If you’re in sales, client services, or just plain tired of copying and pasting the same old proposals, you already know what a time suck manual doc prep can be. This article’s for anyone who wants to get proposals out the door faster, cut down on errors, and stop reinventing the wheel every time. We’re talking about templates—specifically, how to set up and actually use them in Getaccept.
No fluff here—just honest advice, real-world steps, and some pitfalls to avoid. If you want to send proposals in minutes instead of hours, keep reading.
Why Bother With Templates?
Templates can be a lifesaver, but only if you set them up right and actually use them. Here’s why they’re worth your time:
- Consistency: Everyone’s sending the same (correct) info. No more “Oops, that’s last year’s pricing.”
- Speed: Less copy-paste, more send-and-done.
- Fewer Mistakes: Typos, missing sections, or embarrassing old client names—gone.
- Easy Updates: Change your terms once, update everywhere.
The downside? Templates take a bit of work to set up, and if you don’t maintain them, they go stale fast. But done right, they pay off big.
Step 1: Figure Out What You Actually Need a Template For
Before you even touch Getaccept, make a list of the docs you send all the time. Classic examples:
- Sales proposals
- Onboarding agreements
- NDAs
- Product info sheets
Look for the stuff you send over and over—those are your template candidates. Ignore the one-offs for now.
Pro Tip: Pull a few recent docs you’ve sent and open them side by side. Highlight what changes (client name, price, scope) and what stays the same. That’s your template “skeleton.”
Step 2: Build Your First Template in Getaccept
Assuming you’ve got a Getaccept account and basic permissions, here’s how to set up a template that actually saves you time—not just another file you ignore.
1. Log In and Head to Templates
- In the sidebar, look for “Templates” (sometimes under “Documents”).
- Click “Create Template” or “New Template.”
2. Choose Your Starting Point
- Start from scratch: Best if you want full control.
- Upload a doc: If you’ve got a winning Word or PDF version, upload it and tweak from there.
- Use a Getaccept template: They offer some built-in ones, but honestly, most are generic—treat as a rough starting point.
3. Add Content, Sections, and Branding
- Company logo and colors: Set these up once.
- Sections: Think intro, pricing, terms, signature.
- Static text: Anything that never changes, hard-code it.
- Placeholders: For stuff that changes—
{{Client Name}},{{Price}}. More on these in a sec.
4. Insert Variables (a.k.a. Placeholders)
- Getaccept lets you add variables so you’re not typing the same info over and over.
- Look for the “Insert Variable” or “Merge Field” button.
- Common ones: recipient name, company, sender, date, custom fields.
- If Getaccept integrates with your CRM, you might be able to pull in deal data automatically. (Double-check field mapping—this is where things can go sideways.)
Watch Out: Overdo it with variables and your doc will look like alphabet soup. Stick to the essentials.
5. Add Signature Fields
- Drag and drop a signature block where you want clients to sign.
- You can add initials, dates, checkboxes if needed (for terms acceptance, etc).
6. Save and Name Your Template
- Name it so anyone on your team knows what it’s for (“2024 Master Sales Proposal” beats “Template 3”).
- Set sharing permissions so the right people can use or edit it.
Step 3: Test Your Template (Don’t Skip This)
Before you roll this out, send a test proposal to yourself or a teammate. Here’s what to check:
- Are all variables pulling in the right info?
- Does the formatting look clean on desktop and mobile?
- Is the signature flow smooth?
- Are you missing any required fields or sections?
If anything looks off, fix it now. It’s way less embarrassing than a real client spotting your mistakes.
Step 4: Use Your Template to Send a Proposal
Templates only save time if you actually use them. Here’s how to go from template to sent doc:
- Start a New Document
- Choose “Use Template” or similar.
-
Pick your template from the list.
-
Fill in the Blanks
- Getaccept should prompt you for variable info (client name, pricing, etc).
-
Double-check the data—automation is great, but it’s not foolproof.
-
Customize If Needed
- Add extra details or tweak sections if this client needs something special.
-
But avoid “just this once” edits that should apply to everyone—add those to the master template instead.
-
Add Recipients and Set Signing Order
- Enter the client’s email.
-
If there’s more than one signer, set the order they’ll sign in.
-
Send It Out
- Hit send and wait for the magic.
Pro Tip: If you’re sending a lot of proposals with small tweaks, create “template variations” for different product lines or regions. Just don’t go overboard—too many templates is almost as bad as none.
Step 5: Maintain and Improve Your Templates
Templates aren’t “set it and forget it.” Here’s how to keep them useful:
- Review quarterly: Terms, pricing, branding, and legal need updating more often than you think.
- Get feedback: Ask your team what works and what’s a hassle.
- Audit usage: If nobody’s using a template, figure out why. Too generic? Out of date? Hard to find?
- Kill old templates: Archive versions you don’t need. Old templates are a recipe for mistakes.
What Works (and What Doesn’t)
What Works
- Templates for anything high-volume and repetitive.
- Using variables for the stuff that always changes.
- Keeping templates simple—complex layouts break more than they help.
- Setting permissions so only trusted folks can edit master templates.
What Doesn’t
- Templates for true one-off deals—they just get in the way.
- Over-customization—you’ll spend more time fixing than you save.
- Letting templates go stale. Outdated terms or pricing = angry clients (or legal headaches).
What to Ignore
- Fancy graphics or animations. Most clients care about clarity, not design flourishes.
- “AI template generators.” They sound cool, but usually spit out generic junk.
- Templates for emails that take less than a minute to write. Not worth the setup.
Keep It Simple and Iterate
Templates are supposed to make your life easier, not add another layer of busywork. Start with your most-used doc, get it working, then build from there. Don’t try to template everything at once. Tweak as you go, and don’t be afraid to toss what isn’t working.
Bottom line: The less time you spend fiddling with proposals, the more time you’ve got for things that actually move the needle. Set up your templates once, keep them fresh, and you’ll never go back to the old copy-paste grind.