Anything we write more than twice deserves a template. In SETTINGS → TEMPLATES we'll prepare the reusable ones: documents, tasks, emails and notes. There are also vessel and contract templates (marked beta): we don't cover them in this guide.
We'll go to SETTINGS → TEMPLATES and pick the type: DOCUMENTS, TASKS, EMAIL or NOTES.
Each type solves a different problem:
Document template: a typical quote or work order (winterisation, 100 hours, commissioning) with chapters, lines, tasks, resources and checklists. When we create a new document, we import it and only adjust what changes.
Task template: a recurring task with its lines and checklists, so we don't build it from scratch inside every document.
Email template: the email we send with a quote, an invoice or a reminder. If the editor offers dynamic text, we'll insert it so we don't copy data by hand. We can write it in the customer's language and choose whether the sender is the company email or the user email.
Note template: legal or commercial paragraphs we'll insert into the document with the button in the lower-right corner.
We can also save as template from a document or work order already built, so we don't rebuild it chapter by chapter.
We'll create the ones we use often and include the tasks and resources they need. When we open a template we'll see chapters and lines (description, units, cost, selling price). If it's empty, the first step is NEW CHAPTER.
When the template has the chapters, lines and checklists it needs, we'll reorder them from the upper-right menu (`...`).
We'll create the tasks that repeat so we don't assemble them every time we open a document. SETTINGS → TEMPLATES → TASKS has the list; when we open one, we can also order the lines and checklists.
We'll write the subject and body in the customer's language. We'll choose the default sender user: the company's main email or the one on our account. If the editor offers dynamic text, we'll insert it so the message goes out personalised. If the list is empty, we'll press + to create the first one.
💡 Tip: We'll write email templates in our customers' languages. Combined with multilingual documents, a French customer can receive invoice and email in French without rewriting them each time. See Documents in different languages.
We'll create as many notes as we need, in the languages we have configured. They are for clauses, long payment terms or notices we don't want to rewrite. If there are none, the + in the corner creates the first.
To insert them in a document we'll use the button in the lower-right corner: the notes we created will unfold and we'll pick the one for that moment.
A document template issues nothing on its own: we have to apply it when we create the quote or work order.
Dynamic text in the email is only replaced if the document has that data. If the message shows the raw code, the value is missing on the document or the marker is mistyped.
Default notes on the series are added on their own to every document in that series. Note templates are inserted on demand. They are not the same: see Billing series and document numbering.
A task template fills the content. The work type on the work order is chosen in TAGS when we create it: Task and project categories.
Saving a real job as a template is the fastest way not to forget lines or checklists next time.
