Reusable templates
Prepare proposals and other repeated documents with a consistent structure.
AMS · Connected business workflows
Documents & PDFs — The next proposal. Without starting over.
Turn reusable templates and variable values into consistent PDF documents.
Who this helps
Teams preparing repeatable proposals and other PDFs with details that change from one job to another.
The situation
A proposal’s structure is reusable, but copying an old document risks leaving the wrong client or date inside.
Fictional example: an Autumn launch proposal receives Forma Studio and 21 October 2026 as its variable values. This website example makes no live changes.
Follow the example, step by step
Separate reusable copy from changing details
- What you do
- Start with an active template containing client-name and launch-date variables.
- What changes
- The template panel identifies the required values that are still missing.
- Why it helps
- You can see which details must be checked for this particular document.
Set the intended recipient
- What you do
- Supply Forma Studio as the client-name value.
- What changes
- The variable panel now displays the client name.
- Why it helps
- The recipient is explicit before the document is completed.
Complete the required details
- What you do
- Supply the launch date and generate the document with the completed values.
- What changes
- The proposal shows Forma Studio and 21 October 2026 in place of its placeholders.
- Why it helps
- The repeated document structure now carries this job’s details.
Check the document before sharing
- What you do
- Read the populated proposal and inspect the generated PDF before using it.
- What changes
- The finished example keeps the scope and populated values together on the page.
- Why it helps
- You can catch incorrect wording or values before sending a document to someone else.
What your team gains
The team can review a populated document without rewriting the reusable sections for every proposal.
Keep the structure reusable while changing the details for each client or project.
Inside Documents & PDFs
Rich text
Work with headings, paragraphs and formatted content.
Variables
Separate repeatable wording from the information that changes each time.
Template duplication
Start a variation from a copy of an existing template.
Generated documents
Find previous generated records in one place.
PDF output
Download a generated PDF when it is ready to share.
Questions and requirements
Does every variable automatically read a project field?
No. Templates use supported variable sources and supplied values. The sample illustrates substitution; it does not promise automatic lookup for every field name.
Does generating a proposal send or sign it?
No. Generation creates a document to review. Sharing, invoicing and any agreement process are separate decisions. Documents require an eligible paid plan.
Requirements and limits
Documents are a paid-plan capability. The sample PDF is fictional; it is not a signed agreement or an invoice.
Understand the next tool here
Read how each connection helps before choosing whether to open another page. Moving between tools does not itself configure an automatic handoff.
Files & attachments — read how it fits
Attach an appropriate generated PDF to a task when the team needs it as a reference.
Keep supporting material close to the task or record that gives it meaning.
Fictional example: the creative brief has an Autumn launch proposal PDF and Collection artwork attachment.
Before you use it
Preview support varies by format. Storage and upload limits apply. The website sample does not upload files.
Optional: explore the full Files & attachments story ↗Quotations & invoices — read how it fits
Prepare commercial quotations or invoices separately when the work needs a financial record.
Keep quotations, line items and draft invoices close to the work they represent.
Fictional example: a $1,000 accepted quotation contains $750 for creative work and $250 for content planning.
Before you use it
Accepting a quotation does not automatically send an invoice or collect payment. Sample amounts are fictional.
Optional: explore the full Quotations & invoices story ↗