# Order emails and documents

The emails your buyers and your team receive, the shared header and footer, and the invoices, receipts and slips you print.

For: Everyone running a shop

## The Order emails page

Order emails, under Shop, opens Emails and documents, with three tabs: Design, Emails and Documents. Header, footer and company details are shared by every email and every printed document: order emails, back-in-stock alerts, the subscriber welcome, invoices, receipts, packing slips and despatch notes.

Design sets the header style (your logo above a thin line, on a coloured band or above a wide picture), the logo size, the colours, which follow your website theme until you choose others, the font and the corners, and whether each item shows a small picture. The company details hold your company name and number, business address, footer text, sign-off, a disclaimer and up to five footer links.

Walkthrough: Emails and documents (Emails and documents)

1. **Design, Emails, Documents**: The look, the words, and the printed documents.
2. **Shared details**: The header, footer and company details used on every email and document.
3. **Every email**: One for each moment of an order, plus one per stage.

## The words of each email

Emails lists the order confirmation, the new order email to you, order sent, refund and cancellation, plus one for each of your stages. The order confirmation and the new order email are part of every order, so they always send; the others send when switched on.

Each email has its own subject, preview text, heading and paragraphs. Insert a detail adds things like the order number at the cursor. Order details shown picks the parts below the words: items, totals, delivery and contact, tracking and the customer's note; a part with nothing to show is left out by itself. Add a button and a footer note for that email only, preview it on a computer or a phone, and send a test to yourself.

Walkthrough: Changing the words of an email (Emails and documents)

1. **Always sent**: The order confirmation and the new order email are part of every order.
2. **Send this email**: The others send only when switched on.
3. **Subject and heading**: Your own words, with a preview text line for inboxes.
4. **Insert a detail**: Such as the order number, at the cursor.
5. **Order details shown**: Items, totals, delivery, tracking and the customer's note. Empty parts are left out.
6. **Computer or phone**: See the preview at either width.
7. **Send me a test**: The real thing, in your own inbox.

1. Open Order emails and choose the Emails tab.
2. Pick an email and change its words.
3. Check the preview, send yourself a test and save.

Note: Reset puts an email's wording back to the CubeSites default. Whether it sends stays as it is.

## Invoices, receipts and slips

Four documents are printed from each order. The invoice has its own number and is downloadable from the buyer's order page; it is a VAT invoice when the shop is VAT registered. The receipt shows what the buyer paid. The packing slip goes in the parcel, with prices only if you switch them on. The despatch note is for your packing bench: the address, the delivery method and what to pick.

Documents, in Shop settings, switches invoices on or off, sets the invoice number prefix (numbers follow on from the last, such as INV-0001), whether packing slips show prices, and a note for invoices and receipts and another for slips. Each invoice is numbered the first time it is made, in sequence for the website.

Walkthrough: The four documents (Previewing documents)

1. **Invoice, receipt, slip and note**: Each printed from an order, in your design.
2. **What each is for**: The invoice has its own number, and is a VAT invoice when you are registered.
3. **A sample order**: Drawn with your saved settings.

## Previewing documents

The Documents tab draws each document with a sample order, using your saved settings. Some browsers do not show PDFs inside a page: if the preview stays blank, open it in a new tab or download it.

From an order, Print opens the document as a PDF in a new tab, ready to print.

Walkthrough: When a preview stays blank (Previewing documents)

1. **Some browsers hide PDFs**: Nothing is wrong with the document.
2. **Open in a new tab**: Your browser's own PDF viewer shows it.
3. **Or download it**: And open it with any PDF reader.

- [ ] A logo that is a PNG or JPEG
- [ ] Company name, number and address filled in
- [ ] An invoice prefix you are happy with
- [ ] A test of the order confirmation in your own inbox

## Can I switch off the order confirmation?

No. It is part of every order, so it always sends, but you can change its wording.

## Where do new order emails go?

To the address under Order emails to, in the Advanced section of Shop settings. Empty sends them to the workspace owners.

## The PDF preview is blank. What now?

Your browser does not show PDFs inside a page. Open it in a new tab or download it instead.

## Related guides

- [Orders](/help/shop/orders)
- [Prices, offers and VAT](/help/shop/prices-offers-and-vat)
- [Refunds and changes](/help/shop/refunds-and-changes)
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CubeSites is a trading name of Cube Systems Limited, part of Crushed Ice Group. Registered in England and Wales, company number 17220899. Registered office: Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP. ICO registration number ZC216972.

Contact: hello@cubesites.co.uk | 01234 672 617 | https://cubesites.co.uk/contact