Document Templates
Reuse contracts, proposals, scopes, and agreements.
Document templates create reusable starting points for documents.
Use them when the same structure, language, sections, or signing layout will be used more than once. Keep one-off customer exceptions inside the customer document instead of changing the shared template.
Open Document Templates
- Open Templates.
- Go to Document templates.
- Review the template cards.
Each card shows the template name, category, last-edited date, and edit action.
Use the last-edited date to spot templates that may need review before reuse, especially for legal, pricing, or policy-heavy content.
Open older templates before selecting them for customer work. A template can look available in the library while its pricing, terms, branding, or signature instructions are no longer current.
Create a Document Template
- Select New document template.
- Add the reusable sections, copy, blocks, recipients, and signature areas.
- Save the template.
- Create a test document from the template before using it with customers.
Build templates with clear section headings and obvious placeholders. If a teammate must replace a value every time, label it clearly so it is not missed.
Create a test document after major template edits. Preview it as a recipient so you can catch placeholder text, missing signature blocks, stale attachments, or confusing section names before teammates reuse it.
Use Document Templates For
- Contracts
- Proposals
- Statements of work
- Retainers
- Onboarding packs
- Meeting notes
- Legal or compliance acknowledgements
Edit a Template
Edit a document template when the reusable baseline should change for future documents. Existing documents that were already created from the template should be reviewed separately before sending.
Use a new template or duplicate when the old version should remain available for some teams, regions, service lines, or contract types. Editing one shared template changes the starting point for future documents across the workspace.
Before Editing A Shared Template
Before changing a shared template, check whether sales, delivery, finance, or legal teams are using it. Update the template only when the change should affect future documents for everyone. Use a one-off document edit for customer-specific exceptions.
For templates with pricing, legal terms, or signature rules, ask the template owner to approve the change before making the template active again.
Maintain Templates
Review templates after pricing changes, legal changes, rebrands, service changes, or recurring customer questions. Archive or rename stale templates so teammates do not reuse outdated language.
Assign an owner for high-impact templates. Contracts, proposals, retainers, and compliance acknowledgements should not become ownerless shared assets.
Review Before Reuse
Before creating a customer document from a template, check names, pricing, dates, project scope, legal terms, signature blocks, and attachments. Templates should reduce repetitive setup, not replace final review.
If the template was last edited before a pricing, service, or legal change, create a test document and preview it before sending anything to a customer.
Troubleshooting
If a new document does not match the template, check whether the template was edited after the document was created. Existing documents do not automatically inherit later template changes.
If teammates use the wrong template, improve the template name, category, or description so the intended use is clear.
If a customer document still shows old wording, check whether it was created before the template edit. Update that document directly or recreate it from the current template if the whole structure changed.