Quotation templates help you send consistent, professional quotes without rebuilding them each time. They ensure the correct information, layout, and branding appear automatically when preparing a quotation. This is useful when you regularly quote different customer types or want to standardise your sales documents. By following this guide, you will learn how to create and customise quotation templates, so your quoting process stays accurate and efficient.
What Do Quotation Templates Do?
Quotation templates determine how your quotation looks and which information is included. They control elements such as headers, footers, and product lines, and automatically merge the correct customer details into the document.
You can create different templates for organisations and individuals. This ensures the right business or personal information is inserted automatically when sending a quote.
Configuring Quotation Templates
Quotation templates are managed in the sales configuration area, where you can adjust quotation settings and maintain your available templates.
Open and Customise a Quotation Template
Navigate to Configuration.
Select Sales.
3. Adjust the quotation settings as needed, including:
Validation period
Default document name
Background to quotation sign page
Select if the Price list adjustable per relation
Select if you wish to Show request changes button
Select if you wish to Show reject button
4. Explore the template tabs:
Standard Templates for full quotations
Partial Templates for reusable sections
5. There are two standard quotation templates provided. Ensure you choose the appropriate type:
Organisation template (B2B) (includes business address and postcode)
Individual template (B2C) (includes private address and name)
6. Open a template to edit it.
7. Review the default fields such as relation, address, quotation number, and product line. These merge automatically when sending the quotation.
8. To add a new element, click the + button.
Adding a Field
Click on the template where you want to add the field.
Click Add Field. For example, we will add a validation date field to the template.
3. Review the list of available fields, which includes predefined and custom options. Fields are grouped by category, and commonly used ones appear under General.
4. Select the required field. In this case, Valid until.
Inserting a Header
To insert a header, click the + next to Header.
2. To delete the existing header, click on Remove block.
3. To add a new header image, select +, Browse all, and the click on Image. Adjust alignment and size and add header text if required.
Inserting a Footer
Basic settings include a pre-set Footer pulling information from the customer organisation card. This can be edited by clicking on Footer.
2. On the left panel, configure quotation options such as:
If it Is standard
If it Is inactive
If it Has filename template
Margins
Category
Font
Language (basic setting is English)
Code
3. If relevant, choose a Default Email Template to include automatically when sending the quotation.
Reusing Template Sections
To add a section of an existing template to a new one, use the Copy function on the right.
2. Go back to templates and click Add Template.
3. Select a language.
4. Enter a template name.
5. Assign a default email template if required.
6. The new template opens ready for editing.
7. Paste copied elements using the Paste button where needed.
8. Make sure you enter the Subject after copying a template, as this field is not included when the template is duplicated.
Note! Pasting copied sections replaces existing content in that section. There is no undo, so check before replacing.
Quick Summary
You can now create and customise quotation templates to control how your quotations look and what information they include. Templates help ensure consistent branding, accurate customer data, and faster quotation creation. Using them keeps your sales documents clear, reliable, and efficient to produce.