Insert dynamic link / field related to a transaction with an email

[Ben34]

Hi there,

I would like to know if it's possible to add a field related to a transaction within an email template.

Let me explain what I'd like to achieve: I create quote in HubSpot, once a quote is signed, a workflow is triggered and we send the data to our billing system (internal tool) and then new data field are populated in the transaction: invoice number / invoice PDF / invoice link.

I want to create an email where I can add those info dynamically in order to send an automatic email with the invoice.

Thanks for your help!

Ben

[JG-BBDBoom]

Hi Ben!

There are a few different ways you can go about inserting a dynamic link or field related to a transaction with an email. The first option would be to use an HTML tag that will automatically insert the information from the transaction into the email. However, this method can be quite difficult to set up. Another option would be to create a custom script that will retrieve the information from the transaction and insert it into the email template. This method is usually more reliable, but can take some time to set up. Finally, you could use a 3rd party service that specializes in handling this type of data for you. This is often the easiest solution, but can be more expensive than other options. 

I would try to do the following in order to create a dynamic link or field related to a transaction with an email:

1. Go to the Emails tab and select New Email.
2. Choose the template you want to use, or create a new one.
3. In the body of the email, type your text. You can also use merge fields to include information from your contact's record automatically. To insert a merge field, type {{ and then the name of the field you want to insert. For example, if you want to include the contact's first name in your email, type {{First Name}} . HubSpot makes it easy to create dynamic invoices by using merge tags. You can insert these tags into your email template and they will automatically populate with the correct information from your HubSpot account. To use a merge tag, simply type {tag_name} into your email template and HubSpot will replace it with the appropriate information.

Tag names for common pieces of information that you might want to include on an invoice are:

{invoice_number} - The unique number assigned to this invoice
{invoice_date} - The date the invoice was created
{due_date} - The date the invoice is due
{amount_due} - The total amount due on the invoice

4. Click Send Test Email to send yourself a test email or click Save & Close when you're done editing.

Any further questions, happy to help!

James