Contract and proposal templates

SalesValue allows you to create contract and proposal templates, so your sales team can quickly generate new contacts and proposals with the right up to date format and content.

Contract and proposal templates help you save time for the sales people and ensure that they always uses the latest template, instead of copying from previous versions that might contain errors or custom specific content. 

SalesValue helps the sales team by automatically filling relevant elements in the contract and proposal based on information from the opportunities, e.g.: 

  • Customer information like name, address, etc. 
  • Product information like name and standard product description and details 
  • Contact information like name , email, phone, etc. 
  • Opportunity information like product overview, price overview, discounts, contract period, etc. 

Create a template in SalesValue

To create and configure a new contract or proposal template follow the steps below. 

1. Select the "Gear" icon from the top menu to go to the settings menu

2. Select "Document templates" from the menu in the left side

3. Click the button "New Document template" 

 

4. Give the new template a name and description

5. Select file type and language 

File type and language can be used to finding the right standard texts for the template.

E.g. you can create a proposal template with the file type "Proposal" and add a standard product description for proposals, that are different from the product description used for contracts. 

Similarly you can have different standard texts in different languages, and SalesValue will match the template language with the standard text language. 

6. Upload template 

Select your Microsoft Word file, that is used as template. See below how to prepare a Word template. 

7. Add fields

Select "Add new field" to add fields that should be replaced in the template based on content from SalesValue, e.g. customer name, product names, etc. 

 8. Create field

Give the field a name and enter the mail merge tag to look for. A tag could be "customer_name", which should be created in the Word document as a mail merge tags like <<=customer_name>>. Read below how to create the mail merge tags. 

9. Test template

Once you have added all the relevant fields you are ready to use the new document template. Before you release it to your sales people you can test that it works. Select "Test template" and create a new document based on your template, and verify that it works.  

10. Make the template active

The template will only be shown to sales people if it is set as active.

Select "Edit" and update the status to "Active".

Create contract or proposal from template

A new document can be created from a template from several places: 

1. From Opportunity price overview

Open an opportunity and select "Price overview". 

Select "Create contract or proposal"

 2. From any file list

Open any file list, and select the "+" icon and select "Create file from template"

3. Select details to use for the template 

Select the template you want to use, and the opportunity where the details should be collected from. 

Give the new file a name, and select where to store the new document. 

4. Verify the details are correct

SalesValue shown the details that will be used for the new file. Verify they are correct. 

5. Create document

Click "Create document" to create the new contract or proposal. 

6. Finish document

The new document is created and SalesValue redirects you to the file page. From here you can open or download the document. 

How to prepare the Microsoft Word template

The contract and proposals are created from Microsoft Word documents, where content marked as mail merge tags are replaced with the relevant content. 

Creating a template is as easy as creating a normal Word document (.docx). 

1. Take your existing contract or proposal

Step 2

2. Click the Insert tab on the ribbon

Step 3.1

  • Click the Quick Parts dropdown and select Field...

Step 3.2

3. On the dialog, scroll down and select MergeField

Step 3.3a

4. In the Field codes input box, enter your variable in front of the MERGEFIELD.

Notice the space between the MERGEFIELD and the variable, and include the = sign. 

Step 5

5. You should then have something like this:

Step 6

6. A complete template might look like this:

Step 7