Landscapt (CRM)

Document & Email Templates

Building the reusable emails and text messages that go out with invoices, estimates, campaigns and automations — blocks, merge tags, buttons, previews and test sends.

Where templates live

In the Landscapt sidebar, under Administration, click Documents. The list shows each template's title, type, description and last-modified date; click a title to open the editor, and use Add Document to start a new one. You need the document template permission to see the page. Pick a template when you send an invoice, estimate or bulk email, or in an automation's email step, and its content fills the message for you to review before it goes out.

Template types

The type decides which merge tags are offered in the editor.

Type	Used for
Client	General emails to a client, including the emails automations send.
Estimate	The email that goes with an estimate. Adds the estimate merge tags.
Invoice Email	The email that goes with an invoice. Adds the invoice merge tags, including the payment link.
Marketing	Campaign emails.
Chemical	Chemical application notices. Adds the products and care-instruction tags.
Text Message	Plain SMS text. Only Paragraph blocks are available, and there is no subject line.

Blocks

A template is a stack of blocks. Add one from the panel on the right, then move it up or down or delete it with the small controls that appear when you hover it. Click a block to make it the active one.

Block	What it is
Header	A large line of rich text, for a greeting or title.
Paragraph	Body text with bold, italic, underline, lists, alignment and images.
List	A bulleted or numbered list.
Line Items Table	A placeholder. The real table of line items is filled in automatically from the invoice or estimate when the email is sent.
Image	An uploaded picture, such as your logo.
Divider / Spacer	A thin line, or empty space, between blocks.
Signature	Rich text for the sign-off, usually your contact details as merge tags.
Button	A coloured button with your own label that links somewhere (see below).
Columns	Two or three side-by-side columns. Each column holds rich text, images and merge tags.

Click Save Changes in the top bar to keep your edits; the button reads Saved when there is nothing new.

Merge tags

Merge tags such as [clientfirstname] or [invoicetotal] are replaced with real values when the email is sent. The Merge Tags panel on the right lists the tags for this template's type, grouped (Client, Property, Company, Invoice and so on), with a search box.

Inserting a tag. Click into a Header, Paragraph, List, Signature or Columns block, then click a tag. It is inserted at your cursor. Inside a Columns block, it goes into the column you last clicked.
No block selected? If no text block is active, clicking a tag copies it to your clipboard instead, and a notice says so. Click into a block first to have it inserted for you.
Spaces between tags. Tags are inserted exactly as they are. Two tags side by side with no space or comma run together ([clientfirstname][companyname] becomes "JaneLandscapt Lawn & Landscape"), so type your own separator.
Empty tags. A tag that has no value for this client or record is left blank in the sent email rather than showing the bracket text.

Buttons and where they link

A Button block has two settings: the label you type, and Button links to under it.

Invoice Email templates offer View & pay invoice online, which links each client to their own invoice page, plus a custom URL.
Every template type can use Custom URL. Enter a full address starting with https://, mailto: or tel:. Anything else is ignored and the button goes nowhere.

The button link works in the email itself. In an attached PDF the button is drawn as a green shape but is not clickable.

Columns, images and blank lines

Columns. The Columns block has a 2 or 3 control. Switching from 3 to 2 keeps the third column's text, so switching back loses nothing.
Images. Where the editor allows images, drag an image's corner to resize it. The aspect ratio is kept and the size carries into the preview, the email and the PDF.
Blank lines. Pressing Enter twice leaves a visible blank line, and it stays in the preview, the sent email and the PDF instead of collapsing.

Preview, PDF and test emails

Preview shows the template with sample data (a sample client, sample amounts, and your company name). It does not use a real client, so tags show sample values. Switch between desktop and mobile width. Back to Editor returns you.
Download PDF renders the template the same way and downloads it.
Send Test Email sends the template, with sample data, to the email address you are signed in with. The subject starts with [TEST]. If the template's Include PDF setting is on, the test email carries the PDF as an attachment, so what you receive is the template rendered with sample values, not a real invoice. Your unsaved edits are included.

If the test email fails with a message about the PDF attachment, turn off Include PDF in the template's settings to test without it, and contact support if it keeps happening.

Template settings

Edit Settings in the top bar opens the template's name, type, subject line, description, whether it is the default for its type, and Include PDF attachment in email. The subject line can use merge tags too. A template marked as the default is the one preselected when you send that kind of email.