# Set up the order emails

> The status-triggered notification templates — subjects, bodies, placeholders, and testing them.

Source: CBX documentation, version 4.0 preview (unreleased). Canonical page: https://docs.configbox.at/docs/4.0-preview/admin-guide/orders/set-up-order-emails. Last updated 2026-07-20.

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> **Audience:** store admins · **Scope:** the Notifications screen · **Last reviewed:** 2026-07-20

**What this does** — Notifications are the emails your store sends by itself as orders change
status: order received, payment confirmed, shipped, quotation ready … Each template is tied to
**one order status** and can address the **customer**, the **shop manager**, or both. Set these
up once, and [processing an order](https://docs.configbox.at/docs/4.0-preview/admin-guide/orders/process-an-order) becomes "change the status — the email
takes care of itself".

## Steps

1. Go to **Notifications** and open a template (or **Add** one):

   ![A notification template](./img/notification-edit.jpeg)

2. The header fields:
   - **Name** — back-office label ("Payment Confirmation").
   - **Status Code** — the order status that fires this template (here: **Paid**). One template
     per status you want to communicate.
3. The **E-Mail to Customer** section:
   - **Send email** — the on/off switch for this recipient.
   - **Subject** — per language.
   - **Email HTML** — the body, per language, in a rich-text editor. Write it like a normal
     email and drop in **placeholders** where order data belongs — the demo template reads:

     > Dear `{firstname}` `{lastname}`! We have received your payment for order id
     > `{order_id}` and will ship as soon as possible. …  Kind regards, `{shopname}`

     Placeholders are replaced per order at send time — customer fields, order data, and your
     [store information](https://docs.configbox.at/docs/4.0-preview/admin-guide/settings/keep-store-information-current) (`{shopname}` etc.).
4. The **E-Mail to Shop Manager** section works identically — its own switch, subject and body.
   Use it for internal alerts ("New order {order_id} needs confirmation").
5. **Save**, then test: place a test order and move it through the statuses — every email should
   arrive, in the right language, with every placeholder filled.

## What happens next

From now on, each status change on an order fires its matching active template automatically —
whether the status was set by a payment provider (→ *Paid*) or by you in the order screen.

## Good to know

- **No email went out?** Check, in order: does a template exist for that exact status · is its
  **Send email** on · is the template's language content filled for the customer's language.
- The **quotation** flow has its own statuses (*Quotation requested*, *Quotation sent*) — give
  them templates too, or quote customers hear nothing. Whether the quote PDF is attached is a
  [customer-group switch](https://docs.configbox.at/docs/4.0-preview/admin-guide/commerce/set-up-customer-groups).
- Invoices can be emailed automatically when released — that's the **Send invoice via email**
  switch in **Settings → Invoicing**, separate from these templates.
- Keep bodies short and factual; the order details are in the customer's account and on the
  attached documents. A subject like "Your order {order_id} has shipped" beats prose.