Managing Document Templates

Table of Contents

Why This Matters

Document Templates define the client-facing layout of your quotes and proposals in BigTime. They transform structured quote data — including Tasks, Global Fields, and General Information — into professional, branded documents that are ready to share with clients.

With Document Templates, administrators can fully control how information is displayed, ensuring every quote looks polished and consistent with company standards. You can include or hide specific elements such as task summaries, team roles, billing rates, or expenses, and add custom sections like team introductions, scope notes, or signature blocks.

By setting up Document Templates, you can:

• present quotes and statements of work in a clear, professional format aligned with your brand,
• standardize client-facing communication across departments and regions,
• and reduce manual editing by generating complete, ready-to-send documents directly from BigTime Quotes.

In short, Document Templates help your organization deliver consistent, on-brand proposals quickly and accurately — turning quote data into client-ready documents with just a few clicks.

User Rights Requirements

Managing Document Templates is an admin-level feature in BigTime Quotes. Only users with the appropriate permissions can create, edit, or delete document layouts used across the organization.

Quotes Admin

• Has full access to create, edit, clone, and delete Document Templates.
• Can import or build new templates, adjust layout and styling, and manage which sections or data elements are visible (for example: task details, billing rates, or expenses).
• Can add or remove custom sections, such as team profiles, notes, or signature pages.
• Controls branding and formatting standards to ensure all client-facing documents align with company guidelines.

Quotes Manager

• Can view and select existing Document Templates when generating client documents from quotes.
• Can preview how data from quotes (Tasks, Roles, Rates, etc.) appears in the selected template.
• Cannot create, edit, or delete templates, or modify the layout and styling defined by Admins.

Quotes Contributor

• Can use available Document Templates when generating quote documents or proposals.
• Can populate editable content fields (like notes or descriptions) within the generated document but cannot change the design or visibility of sections.
• Must use the approved templates defined by Admins to maintain brand and formatting consistency.

Note:
Changes made to Document Templates affect all new quote documents created from them. To maintain visual and brand consistency across all client communications, editing rights are restricted to Quotes Admins only.

Document Templates Setup Location

To access the Document Templates tab: 

1. Go to Sales › Quotes.
2. Click Admin Panel.
3. Open the Document Templates tab.

Managing Document Templates List

The Document Templates List provides a centralized view of all document templates created in your organization. This is where administrators can easily review, organize, and manage every template used to generate client-facing quote documents.

The list is displayed in a clear, table-style layout that gives you a quick overview of each template’s key details:

• Name – The display name of the document template. Use clear, descriptive names so users can quickly recognize what the template is for (for example, Implementation Proposal, Support Renewal Document, or SOW – Standard).
• Date Created – The date when the template was first added to the system.
• Created By – The user who originally created or imported the document template.
• Last Updated – The most recent date when changes were made to the template layout or content.
• Last Updated By – The user who last modified or saved updates to the template.
• Actions – A three-dot menu that lets you manage each template. From here, you can Edit, Clone, or Delete the selected template.

At the top-right corner of the page, you’ll find the Add Template button.

To get started, you must import an existing branded document into BigTime — for example, your firm’s proposal or statement of work layout.

Unlike invoices, Document Templates cannot be created entirely from scratch; they must first be imported and then configured in the editor.

This view helps administrators maintain a consistent library of approved, client-ready templates. It’s also the best place to audit existing documents, identify outdated formats, and ensure every quote produced by your team follows the latest company branding and presentation standards.

Adding a Document Template

Follow the steps below to create a new Document Template in BigTime Quotes.

Document Templates allow administrators to import existing company documents and turn them into reusable layouts for client-facing quotes and proposals.

To create a new Document Template, start by importing your company’s branded document — for example, a proposal or statement of work layout.

This approach gives your organization full control over branding and formatting, ensuring that every client-facing document reflects your firm’s unique style and standards.

Step 1: Click the Import Document button.

This opens a file picker window where you can upload your company’s branded document (for example, a proposal or statement of work).

Step 2: Select the document to be imported into the template.

Once uploaded, the file will open in the editor where you can begin mapping data fields.

