Emails & notifications
Every email Proofed sends (proof-ready, reminders, approval and revision alerts), plus subjects and copy, email styles, font pairings, white-label, and custom sending domains.
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, with production file download links |
| Revision requested | You | The customer requests changes, with 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 in Settings > Branding 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, drag-and-drop a logo (PNG, JPG or SVG, max 2 MB; transparent PNG works best) and it heads every email and the portal.
White-label emails (Studio+)#
A single toggle in Settings > Branding removes the "Powered by Proofed" footer and the "via Proofed" sender suffix from every email: customers see only your brand, e.g. "Lulu Labels" alone.
To remove Proofed from the email address too, pair it with a custom sending domain. Emails then come entirely from you, like info@yourstore.com.
Email style & fonts (Studio+)#
Also in Settings > Branding, two dropdowns restyle the customer emails:
- Email style: Classic (card layout with a header band) or Plain (minimal, letter-style).
- Font pairing: System (default), or five Google Font pairs: Elegant (Playfair Display / Source Sans), Editorial (Lora / Inter), Modern (DM Serif Display / DM Sans), Friendly (Nunito / Nunito Sans), and Geometric (Poppins / Inter).
Web fonts display in email apps that support them (Apple Mail, iOS Mail); Gmail, Outlook and Yahoo show a matching fallback instead. Preview both styles in the email editors on the Settings page.
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#
- Custom Domains: send from your own address and serve proof links on your subdomain
- 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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