Explore how to create document templates that fill in order, company and contact details automatically.
This article covers:
- Where to find document templates
- How to create custom document templates
- How to edit or delete existing custom templates
- How to populate templates with dynamic data (tags)
- Full list of document tags
- How to use a document template for an order
- How to add tags to a Word document
- Frequently asked questions
Where to find document templates
Click Settings → CRM → Document templates:
How to create custom document templates
- Scroll to Custom templates and click Create template:
- In the Details tab:
- Enter a template name
- Click the dropdown to select or limit the roles that can use the template. Existing child roles don't inherit the parent role's access to documents. You'll need to add each child role separately to give them access.
- Tick the Activate template box if you want to make the template available after it's been saved
- Custom templates are available at Order: - Click the Design tab or Next step Design to continue:
- Select the number of cells for the first row:
- Select the first cell you want to edit and select text, image or product table:
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Depending on your cell choice, you have different ways to customise.
Customising text cells
You can customise:
- Text alignment
- Change padding
- Toggle to set the cell background colour
Customising image cellsClick Select image to add images from your Image bank or your computer:
You can adjust image width (1), align (2), and add a link for users to visit when they click (3):
To include a caption underneath the image, click the toggle next to Show text field underneath image:Customising product tables
To add a product table, select a full row:
When you select a product table, Upsales gives you a basic template to customise.You can include 1 product table per template, with a maximum 5 columns per product table
Click the toggle to include/exclude, click to align left or right, click and hold to rearrange, and click to rename (useful for custom fields):
To add a column, click Add column:
You can choose a behaviour tag and customise the column name:
Other toggle options:
- Price summation: Displays order and total prices
- Product description: Displays below the product name
- Discounts: Include product discounts
- VAT: Adds VAT to the prices. Choose the VAT rate (6%, 12% or 25%) and, under Show prices, choose Incl. VAT or Both excl. and incl. VAT. With both, Price on product rows sets which price the product rows show.
- To add more rows, hover where you want to insert and click the + that appears:
- To edit the row of cells, click the Row tab:
- This includes a toggle to set the row as full width of the document:
- To edit all rows and cells, click the Settings icon:
- To adjust header, footer, and add page margins to the top and bottom of the template, click the toggles:
-
You can also insert dynamic data that automatically updates based on the information you have in Upsales. Click Available tags and select from Order, Company, and Contact:
To check the result, click Preview and select an order to preview.
You can also copy a template you've created instead of starting from scratch. Hover over the template in Custom templates and click the copy icon:
How to edit or delete existing custom templates
To edit a custom template, click it in the Custom templates list. To delete it, hover over the template and click the trash icon. The eye icon opens a preview of the template:
How to upload your templates
You can upload your own templates.
Templates must be .doc files of at most 8MB.
Either create these from scratch, or download and edit the two Upsales templates:
After you have created the document for upload:
- Under Uploaded templates, click Upload template:
- Enter the Template name
- Select if you want to restrict permission access to specific roles
- Under The template is available at, choose where the template can be used: Order, Subscription, Companies and contacts, Activity & Appointment, or one of your custom objects
- Drag the .doc file onto the upload area, or click the area to choose the file:
How to populate templates with dynamic data (tags)
You can make your document templates automatically update with the right information every time. For example, company name, customer name, product, date, plus much more. It's done using tags.
In the example below. tags are highlighted in grey and will update dynamically. You just need to have the data in Upsales for the tag:
How to view available tags
- Click Settings → CRM → Document templates
- Click 'Show list of available tags':
- Copy & paste the chosen tag into your document template
Full list of document tags
Company, contact, date and user tags work in every template. Tags for your own custom fields, product categories and custom objects are specific to your account. Find them under Show list of available tags on the Document templates page.
