Transaction Email Templates

Configure automated and manual email templates for NetSuite transactions.

Transaction Template Types

Transaction	Template Location	Trigger
Invoice	Email Preferences	Manual/Auto on approval
Sales Order	Email Preferences	Order confirmation
Estimate/Quote	Email Preferences	Quote delivery
Purchase Order	Email Preferences	Vendor notification
Statement	Statement Templates	Monthly/On-demand
Payment Receipt	Email Preferences	Payment confirmation

Configuration

Setup Location

Setup → Company → Email → Email Preferences

Transaction Email Settings

Setting	Description
Default Template	Template used when emailing transaction
Include PDF	Attach PDF version
CC/BCC	Copy internal recipients
Reply-To	Email for customer replies
From Address	Sender email address

Invoice Email Template

<html>
<head>
  <style>
    body { font-family: Arial, sans-serif; margin: 0; padding: 0; }
    .container { max-width: 600px; margin: 0 auto; }
    .header { background: #2c3e50; color: white; padding: 20px; text-align: center; }
    .content { padding: 20px; }
    .invoice-details { background: #f9f9f9; padding: 15px; margin: 15px 0; }
    .items-table { width: 100%; border-collapse: collapse; margin: 20px 0; }
    .items-table th { background: #34495e; color: white; padding: 10px; text-align: left; }
    .items-table td { border-bottom: 1px solid #ddd; padding: 10px; }
    .total-row { font-weight: bold; background: #ecf0f1; }
    .footer { background: #f5f5f5; padding: 15px; text-align: center; font-size: 12px; }
    .btn { background: #3498db; color: white; padding: 10px 20px; text-decoration: none; border-radius: 5px; }
  </style>
</head>
<body>
  <div class="container">
    <div class="header">
      <img src="${companyinformation.logourl}" alt="Logo" height="50" />
      <h2>Invoice #${record.tranid}</h2>
    </div>

    <div class="content">
      <p>Dear ${entity.firstname} ${entity.lastname},</p>
      <p>Please find your invoice details below:</p>

      <div class="invoice-details">
        <table>
          <tr>
            <td><strong>Invoice Number:</strong></td>
            <td>${record.tranid}</td>
          </tr>
          <tr>
            <td><strong>Invoice Date:</strong></td>
            <td>${record.trandate}</td>
          </tr>
          <tr>
            <td><strong>Due Date:</strong></td>
            <td>${record.duedate}</td>
          </tr>
          <tr>
            <td><strong>Terms:</strong></td>
            <td>${record.terms}</td>
          </tr>
        </table>
      </div>

      <table class="items-table">
        <thead>
          <tr>
            <th>Item</th>
            <th>Description</th>
            <th>Qty</th>
            <th>Rate</th>
            <th>Amount</th>
          </tr>
        </thead>
        <tbody>
          <#list record.item as line>
          <tr>
            <td>${line.item}</td>
            <td>${line.description}</td>
            <td>${line.quantity}</td>
            <td>${line.rate}</td>
            <td>${line.amount}</td>
          </tr>
          </#list>
          <tr class="total-row">
            <td colspan="4" style="text-align: right;">Subtotal:</td>
            <td>${record.subtotal}</td>
          </tr>
          <tr class="total-row">
            <td colspan="4" style="text-align: right;">Tax:</td>
            <td>${record.taxtotal}</td>
          </tr>
          <tr class="total-row">
            <td colspan="4" style="text-align: right;"><strong>Total Due:</strong></td>
            <td><strong>${record.total}</strong></td>
          </tr>
        </tbody>
      </table>

      <p style="text-align: center;">
        <a href="${record.paymentlink}" class="btn">Pay Now</a>
      </p>
    </div>

    <div class="footer">
      <p>${companyinformation.companyname}</p>
      <p>${companyinformation.mainaddress}</p>
      <p>Phone: ${companyinformation.phone} | Email: ${companyinformation.email}</p>
    </div>
  </div>
</body>
</html>

Sales Order Confirmation

<html>
<body>
  <h2>Order Confirmation - #${record.tranid}</h2>

  <p>Dear ${entity.firstname},</p>
  <p>Thank you for your order! Here are your order details:</p>

  <h3>Order Summary</h3>
  <table border="1" cellpadding="5" style="border-collapse: collapse;">
    <tr>
      <th>Order Number</th>
      <td>${record.tranid}</td>
    </tr>
    <tr>
      <th>Order Date</th>
      <td>${record.trandate}</td>
    </tr>
    <tr>
      <th>Expected Ship Date</th>
      <td>${record.shipdate}</td>
    </tr>
  </table>

