resends a pending submission, and when internal sign-off passes it on to the client. |
| Still awaiting review | The project's approver | A set number of days after submission (3 by default), then again every same number of days until it's decided. |
| Time approved | The person who submitted it, plus owners and admins when the client approves | Once the whole submission is approved — by a reviewer, by the client, or by auto-approval. |
| Time needs changes | The person who submitted it | When a reviewer or the client rejects one or more entries. Includes their note. |
| Submission withdrawn | The submitter, owners and admins, and the client if they'd already been asked | When a submission is withdrawn before anyone decides on it. |
Every timesheet email is on by default.
Variables
Pick variables from the list under the message rather than typing them — each email offers the ones that fit it. For reference, these are all of them:
Invoices
| Variable | Fills in |
|---|---|
Client name %client_name% | The client's name |
Your company name %company_name% | Your Name on invoices and estimates (General) |
Invoice number %invoice_id% | e.g. INV-2026-0042 |
Invoice link %invoice_url% | The link to the invoice online |
Amount due %amount_due% | The balance still owed |
Due date %due_date% | The invoice's due date |
Payment terms %payment_terms% | e.g. Net 15 |
Invoice subject %invoice_subject% | The invoice's subject line |
Project %project_name% | The project the invoice is for |
Issue date %invoice_issue_date% | The invoice's issue date |
PO number %PO_number% | The client's purchase order number |
Days overdue %days_past_due% | How many days past due (the overdue reminder only) |
Estimates
| Variable | Fills in |
|---|---|
Client name %client_name% | The client's name |
Your company name %company_name% | Your Name on invoices and estimates |
Estimate number %estimate_id% | e.g. EST-2026-0007 |
Estimate link %estimate_url% | The link to the estimate online |
Amount %amount% | The estimate's total |
Valid until %expiry_date% | The estimate's expiry date |
Estimate subject %estimate_subject% | The estimate's subject line |
Issue date %estimate_issue_date% | The estimate's issue date |
Timesheets
| Variable | Fills in |
|---|---|
Submitter %submitter_name% | Who submitted the time |
Team member %member_name% | Who the unsubmitted-time reminder is for |
Project %project_name% | The project |
Period %period% | The dates the submission covers |
Number of entries %entry_count% | How many time entries |
Total hours %total_hours% | Their total hours |
Reviewer's note %rejection_note% | The note left when rejecting |
Review link %review_url% | Where to review the submission |
Submit link %submit_url% | Where to submit the time |