- Company tags
- Contact tags
- Date tags
- Your user tags
- Activity & appointment tags
- Order tags
- Subscription tags
Company tags
| Company: ID | Cl_ID |
| Company name | Cl_Name |
| Postal address | Cl_Address |
| Postal address: Postcode | Cl_Zipcode |
| Postal address: City | Cl_City |
| Postal address: State | Cl_State |
| Postal address: Country | Cl_Country |
| Visit address | Cl_Address_Visiting |
| Visit address: Postcode | Cl_Zipcode_Visiting |
| Visit address: City | Cl_City_Visiting |
| Visit address: State | Cl_State_Visiting |
| Visit address: Country | Cl_Country_Visiting |
| Billing address | Cl_Address_Invoice |
| Billing address: Postcode | Cl_Zipcode_Invoice |
| Billing address: City | Cl_City_Invoice |
| Billing address: State | Cl_State_Invoice |
| Billing address: Country | Cl_Country_Invoice |
| Delivery address | Cl_Address_Delivery |
| Delivery address: Postcode | Cl_Zipcode_Delivery |
| Delivery address: City | Cl_City_Delivery |
| Delivery address: State | Cl_State_Delivery |
| Delivery address: Country | Cl_Country_Delivery |
| Other address | Cl_Address_Other |
| Other address: Postcode | Cl_Zipcode_Other |
| Other address: City | Cl_City_Other |
| Other address: State | Cl_State_Other |
| Other address: Country | Cl_Country_Other |
| Company: Phone | Cl_Phone |
| Company: Fax | Cl_Fax |
| Company website | Cl_Web |
| Company notes | Cl_Notes |
| Account manager | Cl_User |
Contact tags
| Contact: ID | Co_ID |
| Contact name | Co_Name |
| Contact phone | Co_Phone |
| Contact mobile phone | Co_Cellphone |
| Contact email | Co_Email |
| Contact title | Co_Title |
| Contact notes | Co_Notes |
Date tags
| Today | Today |
| Today + 10 days forward | Today_Plus_10 |
| Today + 15 days forward | Today_Plus_15 |
| Today + 20 days forward | Today_Plus_20 |
| Today + 30 days forward | Today_Plus_30 |
| Today + 38 days forward | Today_Plus_38 |
| End date | LastDay |
Your user tags
| Logged in user: Name | MyName |
| Logged in user: Email | MyEmail |
| Logged in user: Phone | MyPhone |
| Logged in user: Mobile phone | MyCellPhone |
| Logged in user: Title | MyTitle |
Activity & appointment tags
| Activity ID | Act_ID |
| Date | Act_Date |
| Time | Act_Time |
| Description | Act_Description |
| Username | Act_User |
| Name on activity type | Act_Type |
| Notes | Act_Notes |
| Appointment contact persons name (Other contact tags does not work with appointments) | Meeting_Contact_Names |
| Campaign name | Project_Name |
| Campaign sales target | Project_Quota |
| Campaign sales target without currency | Project_Quota_NC |
| Campaign start date | Project_StartDate |
| Campaign end date | Project_EndDate |
| Campaign notes | Project_Notes |
Order tags
| Order: ID | Order_ID |
| Description | Order_Description |
| Notes | Order_Notes |
| Date | Order_Date |
| End date | Order_Close_Date |
| Ordervalue | Order_Total |
| Value without currency sign | Order_Total_NC |
| Value + 25% VAT | Order_Total_VAT25 |
| Value + 25% VAT without currency sign | Order_Total_VAT25_NC |
| Value + 12% VAT | Order_Total_VAT12 |
| Value + 12% VAT without currency sign | Order_Total_VAT12_NC |
| Value + 6% VAT | Order_Total_VAT6 |
| Value + 6% VAT without currency sign | Order_Total_VAT6_NC |
| Purchase cost | Order_Purchase_Cost |
| Purchase cost without currency sign | Order_Purchase_Cost_NC |
| Contribution margin | Order_Contribution_Margin |
| Contribution margin without currency sign | Order_Contribution_Margin_NC |
| 25% VAT | Order_VAT25 |
| 25% VAT without currency sign | Order_VAT25_NC |
| 12% VAT | Order_VAT12 |
| 12% VAT without currency sign | Order_VAT12_NC |
| 6% VAT | Order_VAT6 |
| 6% VAT without currency sign | Order_VAT6_NC |
| Order relation: Company ID | OCR_ID |
| Order relation: Company name | OCR_Name |
| Order relation: Company address | OCR_Address |
| Order relation: Company postcode | OCR_Zipcode |
| Order relation: Company postal state | OCR_State |
| Order relation: Company phone | OCR_Phone |
| Order relation: Company fax | OCR_Fax |
| Order relation: Company website | OCR_Web |
| Order relation: Company notes | OCR_Notes |
| Order relation: Company account manager | OCR_User |
| Order relation: Company visit address | OCR_Address_Visiting |
| Order relation: Company visit address: Postcode | OCR_Zipcode_Visiting |
| Order relation: Company visit address: City | OCR_City_Visiting |
| Order relation: Company visit address: State | OCR_State_Visiting |
