General email settings
Breww sends a lot of email on your behalf: invoices, credit notes, delivery notes, purchase orders, price lists and account statements. The General email settings page is where you set the defaults for all of them, so that every document that leaves Breww is worded and addressed the way you want.
To get there, go to Settings -> Email settings -> General email settings. You'll need the Settings permission to open this page.
The page is split into collapsible sections, one per document type. Click a section heading to expand it, change what you need, then press the save button at the bottom of the page. Settings are saved for the whole page at once, so you can edit several sections before saving.
Trade store emails (invitations, access confirmations and trade store order confirmations) are not set here. They are worded per store, so you'll find them in your trade store's own email settings. A link appears at the top of this page when you have a trade store.
The buttons at the top of the page
| Button | What it does |
|---|---|
| Send test email | Opens a form to send yourself (or anyone else) a one-off email using your current send-from address, reply-to and domain setup. The best way to check your settings work before a customer sees them. |
| View sending logs | Opens your email sending logs. This button only appears once Breww has sent its first email for your account. |
| Manage sending domains | Where you authorise your own domain name, so emails can come from your address rather than Breww's. See Using your email domain. |
| View recent changes to these settings | A full audit history of who changed which email setting and when. |
General email settings
These apply to every email Breww sends on your behalf, unless a more specific section overrides them.
Email send-from address
The address your emails appear to come from. You can only enter an address on a domain you have already verified, and Breww will show an error if you try to use anything else. Once a domain is verified you can use any address at that domain, even one that can't receive email (such as [email protected]).
Leave it blank and Breww sends from a generated @breww.email address based on your account name.
Send from name override
The display name recipients see next to the from address. Leave it blank and your Breww account name is used.
This is also the value behind the {{ business_name }} variable in your email templates. If you run more than one trading entity, an individual set of invoicing details can carry its own send-from name override, which takes priority over this one.
Email reply-to address
Where replies go when a recipient hits reply. This is useful when you send from an address that can't receive email. You can enter more than one address, separated by spaces, new lines, commas or semicolons.
Breww won't let you set a reply-to that is identical to your send-from address, because in that case you don't need one at all.
Each document section below has its own reply-to override, which is used instead of this default for that document type.
Automatically add current user to reply-to
When ticked, the email address of whoever is sending the document is added to the reply-to list alongside your default. Handy when you want customers to reply directly to the person who sent the invoice, rather than a shared inbox.
This applies to invoice emails, purchase order emails and test emails. It is off by default.
Track when emails are opened
Turns on open tracking for your account, so the email logs can show an "Opened" event for a message.
Open tracking works by embedding a tiny invisible image in your emails. Please check your local privacy regulations, such as GDPR, before enabling this.
This setting only takes effect once Breww has sent its first email for your account.
Invoice emails
Email subject and email body for invoice emails
The default subject line and message body used whenever an order or invoice is emailed, both manually and automatically. The subject is required.
You can use variables in either field, and Breww swaps them for the real values as each email is sent:
| Variable | What it becomes |
|---|---|
{{ document_title }} |
The word "Order" or "Invoice" (depending on status) followed by the number |
{{ invoice_total }} |
The gross total of the invoice |
{{ amount_due }} |
The total minus any payments or credit allocations |
{{ due_date }} |
The date payment is due |
{{ business_name }} |
Your business name |
{{ billing_name }} |
The billing name on the invoice |
{{ billing_address_first_line }} |
The billing address first line on the invoice |
{{ delivery_name }} |
The delivery name on the invoice |
{{ delivery_address_first_line }} |
The delivery address first line on the invoice |
{{ po_number }} |
The PO number entered on the invoice, or blank if not set |
//INVOICE_URL// |
The URL of the customer-facing online invoice |
To link to the online invoice from the body, use the link button in the editor toolbar and set the URL to //INVOICE_URL//. That points at the same page as the share link on the invoice itself.
CC and BCC email addresses for invoice and credit note emails
Addresses that are copied in on every invoice and credit note email, including ones Breww sends automatically and invoice due reminders. You can enter several addresses, separated by spaces, new lines, commas or semicolons.
Automatically CC the user sending invoice emails
When ticked, the person pressing send is added to the CC list of the invoice email form. They can still remove themselves before sending.
Email reply-to address override for invoice emails
Used instead of your general reply-to address on invoice emails.
