Email lets you compose and send messages to clients, attach invoices or other files, fill in template variables, and keep a complete log of everything you've sent. Every message is delivered through Ceum's mail provider and recorded in your email log with its delivery status.
What you can do
Open Email to browse your email log of every message you've sent, compose a new message, or open your email templates to view and edit them.
Composing a message
The compose page has:
- Client — required. Picking a client auto-fills the To field with their email.
- To, Cc, Bcc — recipient fields.
- Subject — supports template variables written as
{{name}}. - Body — multi-line, with the same variable substitution.
- Attachments — files or invoices; see below.
As you type, the subject and body are checked: any {{variable}} that isn't part of the current template warns you before you send.
Templates and variables
There are five built-in templates, each with its own fixed set of variables:
- Message to client — client name, your message, your name.
- Send invoice — client name, invoice number, amount, currency, due date, your name.
- Overdue reminder — the same as Send invoice, plus days overdue.
- Project email — client name, project name, your message, your name.
- Task email — client name, task name, project name, your message, your name.
You can edit the default wording of each template on the email templates page, but the variables available for each one are fixed.
Attachments
You can attach:
- A file — any file you upload, such as a PDF, image, Word, or Excel document.
- An existing invoice PDF — reuses the invoice's already-generated PDF.
- A freshly generated invoice PDF — generates a new PDF from an invoice on the spot.
When you attach an invoice, the recipient must match the invoice's client email — the form blocks a mismatch so you don't send an invoice to the wrong person.
The email log
The email log lists every message with its recipient, subject, date, delivery status, and template. You can filter by status, template, date range, or free text across the recipient, subject, and body. Expand a row to see the rendered message and download its attachments. Logged emails are also surfaced in global search.
Quick send from an item
Choosing Email from a client, invoice, project, or task opens the compose form already filled in for you:
- From a client — the Message-to-client template, with the client's name filled in.
- From an invoice — the Send-invoice or Overdue-reminder template (chosen by the due date), with the invoice number, amount, currency, and due date filled in, and the invoice queued as an attachment.
- From a project — the Project-email template, with the project name filled in.
- From a task — the Task-email template, with the task and project names filled in.
Tips and edge cases
- Every send is logged. A sent message is delivered and recorded in your email log with its delivery status; a failed send shows the error on its log row.
- Template variables are fixed. If you need extra dynamic content, write it directly into the body, or compose without a template.
- Invoice attachments check the client's email. If a client has no email on file, you can't send them an invoice until you add one.
Sending limits
To prevent runaway or accidental bulk sending, each account is capped on how many emails it can send within a rolling time window:
- Default limit — 20 emails per 24 hours, measured as a floating window (the last 24 hours from right now), not a fixed calendar day.
- Live count — only successfully sent messages count toward the limit.
- When you hit the limit — the compose page shows a banner explaining the limit and the Send button is disabled. As older messages age out of the 24‑hour window, capacity frees up again and you can send once more.
- Per-account overrides — an administrator can raise or lower both the global default and the limit for an individual user, or turn throttling off entirely.
If a send is rejected for exceeding the limit, you'll see an error explaining how many of your allowance you've used.
Recipient changes
Picking a client fills To with their saved email. If you then change To to a different address, a warning appears so an unintended recipient change doesn't go unnoticed — the message is still sendable, the warning is just a heads-up.
On mobile
The mobile app covers reading and sending:
- Read the log and compose — browse sent emails, open one for its rendered detail and attachments, and compose a new message with template selection, client recipient autofill, device-file and invoice-PDF attachments, and the same send-quota banner.
- Templates are read-only — you can apply a template when composing, but creating, editing, and deleting templates is web-only.