If you’re tired of copy-pasting sales docs, hunting for old proposals, or correcting the same details for the hundredth time, this guide is for you. Whether you’re in sales, customer success, or just the “person who always sends out the quotes,” I’ll walk you through using Qwilr templates to keep your recurring sales documents sharp, accurate, and fast. No fluff—just what you need to know, what’s worth your time, and what to skip.
Why bother with templates anyway?
Let’s be honest. Most sales docs—quotes, proposals, case studies—are 80% the same every time. And yet, teams waste hours redoing the same work or, worse, sending docs with old client names because someone missed a detail. Templates aren’t sexy, but they save you a lot of headaches.
Qwilr’s promise: set up once, reuse forever (or until you need to tweak). But you’ve got to set it up right. Let’s get into how.
Step 1: Decide which sales docs are actually recurring
Not every document needs a template. Start by listing out the docs you send over and over. Common ones:
- Proposals
- Quotes
- Pricing sheets
- Contracts or agreements
- Intro decks or one-pagers
If you only send something once or twice a year, skip it for now. Focus on what eats up your time every week.
Pro tip: Don’t try to “templatize” everything at once. Pick your most-used doc and get that working first.
Step 2: Build (or import) your first Qwilr template
Qwilr gives you a few ways to start:
- Use one of their built-in templates (handy, but generic)
- Import an existing doc (Word, PDF, Google Doc—results may vary)
- Build your own from scratch
What actually works:
If you’ve got a good-looking, up-to-date doc already, import it and then tidy it up. Qwilr’s import isn’t perfect—you’ll likely need to reformat sections, especially tables and images. If your doc is ancient or ugly, you’re better off rebuilding in Qwilr directly.
How to build a template in Qwilr:
- Go to your Qwilr dashboard.
- Click “Create New” and select “Template.”
- Add sections for recurring info (e.g., About Us, Pricing, Terms).
- Leave spots for the details that change (client name, pricing, scope).
- Use Qwilr’s “variables” feature for anything that changes every time (more on that below).
What to ignore:
Don’t stress about making it “perfect” on the first pass. You’ll tweak it as you go.
Step 3: Use variables to speed up customization
This is where Qwilr starts to pay off. Variables are placeholders you set up in your template—think {{client_name}} or {{project_start_date}}. When you create a new document from the template, Qwilr prompts you to fill these in.
Why bother?
- No more “Dear [Client Name]” mistakes.
- You don’t have to hunt through the doc to update details.
- Makes it faster for teammates to use, too.
Setting up variables:
- In your template, highlight the text you want to swap out (like a company name).
- Click the “Insert Variable” button.
- Name it something clear (e.g., “client_company”).
- Repeat for pricing, dates, contact names, whatever changes.
Honest take:
Variables are Qwilr’s best feature for recurring docs. If you skip this, you’re basically just making a fancy Google Doc.
Step 4: Add interactive elements (if they’re actually useful)
Qwilr lets you add interactive pricing tables, video embeds, and buttons so clients can accept or sign online. Some of these are genuinely helpful; some are just shiny features.
What’s worth your time:
- Interactive pricing tables: Great if your deals change a lot, or if you want clients to select their own options.
- Accept/Sign buttons: Cuts down on back-and-forth. Clients can approve on the spot.
- Embedded videos: Useful if you need to demo a product, but don’t force it.
What to skip:
- Overly fancy animations
- Auto-playing videos (nobody likes those)
- Cramming in every “engagement” feature—keep it simple, especially with legal docs
Pro tip:
Test out your doc as if you’re the client. If something feels clunky or distracting, cut it.
Step 5: Lock down sections that shouldn’t change
If you’re working with a team, this is critical. Qwilr lets you lock sections of a template so users can’t accidentally edit boilerplate legal text or company info.
How to do it:
- In your template, hover over the section you want to lock.
- Click the lock icon (usually in the section header).
- Confirm that only the right people can edit that part.
Why bother?
You don’t want a junior rep accidentally promising 60-day payment terms when it should be 30. Lock what matters.
Step 6: Test your template—don’t skip this
Before you roll out your template to the team (or start sending it to clients), run through a test. Make a “dummy” doc, fill in all the variables, and send it to yourself or a colleague.
What to check:
- All variables update correctly (no missed spots)
- Formatting looks good on desktop and mobile
- Links/buttons work as expected
- No old info or placeholder text left behind
Real talk:
Most mistakes happen because someone rushed. Take five minutes to check—better now than after you’ve sent it to a client.
Step 7: Roll out to your team (if you have one)
If it’s just you, skip ahead. But if you’ve got a team:
- Share the template link and show them how variables work.
- Make it clear which sections are locked and which can be edited.
- Ask for feedback after a few uses—there’s always something you’ll want to tweak.
Pitfall to avoid:
Don’t bury your team in a 20-minute Loom video. A quick screen-share and a one-pager with “how to use this template” is enough.
Step 8: Keep improving (but don’t overthink it)
Templates aren’t “set and forget.” Every few months, check what’s working:
- Are clients responding faster?
- Are there spots where users always get confused?
- Any info that’s out of date?
Update your template as your process changes. But don’t fall into the trap of constantly tweaking. Good enough is good enough.
What works (and what doesn’t) with Qwilr templates
What works:
- Variables save tons of time and cut down on dumb mistakes.
- Locked sections keep legal and company info consistent.
- Interactive pricing is great for upselling and flexibility.
What doesn’t:
- Bulk document creation is limited—if you need to generate 50 proposals at once, Qwilr isn’t built for that.
- Importing complex docs isn’t perfect—you’ll spend time fixing formatting.
- The learning curve isn’t steep, but some features (like advanced variables) aren’t obvious. Budget a little time for setup.
What to ignore:
- Don’t try to make a template for every possible scenario. Focus on your core recurring docs.
- Skip most “engagement” metrics unless you really need them. They’re interesting, but rarely actionable.
Keep it simple (and keep improving)
Setting up Qwilr templates for recurring sales docs is about working smarter, not harder. Get your main doc running, use variables, lock what matters, and don’t sweat making it perfect. The real win is sending out polished, accurate documents in minutes—not hours. Iterate as you go, and let your templates do the boring work.
Now go reclaim your time—and don’t let another “Dear [Client Name]” slip through.