Step 3: Select Global Fields from the dropdown list and add them to the document.

Use the Add to Document button to insert selected fields (such as Client Name, Project Title, or Quote Amount) into the appropriate sections of your document.

Step 4: Optionally, use additional options available for some fields.

Certain field types, such as dropdowns, offer extra customization options (for example, selecting which value set should appear).

Step 5: Click “X” in the selected dropdown to return to the field selection view.’

This allows you to continue adding other fields or elements without leaving the current screen.

Step 6: Use different settings for different Custom Element types.

Depending on the element you add (text, image, table, conditional section, etc.), additional configuration options may appear in the editor panel.

Step 7: Save the Document Template.

Once your setup is complete, click Save. The system highlights the new template in the list for 10 seconds and displays a confirmation message indicating that it has been successfully added.

Manage Document Templates

Edit Document Template

Use this option to open an existing Document Template for editing.

To access it, click the three-dot menu (⋮) next to the template name in the Document Templates List and select Edit.

The selected template opens in the editor, where you can:

• Update layout and formatting.
• Add or remove mapped fields, such as Global Fields or task placeholders.
• Adjust visibility options for specific elements (roles, rates, dates, expenses).
• Add new sections, text blocks, or images.
• Modify custom styling, including font, size, and colors.

When your edits are complete, click Save Template.

The system highlights the updated template in the list for 10 seconds and displays a confirmation message indicating that the template has been successfully saved.

Configure Task Details Visibility (Show Group Summary / Show Task Details)

Use this setting to control how much information about tasks appears in the generated document.

1. Open the Document Template in the editor.
2. Locate the Task Details Visibility panel.
3. Choose Show Group Summary to display only grouped totals (for example, phase-level or project-level summaries).
4. Choose Show Task Details to include every individual task with its description, role, rate, and hours.
5. Save changes — the document output will follow the chosen level of detail.

Include/Exclude Elements (Roles, Billing Rates, Expenses, Dates)

These options let you decide which quote data appears in the final client document.

1. In the Document Template editor, open the Include / Exclude Elements menu.
2. Check or uncheck boxes for items you want to show or hide:
   • Roles – display or hide resource roles.
   • Billing Rates – show or mask hourly rates.
   • Expenses – include or exclude pass-through costs.
   • Dates – include or omit start/end dates.
3. Preview the document to confirm visibility.
4. Save the template.

Add New Page or Section (e.g., Team Profiles)

You can add extra sections to enhance the presentation of your proposal or SOW.

1. Open the template and select Add Section / New Page.
2. Choose a blank page or select from predefined section types (for example, Team Profiles, Deliverables, Assumptions).
3. Enter your content or insert fields (text, images, or mapped data fields such as Global Fields).
4. Drag and drop the section to reorder it within the document.
5. Save the template.

Custom Styling Options (font, text size, color)

Adjust document formatting to match your brand standards.

1. In the Document Template editor, open the Styling / Formatting panel.
2. Highlight the text or select a section.
3. Use the toolbar to change:
   • Font family
   • Text size
   • Font color or background color
   • Alignment and line spacing
4. Apply styles consistently across headings and body text.
5. Save the template to preserve your design settings.

Clone Document Template

Use this option to quickly create a duplicate of an existing Document Template.

To do this, click the three-dot menu (⋮) next to the template you want to copy and select Clone.

The system immediately creates an exact copy of the selected template, including its layout, mapped fields, and styling settings.

The new version appears at the top of the Document Templates List, with a consecutive number in parentheses added to its name (for example, Standard Proposal (2)).

Once the copy is created, the system displays a confirmation message indicating that the template has been successfully cloned.

Tip: Cloning is the fastest way to create variations of an existing layout — for example, to adapt a standard proposal to a specific client, region, or service line without altering the original template.

Delete Document Template

Use this option to permanently remove a Document Template that is no longer needed.

To delete a template, click the three-dot menu (⋮) next to the template name in the Document Templates List and select Delete.

A confirmation message will appear asking you to confirm the deletion. Once confirmed, the system removes the template from the list and displays an alert indicating that it has been successfully deleted.

