No. of Users / People *
Business Phase (You are able to select more than one option)
Where are Staff:
Aims (You are able to select more than one option)
CRM Integration (You are able to select more than one option)
Which accounting system do you use?
icon-person 02 9299 9959 OR Call Sales

Massive 40% off 2nd Year. Pay by 31st Oct 2021.

PDF Templates

You can add and customise your own PDF templates for Quotes, Sales Orders, Invoices and Purchase Orders in CRM from Admin > Templates > PDF Templates.

We have created a few ‘starter’ Word document templates (that are pre-filled with merge codes) that you can download and then adjust to suit your requirements for Quotes, Sales Orders, Invoices and Purchase Orders.

Create a new PDF Template

From Admin > Templates > PDF Templates, click on New PDF Template.

  1. Give the template a name
  2. Add a description
  3. Select the Source from the drop-down list (select either Quote, Sales Order, Invoice or Purchase Order).
  4. Make sure the Is Active box is ticked.
  5. Click on the envelope icon next to the Source field. This will open a new window with merge codes for the module you selected.
  6. Click Save & Close on your new record.

Creating a new PDF Template

Example of PDF Template merge codes for a Quote

If you want to access the merge codes for your company, you will need to Save & Close the record and then click on Show Merge Codes > My Company. The Base Source option here will give you the merge codes for the module you have linked the template to in the Source Name field.

Accessing template merge codes

Add merge codes to your Word document

You can either start with your own Word document, or use one of the document templates for Quotes, Sales Orders, Invoices and Purchase Orders that we have created for you to download – these versions come pre-populated with merge codes.

Note that whichever option you choose, your Word document must be saved as .DOC format and not .DOCX.

  • Open your template and add the merge codes into the desired locations and format your document.
  • Note that how you do this in Word will depend on the version you are running, but typically you can insert merge fields into the document from the toolbar by going to Insert > Quick Parts > Field and then selecting Mail Merge fields > MergeField and you can then insert the codes from CRM.
  • When you copy the merge codes from CRM into the Word merge field, ensure that you copy the code text only and not the brackets {{ before and after the text. This is because Word has it’s own way of identifying merge fields and will not recognise the {{ characters.

Adding a merge field in Word

Ensure you save the document with the correct version type of .DOC

Example of merge codes in Word document for a Quote

Upload your Word document to CRM
  1. Return to CRM and open your PDF Template record.
  2. Drag and drop your Word document into the marked area.
  3. Click on Save & Close.

Ensure that your Word document is saved as .DOC format and not .DOCX before you upload it.

Uploading a Word document to a PDF Template record

Using your PDF Templates

You can set your system default PDF Templates from the PDF And Email Templates section in Admin > General – just select the template type and select the desired version from the drop-down list.

Ensure that you scroll down to the bottom of the page and click on Update to apply your changes.

Setting default templates in Admin > General

The next time you generate a PDF document from a Quote, Sales Order, Invoice or Purchase Order, CRM will use your Word document to create a PDF.

When you are working with Sales Orders, Invoices and Purchase Orders, you can also select a different PDF Template from the system default.

Choosing another PDF Template in a Sales Order

When you are working with Quotes, you can set the default PDF Template from Admin > Quote Settings.

Selecting a PDF Template for Quotes

Changing a PDF Template

If you want to edit an existing PDF Template, you can click on the Download button to open a copy of the existing Word document and click on the Show Merge Codes button to reveal the merge code tables for both the module and your company (these will open in a new window).

Downloading an existing template Word document

Accessing template merge codes

You can then make changes to your document, save it and re-upload it to the record.

Ensure that your Word document is saved as .DOC format and not .DOCX before you upload it.

Deactivating a PDF Template
  1. Open an existing PDF Template record
  2. Click Edit
  3. Un-tick the Is Active box
  4. Save & Close the record

Deactivating a PDF Template

First Name*:
Last Name*:
Email1*:
Phone (Work)*:
Is there anything else we can help you with:
202 queries in 0.637