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Documents and contracts

How to create a reusable proposal or contract template

Go to Payments › Documents & Contracts › Templates, click New › Create New Template, build the document with text, images, a product list, variables and signature fields, then save. Every new proposal then starts from the template in seconds, manually or through a workflow.

Updated on

Before you start

  • You need access to Payments in your account.
  • Have the contract or proposal text ready (clauses, service description) and your logo as an image.
  • If you want to show prices, create the products first in Payments › Products.
Where to find it

Payments › Documents & Contracts › Templates › New › Create New Template

Step by step

Create the template

  1. In the left menu, open Payments and click Documents & Contracts.
  2. Open the Templates tab (make sure you're in Templates, not "All Documents": only templates can be reused and sent through workflows).
  3. Click New › Create New Template and give it a clear name, for example "Service Proposal".
  4. Use Add Element to build the document:
    • Image for your logo or a header;
    • Text for terms, service description and clauses;
    • Product List for items and prices from your catalog (show or hide each product's picture with Show image in list);
    • Variables (client name, email, date…) so the details fill in automatically on each send;
    • Signature for the client to sign, plus Date, Initials or Text Field if needed.
  5. Click each signature field and, under Properties › To be signed by, choose who signs: the contact, a specific team member, or Sender (whoever sends the document).
  6. Click Save.

Use the template

  1. For a one-off proposal: in Documents & Contracts, click New › Import from Template Library, pick the template, add the recipient and send.
  2. For automatic sending: in a workflow, use the Send Documents & Contracts action and pick the template (see the article on sending documents through a workflow).

Turn an existing document into a template

  1. In All Documents & Contracts, open the document's three-dot menu (⋮).
  2. Choose Convert to Template and name it.

Tips

  • Choose Sender for your team's fields: the same template then works for any salesperson without editing it.
  • Save blocks you repeat (pricing table, clauses) with Add to Content Library and drag them into new templates from Content Library › Custom.
  • You can edit a template any time from the Templates tab.

Common problems

  • The template doesn't show up in the workflow action → You created a document instead of a template, or didn't click Save. Check the Templates tab and save again.
  • I changed the template but old documents didn't change → That's expected: changes only apply to documents created from then on. Documents already sent or in drafts stay as they were.
  • The client can't see where to sign → The signature field isn't assigned. Click the field and pick the recipient under To be signed by.
  • Variables show as code in the sent document → Insert variables from the editor's variables menu instead of typing them, then save the template.

Frequently asked questions

Can I have several templates?

Yes. Create one per document type (proposal, service agreement, quote) and organize them in the Templates tab.

Can I collect payment from a template?

Yes. With a product list in the template, you can enable payment on signing in the document's payment settings.

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