Creating and Managing Templates for Sales Documents

This guide explains how to create and manage templates for standard format sales documents. These templates help you generate consistent documents across sales pipelines by defining structure, pricing tables, and signatures.
Sales documents can belong to the following document types:

• System-defined types - Quotes, invoices, and contracts
• Custom types - User-created document types to meet specific business needs.

Standard sales documents follow a predefined structure, support reusable components, and are PDF-compatible.
Templates allow you to:

• Design a consistent layout for each document type
• Add dynamic fields to display deal, customer, and user information
• Include pricing tables to show product and pricing details automatically
• Configure eSignature fields for approvals and acknowledgments
• Generate PDF-compatible documents for sharing and signing

You can use the same template whenever you create a document from the associated pipeline. This approach ensures accuracy, consistency, and compliance across all sales documents, regardless of whether the document type is system-defined or custom-defined.

Access document types

1. Go to Setup from the left sidebar and navigate to Configure, Price, Quote (CPQ) > Sales Documents.
   Alternatively, use the search bar in Setup and type Sales Documents.
2. Under , select the document type for which you want to create a template.
3. Create a custom standard document type, if required, by clicking next to the custom document type option. Enter the document type name then select Standard under Content format. Complete the configuration details, customize the fields, set up the document status and click Create to finalize.

For detailed steps, refer to Creating Custom Document Types.

Create a template

Templates provide a reusable structure for sales documents generated from a pipeline.

1. Open a document type and go to the Templates tab.
2. Click in the top-right corner.
3. The Template name, Document type, and Available in pipeline fields are prefilled based on the configurations of the document type. If needed, update these fields.
4. Click , and then select to start designing the template.

Design the template

Use the Design Template tab to customize the layout and structure of the template.

• Use the menu in the top-right corner to add or edit the template header, adjust the page color, duplicate the page, or delete the page.
• You can add a header either by double-clicking the top of the page or clicking on the first icon in the top-right corner. Then you can enter the header text, adjust the fill and stroke colors.
• Use the top-left options to:
  • Change the page orientation from portrait to landscape
  • Change the page size between A4 and letter
  • Undo or redo recent actions
  • Edit the template name
• Use the Insert field option on the top-right to add dynamic fields.
• Click the + icon on the left side of the page or press / on your keyboard to add elements such as images, tables, price tables, dynamic fields, dividers, and text styles for headings.

The below image shows details for designing a template.

Add a pricing table

Pricing tables are structured components that display product line items pulled from the associated pipeline record. They ensure consistent pricing, quantities, discounts, taxes, and totals across documents.

Pricing tables by document type

Quote

Add a Price table to display proposed items, pricing, discounts, and totals.
Note: Quote templates cannot be published without a price table.

Invoice

Add an Invoice table to display finalized billable items, quantities, taxes, and the total amount due.
Note: Invoice templates can be published without an invoice table, but including one is recommended.

Contract

Add a Subscription table for recurring or subscription-based products. This table displays billing cycles, recurring prices, terms, and totals.
Note: Contract templates can be published without a subscription table unless subscription pricing is required.

To add a pricing table:

1. Click the + icon on the page or press / on your keyboard, when the page is selected.
2. Select the required pricing table from the menu.
3. Review the Price Table Properties drawer that opens on the right.

Price table properties

The Price Table Properties drawer includes the following sections:

• Configurations - Adjust decimal places, vertical and horizontal padding, header visibility, table borders, subtotal, total, and total discount.
• Header font style, Regular row font style, Alt row font style, and Background color- helps apply consistent styling across the pricing table.
• Tax- Add one-time taxes that apply to selected line items when the document is sent.
  Note: The one-time taxes are charged once as a percentage of the total amount charged for all the line items.
• Columns - Show or hide specific columns to control the information visible in the document. Also, rearrange the order in which the columns are displayed.

Add dynamic fields

Dynamic fields are placeholders that automatically pull real-time information from the document type, pipeline record, or related modules. They insert accurate, record-specific details when the document is created.
To add dynamic fields:

1. Click the + icon or press / on the keyboard and select Insert field from the menu.
   Alternatively, click Insert field in the top-right section.
   This opens a dialog with document type fields, contact fields, company fields, and related pipeline fields.
2. Hover over each category to view the available fields and select the required field.
   Selecting a field opens the Text Block Properties drawer, where you can adjust the fill color and stroke color.
3. Repeat the steps to add multiple dynamic fields as required.

