Text templates
Reusable rich-text blocks for the header and footer texts of proposals, estimates and invoices – optionally as a default that's applied automatically on creation.
→ Open text templates in SimpliServ
Text templates are reusable rich-text blocks you insert into the header and footer texts of your documents. Instead of retyping the same intro or closing line on every proposal, estimate or invoice, you create it once as a template – optionally as a default that's applied automatically.
Where text templates take effect
Each template is assigned to exactly one scope (Used for). When editing a document text field, only the matching templates appear. In the template module the following scopes are available:
- Proposal header text and Proposal footer text – for proposals
- Estimate header text and Estimate footer text – for estimates
- Invoice — header text and Invoice — footer text – for invoices
The header text sits above the line-item list (e.g. the salutation and an intro line), the footer text below it (e.g. payment or closing notes).
Create a template
Open text templates
Go to Administration → Text templates.
Start a new template
Click New template in the top right. A dialog opens.
Set the name and scope
Assign a name (e.g. "Default salutation") and choose the scope under Used for. The scope determines on which document text field the template can be selected later.
Write the content
Type the text into the rich-text editor under Content. You can use formatting like bold, italic, lists and links – the template is saved as rich text.
Choose visibility and default
Set the two toggles if needed (see below) and click Save.
In the list, the templates are grouped by scope. Via the icons on the right you can edit or delete each template.
The fields at a glance
- Name – a required, freely chosen field, only for recognition in the selection list.
- Used for – the scope (one of the six values above).
- Content – the rich-text block itself.
- Only visible to me – if the toggle is off, the template is shared and visible to all team members. If it's on, the template belongs to you alone and is hidden from others. Only the owner can edit or delete a private template.
- Use as default – marks the template as the default for its scope (see the next section).
In the list you recognize the status by the Default as well as Shared or Only visible to me badges.
Default templates
There can be one default per scope. If you mark a template as the default, any other existing default in the same scope is reset automatically – within your private templates among themselves, within shared templates among themselves. So per scope at most one own and one shared default stays active.
The default text is applied automatically to the matching header or footer text field when creating a new document, provided the field is still empty:
- A new proposal or a new estimate pulls the respective default header and footer text.
- A new invoice – including one generated from an order – pulls the default invoice header and footer text.
There are own and shared defaults: if you yourself have your own default template (private), it's preferred. Otherwise the company-wide, shared default applies. That way every team member can use their own default without overwriting their colleagues'.
Apply a template in a document
You don't have to set a template as the default – you can also apply it manually at any time:
Open the document
Open a proposal, estimate or invoice and go to the header or footer text field.
Select a template
In the editor bar, click Templates and choose the entry you want. The content is inserted into the field – placeholders are replaced directly by the document's live data.
Via the template menu you can, with New template, also create a new template for the current scope directly from the document.
Placeholders
In the content you can build in placeholders in the format {{group.field}}. They're replaced by the document's live data when the template is applied; a placeholder for which no data is available (e.g. because the document has no customer yet) is inserted as empty text. Unknown placeholders stay unchanged as text.
Available placeholders:
- Customer –
{{customer.first_name}},{{customer.last_name}},{{customer.full_name}},{{customer.company}},{{customer.email}},{{customer.phone}},{{customer.vat_id}} - Proposal –
{{proposal.number}},{{proposal.title}},{{proposal.date}},{{proposal.valid_until}},{{proposal.subtotal}},{{proposal.tax_amount}},{{proposal.total}} - User (you) –
{{user.name}},{{user.email}} - Company –
{{tenant.name}},{{tenant.email}},{{tenant.phone}},{{tenant.vat_id}}
In invoice templates the proposal placeholders work analogously with the invoice prefix – available here are {{invoice.number}}, {{invoice.date}}, {{invoice.due_date}}, {{invoice.subtotal}}, {{invoice.tax_amount}} and {{invoice.total}}.
The collapsible Available placeholders list in the dialog shows you the customer, user and company tokens ready to copy.
Amounts like {{proposal.total}} are output in the German format with a euro sign (e.g. "1.234,56 €"), dates as DD.MM.YYYY.
Permissions
The module is part of Administration and requires the permission to view the admin settings (admin.settings.view). Whoever may edit a document text field can apply shared templates and their own private templates. More on roles under Users & roles.
Related topics
- Document & receipt templates — design the layout of the documents in which your header and footer texts appear.
- Email templates — reusable blocks for emailing proposals, invoices & co.
- Proposals — a document type that applies the default header and footer text on creation.
- Create an invoice — invoices that apply your invoice text templates.
How is this guide?
Document & receipt templates
Design document and receipt templates per document type, create layouts in the visual or HTML/CSS editor and assign them to document types.
Appearance & branding
Customize SimpliServ's appearance organisation-wide: custom CSS on the design page and rebuilding the sidebar in the navigation editor.