Start with Siteline’s default messaging, then customize the subject line and email copy to match your company’s voice and customer relationships. Siteline automatically fills in project-specific details, such as the pay app number, amount due, submission date, and due date, when each reminder is sent.
Important: Editing an email template does not turn automated reminders on. Reminders must be enabled for each project using the project-level Collections settings.
Open the Email templates tab
Click Collections in the main navigation.
Click the Email templates tab.
The page displays the templates that power automated collections reminders across your projects.
Understand the three reminder types
The templates are organized into three groups based on when the email is sent:
Pay app confirmation
Asks the GC or customer to confirm receipt of a submitted pay app.
Upcoming payment deadline
Reminds the customer that the estimated payment due date is approaching.
Payment overdue
Follows up after an invoice becomes past due.
Click the caret arrow next to a reminder type to expand or collapse its templates.
Understand the template variations
Each reminder type can include separate templates for:
Net terms
Pay when/if paid
Textura
Other GC portal
Separate templates allow the message to reflect how the pay app was submitted and how payment timing is determined.
For each template, you can see:
Projects: The number of projects currently using that template.
Last edited by: The person who most recently changed the template.
If the Siteline logo appears under Last edited by, the template is still using Siteline’s original default messaging. If a team member has customized it, their name and initials will appear instead.
Edit an email template
Expand the reminder type you want to update and then click the appropriate template variation, such as Net terms or Textura.
Click inside the subject line or message and begin editing.
Add message variables where you want Siteline to insert project-specific information. When you click a variable, it will insert that variable into the message where your cursor is. (More information about variable is available in the next section.)
Click Save changes.
The Save changes button is initially unavailable. It turns blue after you make a change to the subject line or message.
Your changes will apply to every linked project where that specific reminder template is active.
Add message variables
Message variables let you personalize automated reminders without manually rewriting the email for every project or pay app.
Available variables may include:
Amount due
Days aged
Due date
Pay app month
Pay app number
Project description
Recipients
Sender first name
Subcontractor company name
Submission date
Submission month
Textura draw number
Time since submission
To add a variable:
Click in the subject line or message where you want the information to appear.
Click the desired variable in the Message variables panel.
Siteline inserts the variable at the location of your cursor. When an email is sent, the variable is replaced with the corresponding information for that pay app or project.
Variables that are not available for the selected template appear disabled.
Move between template variations
Use the buttons in the upper-right corner to move between the Net terms, Pay when/if paid, Textura, and Other GC portal versions of the selected reminder.
This lets you review or update every variation of the reminder without returning to the main Email templates page.
Be sure to save any changes before moving to another variation.
Review linked projects
Below the template editor, the Linked projects section shows the projects currently using that template.
You can:
Scroll through the project list
Search for a project using the search box
Review the project number, project name, and general contractor
Click a project to open it directly in Siteline
Opening a project gives you access to its pay apps, schedule of values, forecast, change orders, project-level Collections tools, and settings.
Return to the template library
Click the back arrow in the upper-left corner to return to the main Email templates page.
Tips for customizing collections emails
Keep the tone clear, professional, and consistent with how your team normally communicates.
Include a direct next step, such as confirming receipt or providing an expected payment date.
Use variables instead of entering project-specific details manually.
Review every variation of a reminder type, since Net terms, pay when/if paid, and portal-based projects use different templates.
Check the linked project list before saving to understand where your changes will apply.
Remember that customizing a template does not activate reminders for projects that are not already using them.
Turn on automated collections reminders
Automated reminders are managed at the project level.
To turn reminders on, choose recipients, and set when each email should be sent:
Open the project and click the project-level Collections tab.
Click Reminder settings or Automated client reminder settings.
Enable the reminders you want to use by setting the radio button to On for the emails you want. You can also tweak and set their timing.
Select the left arrow in the upper left to return once done.
Once active, the project will use the corresponding company template from the Email templates tab.
Tip: If you want to essentially reset to default settings, select the Revert to inherited button.
Tip: Select the Edit templates button in the upper right to shortcut back to the template editor.