| Order relation: Company visit address: Country | OCR_Country_Visiting |
| Order relation: Company billing address | OCR_Address_Invoice |
| Order relation: Company billing address: Postcode | OCR_Zipcode_Invoice |
| Order relation: Company billing address: City | OCR_City_Invoice |
| Order relation: Company billing address: State | OCR_State_Invoice |
| Order relation: Company billing address: Country | OCR_Country_Invoice |
| Order relation: Company delivery address | OCR_Address_Delivery |
| Order relation: Company delivery address: Postcode | OCR_Zipcode_Delivery |
| Order relation: Company delivery address: City | OCR_City_Delivery |
| Order relation: Company delivery address: State | OCR_State_Delivery |
| Order relation: Company delivery address: Country | OCR_Country_Delivery |
| Order relation: Company other address | OCR_Address_Other |
| Order relation: Company other address: Postcode | OCR_Zipcode_Other |
| Order relation: Company other address: City | OCR_City_Other |
| Order relation: Company other address: State | OCR_State_Other |
| Order relation: Company other address: Country | OCR_Country_Other |
| Start loop for products | TableStart_Products |
| End loop for products | TableEnd_Products |
| Order user name | Order_User |
| Order user email | Order_User_Email |
| Order user phone | Order_User_Phone |
| Order user mobile phone | Order_User_CellPhone |
| Order user title | Order_User_Title |
| Order user address | Order_User_Address |
| Order user postcode | Order_User_Zipcode |
| Order user state | Order_User_State |
| Product name | Prod_Name |
| Product number | Prod_Article_No |
| Product quantity | Prod_Quantity |
| Product quantity with decimals | Prod_Decimals_Quantity |
| Product price | Prod_Price |
| Product price without currency sign | Prod_Price_NC |
| Product value (price x quantity) | Prod_Sum |
| Product value (price x quantity) without currency sign | Prod_Sum_NC |
| Product category name | Prod_Cat_Name |
| Total discount | Total_Discount |
| Total discount without currency sign | Total_Discount_NC |
| Product discount | Product_Discount |
| Product discount without currency sign | Product_Discount_NC |
| Order value if products were sold at list prices | Product_ListPrice_Sum |
| Ordervalue if products were sold at list prices without currency sign | Product_ListPrice_Sum_NC |
| Ordervalue if products were sold at list prices | Order_ListPrice |
| Order value if products were sold at list prices without currency sign | Order_ListPrice_NC |
| Product discount (%) | Product_Discount_Percentage |
| Total discount in percentage | Total_Discount_Percentage |
| Total number of items in order | Order_Total_Quantity |
| Order row's list price | Prod_ListPrice |
| Order row's list price without currency sign | Prod_ListPrice_NC |
| Product value (price x quantity) + 25% VAT | Prod_Sum_VAT25 |
| Product value (price x quantity) + 25% VAT without currency sign | Prod_Sum_VAT25_NC |
| Order row purchase cost | Prod_Purchase_Cost |
| Order row purchase cost without currency sign | Prod_Purchase_Cost_NC |
| Order row total purchase cost | Prod_Purchase_Cost_Sum |
| Order row total purchase cost without currency sign | Prod_Purchase_Cost_Sum_NC |
| Order row contribution margin | Prod_Contribution_Margin |
| Order row contribution margin without currency sign | Prod_Contribution_Margin_NC |
| Order row total contribution margin | Prod_Contribution_Margin_Sum |
| Order row total contribution margin without currency sign | Prod_Contribution_Margin_Sum_NC |
| Campaign name | Project_Name |
| Campaign sales target | Project_Quota |
| Campaign target without currency | Project_Quota_NC |
| Campaign startdate | Project_StartDate |
| Campaign end date | Project_EndDate |
| Campaign notes | Project_Notes |
Subscription tags
| Subscription ID | Agreement_ID |
| Subscription description | Agreement_Description |
| Subscription start date | Agreement_Startdate |
| Subscription end date | Agreement_Enddate |
| Subscription invoice start date | Agreement_Invoice_Startdate |
| Subscription invoice start date plus one year | Agreement_Invoice_Startdate_Plus1Year |
| Subscription renewal date | Agreement_Renewal_Date |
| Subscription date for renewal activity | Agreement_Renewal_Activity_Created_Date |
| Subscription next order date | Agreement_Next_Order_Date |
| Subscription interval type | Agreement_Interval_Type |
| Subscription time interval | Agreement_Interval_Period |