The below image shows how to insert fields.

Add eSignature

eSignature support allows users and external contacts to sign documents electronically. Signature fields securely capture signatures, dates, and confirmations while tracking signer activity.
To add eSignature fields:

1. Complete the design template and go to the Add eSignature tab.
2. In the Fields drawer, use the Users tab to add signature fields for the user(s) and Contacts tab to add signature fields for the contact(s). Depending on the approval requirements, you can add signature fields for only users, only contacts or for both.
3. Drag and drop the Signature field first. This enables other eSignature fields such as Date signed, Textbox, Radio, and Checkbox.
4. Review the Signature Settings drawer that opens on the right.
   Note:
   • When multiple users are added, uncheck the Required option for any user to make the signature optional.
   • The Required option is enabled by default.
   • At least one signer, either a user or a contact, must remain required.
5. Select the Target user from the dropdown.
6. Select the User role. Roles define signer responsibility and ensure the document follows the correct approval flow.
7. Set the signing order for the selected users.

To manage signing order:

1. Click Manage signing order to open the Signing order drawer.
2. Turn on the Set signing order toggle.
3. Drag and drop the target users to arrange the signing sequence.

The below image shows how to add eSignature.

Other eSignature fields behavior

Date signed

Opens the Date Settings drawer. Uncheck the Required option to make the field optional. Select the target user and adjust text appearance.

Radio

Opens the Radio Group Settings drawer. Uncheck the Required option to make the field optional. Assign a target user or contact. Add or remove options. Adjust radio button size.

Textbox

Opens the Textbox Settings drawer. Uncheck the Required option to make the field optional. Select a target user or contact. Add a default value if needed. Adjust text styling.

Checkbox

Opens the Checkbox Settings drawer. Uncheck the Required option to make the field optional. Assign a target user or contact. Adjust checkbox size.

Define template defaults

Template defaults allow you to predefine common document values. These values apply automatically when creating a document from the template and remain editable.

1. Click on Defaults in the top-right corner to open the Template Defaults drawer.
2. Define the default information based on your requirements.
   You can define the following defaults:
   • Billing address source
     Select the source from which the billing address is auto-filled when the document is created.
   • Expires in
     Set the number of days for document validity.
     When creating a document, the validity can be viewed as either a number of days or as an expiry date.
   • Document name
     Define a default document name. The name appears automatically when creating the document and can be edited.
   • Additional default fields
     Click Add more fields to include extra default information based on your business requirements.
3. Click Update to save.

After reviewing all configurations, click Save as Draft to make changes later or click Publish to make the template available for use.
Note: Only published templates can be used to generate sales documents.

Managing templates

Edit templates

You can edit a template anytime, to reflect your current sales processes. Templates can be in Draft or Published status.
To edit a template which is draft:

1. Click the template name or click the three dots menu of the template and select Edit.
2. Make changes as needed. If it satisfies your requirements, click Publish to make it available to be used in generating sales documents.
3. If it still requires further changes, you can leave the changes in draft. To publish later, simply click the template name and click Publish or click its three dots menu and select Publish and confirm action when prompted.

To edit a published template:

1. Click the template name or click its three dots menu and select View.
2. There will be a disclaimer at the top of the page that informs you that the template is read-only. It also informs that if you make edits to the template, it becomes draft until you publish it.
3. Click Edit at the end of the disclaimer.
4. Make the changes and proceed to either publish it or leave it in draft.

Clone templates

Clone templates to save time when designing new templates. This helps when the configurations are similar and only requires minor changes.
To clone a template:

1. Click the three dots menu of the template and select Clone. You can also clone a template by clicking clone at the top-right corner.
2. In the Clone this template dialog, enter the new template name and select the pipeline where it will be available to generate sales documents.
3. Click Clone. Proceed to edit and design the template as needed.
4. You can leave it in draft to make further changes later or click Publish to make it available to generate sales documents.

Delete templates

You can remove templates that are no longer needed due to changes in the sales process to reduce clutter.
To delete a template:

1. Click the three dots menu of the template and select Delete.
2. Confirm the deletion when prompted.

The below image shows how to manage templates.