Reneva
Variables are placeholders you write once in a standard text and that become real data when the email goes out: Client contact person becomes "Marta Bianchi", Net payable becomes "€1,220.00". They are the same in every email text; only the offered list changes, because a due-date summary has no "installment name".
Where you insert them
In the Text field use the ✚ menu in the editor toolbar: choose the variable and a readable label appears (e.g. "Client contact person"). In the Subject the ✚ is on the right of the field: it opens Insert a variable into the subject, choose in Variable and press Insert; the placeholder ({Subscription or client project title}) is added at the end and you move it wherever you want.
{discount}). Use the ✚ menu: it only offers the variables that text can replace.| Where | Text |
|---|---|
| Settings → Email and alerts → Due dates | Due-date summary, Single due date, Expense to pay notice |
| Settings → Email and alerts → Due dates | Subscription due-date notice, 1st notice, 2nd notice, Due today, Payment reminder |
| Settings → Email and alerts → Due dates, section Email for sending documents | the email that carries your documents |
| bell on a subscription record | that subscription's own version of the notice |
| Notify client | the manual, immediate notice |
| Write email (client record) | the free email to the client |
Subscription due-date notice email
The richest list: it applies to the company standard, the bell on a single subscription and Notify client on a subscription.
| Variable | Name in the menu | What it writes |
|---|---|---|
{company} |
Client name | the client's registered name |
{contact_person} |
Client contact person | the contact; if missing, the registered name |
{title} |
Subscription or client project title | e.g. "Hosting + domain" |
{website} |
Client website | in brackets, if the client has one |
{due_date} |
Due date | e.g. 15 Mar 2027 |
{amount} |
Net payable | the amount the client must pay, after any withholding tax: always there |
{withholding_amount} |
Withholding tax | how much the client keeps back; to a private or foreign client there is none and the line disappears |
{entries} |
List of subscription line items | one line per item, with its amount |
{your_company} |
Your company | your company's name |
{days_late} |
Days overdue | 0 when it isn't overdue yet |
{file} |
Link to the document | the issued document for the period; Reneva documents open in the portal |
{payment_method} |
Payment method | e.g. "Bank transfer" |
{payment_details} |
Payment instructions | the method's notes (e.g. the IBAN) |
The link to the Reneva document is added when the email is sent; the preview does not create it. The client opens the current period's document in the portal.
Notify client
On a project or an installment, Notify client uses {company}, {contact_person}, {title}, {installment_label} (Installment name), {due_date}, {amount}, {withholding_amount}, {your_company}, {payment_method}, {payment_details}. On a single-payment project {installment_label} stays empty and its line disappears.
Notification for a single due date
The reminder that reaches you: {company}, {title}, {installment_label}, {due_date}, {amount}, {your_company}, {days_late}. Net payable means the amount actually payable.
Due-date summary
The cumulative email to you: {your_company}, plus counts and lists.
| Variable | Name in the menu |
|---|---|
{overdue_count} / {overdue_list} |
Number of overdue subscriptions / List of overdue subscriptions |
{due_soon_count} / {due_soon_list} |
Number of upcoming subscriptions / List of upcoming subscriptions |
{overdue_jobs_count} / {overdue_jobs_list} |
Number of overdue client projects / List of overdue client projects |
{due_soon_jobs_count} / {due_soon_jobs_list} |
Number of upcoming client projects / List of upcoming client projects |
{overdue_installments_count} / {overdue_installments_list} |
Number of overdue installments / List of overdue installments |
{due_soon_installments_count} / {due_soon_installments_list} |
Number of upcoming installments / List of upcoming installments |
Document emails
Issued documents use their saved payment instructions and method, including resends and payment reminders. A later IBAN change does not update them. Due-date notices without a document use the current method instead.
In the standard text under Settings → Email and alerts → Due dates, section Email for sending documents: {company}, {contact_person}, {your_company}, {document_type} (Document type), {document_number} (Document number), {document_date} (Document date), {amount}, {withholding_amount}, {due_date}. The sending window of a single document also has {payment_method} and {payment_details}: the right place to repeat the IBAN.
Write email on the client record has the four variables valid without a subscription or document: {company}, {contact_person}, {website}, {your_company}.
Which number the amounts write
Net payable always means, in emails, the amount actually payable (taxes included, after any withholding), the same word as the PDF and the record. Document total is always the gross amount (taxable base, taxes and stamp duty), also in the PDF, XML and CSV. Issued documents use their saved amounts: changing the company profile does not rewrite them.
The four document notice phases also offer Remaining to collect: what is still unpaid when the email is sent, after recorded collections and credit notes; before the first collection it may equal Net payable.
With withholding tax
Withholding tax is the amount retained by the client; Net payable remains the only amount to request from them. A €1,000 fee, 22% VAT and €200 withholding: Net payable writes €1,020, Withholding tax €200. For an occasional service of €1,000 with €200 withholding, the net is €800. When withholding does not apply its line disappears; Net payable stays.
The lines that disappear on their own
When a variable has nothing to write, the whole line containing it disappears, so the email never goes out with a "Download the document:" followed by nothing. This happens for {file}, {entries}, {installment_label}, {payment_method}, {payment_details} and {withholding_amount}. Net payable never disappears.
That's why they don't belong in the Subject, which is a single line: in the subject use the client name, the title and the date.
Restore default text
Under every standard text, Restore default text brings subject and text back to the factory ones (your edits are lost) and comes back when the text differs again. The factory text follows your company's tax profile: if you turn withholding tax on or off or change tax regime, press it to realign the notice; a text you already saved stays as saved until you restore it.