| Notes | Agreement_Notes |
| Subscription creation date | Agreement_Registration_Datetime |
| Subscription modification date | Agreement_Modification_Datetime |
| Subscription discount in percentage | Agreement_Total_Discount_Percentage |
| Subscription total value | Agreement_Total_Value |
| Subscription total value without currency sign | Agreement_Total_Value_NC |
| Subscription total value with 25% VAT | Agreement_Total_Value_VAT25 |
| Subscription total value with 25% VAT without currency sign | Agreement_Total_Value_VAT25_NC |
| Subscription order value | Agreement_Order_Value |
| Subscription value without currency sign | Agreement_Order_Value_NC |
| Subscription order value with 25% VAT | Agreement_Order_Value_VAT25 |
| Subscription order value with 25% VAT without currency sign | Agreement_Order_Value_VAT25_NC |
| Subscription order list price | Agreement_Order_Listprice |
| Subscription list price without currency sign | Agreement_Order_Listprice_NC |
| User of the subscription | Agreement_User_Name |
| Subscription: User email | Agreement_User_Email |
| Subscription user phone | Agreement_User_Phone |
| Subscription user mobile phone | Agreement_User_Cellphone |
| Subscription user title | Agreement_User_Title |
| Subscription user address | Agreement_User_Address |
| Subscription user postcode | Agreement_User_Zipcode |
| Subscription user state | Agreement_User_State |
| Start loop for subscription products | TableStart_Agreement_Products |
| End loop for subscription products | TableEnd_Agreement_Products |
| Subscription product name | Agreement_Product_Name |
| Subscription product quantity | Agreement_Product_Quantity |
| Subscription product quantity (no decimals) | Agreement_Product_Quantity_No_Decimals |
| Subscription product price | Agreement_Product_Price |
| Subscription product price per item | Agreement_Product_Per_Item_Price |
| Subscription product list price | Agreement_Product_Listprice |
| Subscription product list price per item | Agreement_Product_Per_Item_Listprice |
| Subscription product discount | Agreement_Product_Discount |
| Subscription product discount per item | Agreement_Product_Per_Item_Discount |
| Subscription product discount percentage | Agreement_Product_Percentage_Discount |
| Subscription product value (price * quantity) | Agreement_Product_Value |
| Subscription product value with 25% VAT | Agreement_Product_VAT25_Value |
| Subscription product category name | Agreement_Product_Product_Category_Name |
| Subscription product total value | Agreement_Product_Total_Value |
| Subscription product total value with 25% VAT | Agreement_Product_Total_VAT25_Value |
| Total discount for the subscription product | Agreement_Product_Total_Discount |
| Subscription total product discount with 25% VAT | Agreement_Product_Total_VAT25_Discount |
| Start loop for subscription product categories | TableStart_Agreement_Product_Categories |
| End loop for subscription product categories | TableEnd_Agreement_Product_Categories |
| Subscription product category name | Agreement_Product_Category_Name |
| Subscription product category value | Agreement_Product_Category_Value |
| Subscription product category value with 25% VAT | Agreement_Product_Category_Value_VAT25 |
How to use a document template for an order
Open a saved order, click Create document and choose your template. See How to add document templates to orders for what you can do with the document:
How to add tags to a Word document
- Copy the tag from the list above
- Open Word
- Click where you want the tag to appear in the Word document
- Click Insert in the toolbar
- Click Quick parts → Field:
- Click MergeField
- Under Field name, enter the tag (the example below uses the tag for company name, Cl_Name):
- Click OK
- Repeat for every tag
- Save the document
You can also add JPG images, such as your logo, in the header.
Frequently asked questions
Why can't I upload my .docx template?
Uploaded templates must be .doc files of at most 8MB. Upsales doesn't accept other file formats, including .docx. Save the template as a .doc file in Word and upload it again.
Can I use custom templates on companies, contacts or appointments?
No. Custom templates, the ones you design in Upsales and create as PDFs, are available at Order only. For companies and contacts, subscriptions, activities and appointments or custom objects, upload a .doc template and choose where it is available.