Warning: This action is irreversible. Deleting a template does not affect documents that have already been generated from it, but the template itself cannot be recovered once removed.

What It Looks Like for Managers

When Managers generate a document from a quote, they select one of the available Document Templates configured by Admins.

If no custom templates have been created yet, BigTime Quotes automatically provides a set of default, pre-defined templates so that users can still generate complete, client-ready documents. These default layouts include standard sections such as project details, pricing summary, and terms and conditions.

Once a template is selected, the system automatically merges data from the quote — including Tasks, General Information, and Global Fields — into the chosen layout.

Managers can:

• Choose the appropriate Document Template when finalizing or sending a quote.
• Preview how quote data appears in the document, such as client name, project details, or pricing summary.
• Review editable text areas (like notes or assumptions) before exporting or sharing the file.
• Download or send the finalized document as a branded, client-ready proposal or statement of work.

This process ensures that every client-facing document — whether based on a company-specific or default BigTime template — maintains a professional layout, consistent structure, and accurate data presentation without requiring any manual formatting or design work.

Example Use Cases

Branded Proposal Template

Use Case:

Your organization wants every client proposal to use the same branded layout, including company logo, cover page, and consistent formatting.

How to set it up:

1. Go to Sales › Quotes › Admin Panel › Document Templates.
2. Click Add Template → Import Document.
3. Upload your branded proposal document.
4. From the Global Fields dropdown, insert placeholders like Client Name, Project Name, Quote Amount, and Date Created.
5. Save the template. Managers can now select it whenever generating a proposal document.

Statement of Work (SOW) with Conditional Sections

Use Case:

You need a dynamic SOW template that shows or hides sections depending on project type or billing model (for example, Fixed Fee vs. Time & Materials).

How to set it up:

1. Open or import your base SOW document.
2. Use the Custom Element panel and mark specific text blocks as Conditional.
3. Set a rule, for example: is_fixed_fee = true, to show that section only for Fixed Fee projects.
4. Add placeholders for roles, deliverables, or milestones using Add to Document.
5. Save the template — the conditions will apply automatically each time a Manager generates a new SOW.

Client-Specific Contract Layout

Use Case:

A key client requires quotes and contracts to follow a custom layout without showing billing rates or internal details.

How to set it up:

1. From the Document Templates List, open the three-dot menu next to a template and select Clone.
2. Edit the cloned template and use Include/Exclude Elements to hide Billing Rates and Expenses.
3. Update the header and logo area to reflect the client’s format.
4. Save and rename it (for example, Client A Contract Template).
5. Managers can now select this version when creating quotes for that specific client.

FAQ

Can Managers edit or customize Document Templates?

No. Only Admins can create or modify templates. Managers can generate and edit document content within the allowed fields but cannot change the structure or formatting.

Will editing a Document Template affect existing documents?

No. Updates apply only to new documents generated after the changes are saved. Existing files remain unchanged.

Can I use my company’s existing proposal or SOW files?

Yes. You can import your own Word-based layouts and then add dynamic fields (Global Fields or Conditional Text) directly in BigTime Quotes.

How do I hide sensitive data like billing rates or internal cost rates?

Use the Include/Exclude Elements feature to hide specific data types from the client-facing document.

Can I create multiple templates for different brands or regions?

Absolutely. You can maintain separate templates for each business unit, region, or service type to match unique branding and compliance requirements.

Tips & Best Practices

• Name templates clearly — use short, descriptive names (e.g., Standard Proposal, Client A SOW, Premium Package Quote).
• Keep a master version of each layout; clone it when you need to make variations.
• Review templates quarterly to ensure they reflect your latest branding and legal terms.
• Use Conditional Text to streamline document logic — for example, display sections only when certain project attributes apply.
• Test before publishing — generate a sample document to verify field mapping, section visibility, and formatting.
• Align fonts and colors with company brand guidelines for consistent client presentation.
• Hide internal data (rates, costs, or roles) in all client-facing documents to prevent disclosure errors.
• Default templates — if no custom templates exist, Managers can still use default templates provided by BigTime Quotes to generate client-ready documents.