Email Templates in NetSuite
NetSuite email templates let you standardize communications—invoices, order confirmations, approval notices—with dynamic content via merge fields. Merge fields pull values from the record (transaction, entity, etc.) into the email body and subject. This guide covers setup, merge field syntax, and common use cases.
Creating an Email Template
Go to Documents > Templates > Email Templates. Create New. Choose the record type (e.g., Invoice, Sales Order). Design the body with HTML or plain text. Use the merge field picker to insert fields. Test by sending a test email from a transaction.
Transaction Merge Fields
For transaction-based templates: {tranid}, {trandate}, {entity}, {amount}, {memo}. For lines: {line.item}, {line.quantity}, {line.amount}. Use the correct record context—Invoice templates have invoice fields; Sales Order templates have SO fields.
| Merge Field | Purpose |
|---|---|
| {tranid} | Transaction number |
| {trandate}, {duedate} | Transaction and due dates |
| {entity}, {amount} | Customer/vendor, total amount |
| {line.item}, {line.quantity} | Line-level item and quantity |
| {memo} | Transaction memo |
Entity Merge Fields
From the transaction you can reference the customer or vendor: {entity.email}, {entity.phone}, {entity.billaddress}. Use for recipient and dynamic greeting.
System Merge Fields
{companyname}, {companyemail}, {today} for company info and current date. Useful for footers and disclaimers.
Workflow Integration
Workflows can send emails using templates. Map the template to the Send Email action. Ensure the workflow runs in a context where the template's record type is available (e.g., after-submit on Invoice). Use conditional logic to choose different templates by criteria.
HTML and Styling
Use inline CSS for email; many clients strip <style> blocks. Keep layouts simple. Test in multiple email clients. Include an unsubscribe link for marketing emails (compliance).
Common Templates
Invoice email, Sales Order confirmation, Payment receipt, Vendor Bill approval request, Quote PDF. Each has a standard structure; customize with your branding and additional merge fields.
YRK Consulting helps configure workflows and email templates. Contact us.