Document templates
The Firm Customisation tab includes personalisation entries for the documents and emails the app sends out — quotations, RFQs, purchase orders, customer follow-ups, vendor follow-ups, and PO follow-ups. Setting these once means every user in the firm sends documents that look and read consistently.
Open the templates
- Open Settings and pick Firm Customisation.
- In the Communication & Templates card, open the entry for the document you want to configure.
Each entry only appears if you have the matching permission.
Quotation personalisation
Open Quotation Personalisation to configure the firm's default quotation. The Quotation Personalisation modal exposes:
- Quotation Number Format — opens the Quotation Number modal. Configure the Prefix, Joiner, padded counter, and Revision suffix. The modal also lets you reset the universal counter.
- Logo Layout — opens the Logo Layout modal to fine-tune the company logo on quotation PDFs (scale and offsets in points).
- Default Terms & Conditions — auto-filled on every new customer and used as the fallback when a customer's Terms field is empty at send time.
- Recipient — pick how the quotation is addressed: contact person email, fixed mailbox, or hybrid (sender chooses at send time). Hybrid and fixed modes require a fixed mailbox.
- CC & BCC Lists — opens the CC & BCC Lists modal. Addresses you add are copied on every outgoing quotation email; CC is visible to the recipient, BCC is hidden.
- PDF Opening Paragraph and PDF Closing Text — printed in the quotation PDF body.
- PDF subject line and Email subject line — pick None, Fixed, or Dynamic. Dynamic offers quick-insert buttons for tokens.
- Email body — rich-text editor with the same quick-insert tokens.
Available tokens are {products}, {customerName}, {enquiryNo}, {offerDate}, {contactPerson}, and {offerNo}. They are replaced with the actual value when the document is generated.
RFQ, PO, and follow-up personalisation
The other entries in the Communication & Templates card open their own personalisation modals:
- RFQ Personalisation — vendor-facing RFQ emails.
- Purchase Order Personalisation — supplier-facing PO emails.
- Customer Follow-up — follow-up reminders to the customer after a quotation.
- Vendor Follow-up — follow-up reminders to the vendor after an RFQ.
- PO Follow-up — follow-up reminders to the supplier after a PO. The follow-up re-attaches the original PO PDF together with the first-send attachments.
Pick the right entry for the document you want to change. Each one only affects its own send flow.
Email accounts and sending policy
Open Email Sending to manage the firm's outgoing email accounts. The Email Sending modal has three tabs:
- Firm Accounts — list, add, re-verify, and remove firm mail accounts. The Add Account flow lets you connect a Google (OAuth) or Manual SMTP mailbox. Removing prompts a Remove email account? confirmation.
- Policy — pick which account is used for outgoing mail and what users may override.
- Test Send — send a test message from a configured account.
Common questions
What are the {tokens} for?
Tokens such as {customerName}, {products}, and {offerNo} are replaced with the real value when the document is generated. Use them in subject and body so each recipient sees their own details.
Can each user have their own template?
Templates are firm-wide. Individual users adjust their own column defaults under Personalisation — see Personalisation.
My quotation went out with the old wording — why?
A new template only applies to sends after the change. Anything already sent keeps the previous wording.