Include a UBL XML invoice
When ticked, invoice emails carry a UBL (Universal Business Language) XML file alongside the PDF. It contains the same information as the PDF but in a format designed to be read by accounting software rather than a person. Leave it off unless a customer has asked for it.
Internal accountant emails
Breww can email an invoice to your own accountant from the invoice page, rather than to the customer.
- Email address for brewery accountant pre-fills the "Email to" box on that form.
- Email body pre-fills the message.
Both are only defaults. You can change them on each send.
Delivery note emails
Automatically send delivery note PDF by email to customer
Choose between:
- Never automatically send (the default)
- Automatically send when delivery is completed, sent 10 minutes after completion to give time for signatures to be added
Individual customers can override this on their own record, including an option to follow your account setting. See Sending automatic invoice and delivery note emails for how Breww picks the recipient addresses.
Email body, CC, BCC and reply-to for delivery note emails
The default message and copied-in addresses for delivery note emails. Automatically CC the user sending delivery note emails adds whoever completed the delivery to the CC list on automatic sends.
Credit note emails
Set the default email body for credit note emails, an optional reply-to override, and whether to automatically CC the user sending them.
Credit notes use the same CC and BCC addresses as invoices, set in the Invoice emails section above. There is no separate list for them.
Purchase order and inventory receipt emails
The default email body, CC, BCC and reply-to override used when you email a purchase order to a supplier.
Type {{ supplier_name }} in the body and it is replaced with the supplier's name, for example "Dear {{ supplier_name }}, here is our latest order...".
Automatically CC the user sending purchase order emails adds the sender to the CC list on the send form.
Price list emails
The default subject line, email body and reply-to override for emailing a price list to a customer.
If you leave the subject blank, Breww falls back to your account name followed by "price list" and today's date.
Low inventory notifications
Enter one or more addresses here and Breww will email them when a stock item drops to or below its reorder quantity. Leave it blank to turn the notifications off entirely.
Breww checks every hour and sends a single email listing all the stock items that need reordering, with a link to each one. An item is only reported once, and won't be reported again until its stock rises back above the reorder quantity and falls below it again.
These notifications come from Breww's own address rather than your verified sending domain, because they are internal alerts for your team rather than emails to a customer.
Changing the address here resets any items already reported, so the new address receives a notification for everything that is currently low. This is deliberate, so a new recipient isn't left unaware of existing shortages.
Account statement emails
Subject, body and addresses
Set the default subject line and email body for account statement emails, along with CC, BCC, automatically CC the user sending and a reply-to override.
Two variables are available in the subject and body:
| Variable | What it becomes |
|---|---|
{{ business_name }} |
Your business name |
{{ customer_name }} |
The customer's name |
Attachment format
Choose what gets attached to a statement email:
- PDF and Excel (the default)
- PDF only
- Excel only
Sending outstanding statements automatically
Tick Send outstanding account statement emails automatically and set a schedule, and Breww will email every customer who has an outstanding balance without you having to do anything.
- A schedule is required once the tick box is on. We'd recommend monthly on the 1st at midnight.
- The schedule can't run more often than every 7 days.
- Use the Preview recipients button to see exactly which customers would be emailed if the schedule ran right now, and which address each one would go to.
A customer is included when they have at least one finalised, unpaid invoice and their settings allow automatic emails. Where a parent company consolidates invoices for its sub-customers, the parent company receives the statement instead of the individual customers. See How do I find/send a customer's statement? for more on statements themselves.
FAQs
Why can't I enter my own email address as the send-from address?
Breww only accepts a send-from address on a domain you have verified. Add and verify the domain first under Manage sending domains, then come back. See Using your email domain.
What's the difference between reply-to and send-from?
Send-from is the address the email appears to come from, and it has to be on a verified domain. Reply-to is where replies land, and it can be any address at all. If you send from an address that can't receive mail, set a reply-to so customers can still get back to you.
I set a reply-to override but replies still go somewhere else
Check the form you sent from. Most send forms let you edit the reply-to for that one email, and whatever is in the form wins over the setting.
My changes didn't save
The page saves all sections at once with the button at the bottom. If a field in a collapsed section has an error, the section is expanded automatically so you can see it, and nothing on the page is saved until the error is fixed.
How do I check my settings actually work?
Use the Send test email button at the top of the page. It sends a real email using your live send-from address, reply-to and domain setup, so you can see exactly what a customer would receive.