Emails & Notifications
Every email Proofed sends — proof-ready, reminders, approval and revision alerts — plus how to customise subjects, headings, body copy, and branding.
Proofed keeps everyone informed automatically: customers hear when proofs are ready (and get nudged if they go quiet), and you hear the moment they decide. The two customer-facing emails are fully customisable.
Customise them live#
Edit the fields and watch the email update. The defaults and template variables here are exactly the app's.
Customise the customer emails
Variables: {{orderNumber}} {{customerName}}
Lulu Labels via Proofed · to Sam
Your proof for order #1049 is ready to review
Lulu Labels
Your proof is ready to review
Your design proof for order #1049 is ready. Please review it and let us know if you'd like to approve it or request any changes.
Review your proof →Sent with Proofed · replies go straight to your inbox
Live preview — highlighted values are filled in per order.
The four emails#
| Goes to | Sent when | |
|---|---|---|
| Proof ready | Customer | You click Send to customer |
| Reminder | Customer | You click Send reminder on a waiting order |
| Order approved | You | The customer approves — includes production file download links |
| Revision requested | You | The customer requests changes — includes their comments verbatim |
The two customer emails are editable; the two merchant alerts are standardised so nothing important gets edited away.
What you can customise#
For Proof ready and Reminder, all four fields are yours:
- Subject — the inbox line
- Heading — the large title inside the email
- Body — the message copy (line breaks preserved)
- Button label — the call-to-action text (default: "Review your proof →")
Two variables are substituted per order, anywhere in any field:
{{orderNumber}}— the Shopify order number{{customerName}}— the customer's first name (falls back sensibly if the order has no name)
You can restore any single field — or a whole email — back to the default at any time from Settings.
Sender, replies & branding#
- From name — emails arrive from "Proofed" by default. On Studio and above, set your own sender name and they arrive as, say, "Lulu Labels via Proofed".
- Reply-to is your shop email — when a customer hits reply, it lands in your inbox, not ours.
- Your logo — on Studio and above, your uploaded logo heads every email (and the portal).
The approval email doesn't just notify you — it links the production files (cut PDF, cropped PDF, proof PNG) for every approved artwork, so you can go straight from inbox to production.
Related guides#
- Reminders — cooldowns and best practice for nudging customers
- The Approval Portal — where the email buttons lead
- Plans & Billing — which plans include custom branding
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