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Mail merge & Invoices (article)

Susana Moleón
Susana Moleón
  • Updated

Sample uses

  • Letters or emails to customers
  • Letters or emails to suppliers
  • Envelopes
  • Invoices & receipts
  • Pre-travel information packs
  • Quotation responses, including tailor-made tour quotations
  • Accommodation vouchers

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Browse over 14 sample templates in the documentation library

How it works

We use a set of tokens - for example, %b_id% for booking ID - that can be used in emails and word processor documents. Wherever TourCMS finds a token in a template, it will be replaced with data from the booking itself.

You create a template (in a conventional word processor such as Microsoft Word) and these templates are uploaded in RTF (Rich Text Format). Go to TourCMS > Configuration > Booking templates (RTF). Templates may have graphics, colors, and images. You can print out the documents on your own headed paper if you wish. 

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Here you can insert the file:

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Along with booking information, tour content can also be pulled into the templates. This enables documents such as tour specific pre-departure information packs to be produced.

Example

In this simple example, a confirmation email is generated by using the following template...

Dear %primary_contact_name%,

Thank you for your booking for the %t_name_web% tour starting on %start_date_display%.

Kind regards, 

%user_fullname%

...which gets converted to...

Dear Mr. John Smith,

Thank you for your booking for the Grand Spanish Adventure tour starting on 1 Jul 2011.

Kind regards

Peter Jones

Further information about the documentation template system can be found in the Documentation manual (Emails / Invoices)