  <h3>Items Ordered</h3>
  <table border="1" cellpadding="5" style="border-collapse: collapse; width: 100%;">
    <tr style="background: #f0f0f0;">
      <th>Item</th>
      <th>Qty</th>
      <th>Price</th>
    </tr>
    <#list record.item as line>
    <tr>
      <td>${line.item}</td>
      <td>${line.quantity}</td>
      <td>${line.amount}</td>
    </tr>
    </#list>
  </table>

  <h3>Shipping To</h3>
  <p>${record.shipaddress}</p>

  <p>We'll notify you when your order ships.</p>

  <p>Thank you for your business!</p>
</body>
</html>

Purchase Order to Vendor

<html>
<body>
  <h2>Purchase Order #${record.tranid}</h2>

  <p>Dear ${entity.companyname},</p>
  <p>Please find our purchase order below:</p>

  <table border="1" cellpadding="5" style="border-collapse: collapse;">
    <tr>
      <th>PO Number</th>
      <td>${record.tranid}</td>
    </tr>
    <tr>
      <th>Date</th>
      <td>${record.trandate}</td>
    </tr>
    <tr>
      <th>Required By</th>
      <td>${record.duedate}</td>
    </tr>
    <tr>
      <th>Ship To</th>
      <td>${record.shipaddress}</td>
    </tr>
  </table>

  <h3>Order Lines</h3>
  <table border="1" cellpadding="5" style="border-collapse: collapse; width: 100%;">
    <tr style="background: #f0f0f0;">
      <th>Item Code</th>
      <th>Description</th>
      <th>Qty</th>
      <th>Unit Price</th>
      <th>Amount</th>
    </tr>
    <#list record.item as line>
    <tr>
      <td>${line.item}</td>
      <td>${line.description}</td>
      <td>${line.quantity}</td>
      <td>${line.rate}</td>
      <td>${line.amount}</td>
    </tr>
    </#list>
    <tr style="font-weight: bold;">
      <td colspan="4" style="text-align: right;">Total:</td>
      <td>${record.total}</td>
    </tr>
  </table>

  <p>Please confirm receipt of this order and expected delivery date.</p>

  <p>Regards,<br/>${currentuser.firstname} ${currentuser.lastname}<br/>${companyinformation.companyname}</p>
</body>
</html>

Attaching PDF

Auto-Attach Settings

Setup → Company → Email → Email Preferences

Option	Description
Attach Transaction PDF	Include PDF with email
PDF Template	Which Advanced PDF template to use
Attach Files	Include related File Cabinet files

SuiteScript PDF Attachment

/**
 * @NApiVersion 2.1
 * @NScriptType UserEventScript
 */
define(['N/email', 'N/render', 'N/record', 'N/runtime'],
  (email, render, record, runtime) => {

  const afterSubmit = (context) => {
    if (context.type !== context.UserEventType.CREATE) return;

    const invoiceId = context.newRecord.id;
    const invoiceRec = record.load({ type: 'invoice', id: invoiceId });

    // Generate PDF
    const pdfFile = render.transaction({
      entityId: invoiceId,
      printMode: render.PrintMode.PDF
    });

    // Send email with PDF
    email.send({
      author: runtime.getCurrentUser().id,
      recipients: invoiceRec.getValue('email'),
      subject: `Invoice #${invoiceRec.getValue('tranid')}`,
      body: 'Please find your invoice attached.',
      attachments: [pdfFile],
      relatedRecords: {
        transactionId: invoiceId
      }
    });
  };

  return { afterSubmit };
});

Conditional Content

FreeMarker Conditionals

<#if record.amountremaining gt 0>
  <p style="color: red;">
    <strong>Amount Due: ${record.amountremaining}</strong>
  </p>
<#else>
  <p style="color: green;">
    <strong>PAID IN FULL</strong>
  </p>
</#if>

<#if record.shipmethod?has_content>
  <p>Shipping Method: ${record.shipmethod}</p>
</#if>

<#if entity.category == "VIP">
  <p>Thank you for being a valued VIP customer!</p>
</#if>

Transaction Template Types​

Configuration​

Setup Location​

Transaction Email Settings​

Invoice Email Template​

Sales Order Confirmation​

Purchase Order to Vendor​

Attaching PDF​

Auto-Attach Settings​

SuiteScript PDF Attachment​

Conditional Content​

FreeMarker Conditionals​

See Also​

Transaction Template Types

Configuration

Setup Location

Transaction Email Settings

Invoice Email Template

Sales Order Confirmation

Purchase Order to Vendor

Attaching PDF

Auto-Attach Settings

SuiteScript PDF Attachment

Conditional Content

FreeMarker Conditionals

See Also