If you’re tired of wrestling with Word docs, copy-pasting old proposals, and fixing the same contract language over and over, this guide is for you. We’ll walk through how to use SureConnect templates to speed up the whole proposal and contract process—without getting lost in “automation” buzzwords or spending hours on setup.
Whether you’re running a small agency, handling sales for a growing SaaS, or just want your paperwork less painful, this is your roadmap. Let’s keep it simple, practical, and honest.
Why Templates Matter (and Where They Actually Help)
First, let’s get real: templates aren’t magic. They won’t close deals for you or make your contracts bulletproof. But they do cut out repetitive work, help your docs look consistent, and reduce embarrassing copy-paste errors (like sending “Hi Jane” to Mike).
SureConnect templates are worth your time if you:
- Send similar proposals or contracts over and over
- Have multiple people sending docs (and want them to look the same)
- Want to avoid “version control hell” with files named Proposal_FINAL_v9_REALFINAL.docx
They’re less useful if every single project is wildly different, or if you only send a couple documents a year.
Step 1: Audit Your Current Workflow (Don’t Skip This)
Before you jump into templates, look at what you’re doing now. This stops you from just digitizing a broken process.
Ask yourself: - What docs do I send again and again? (Proposals, MSAs, NDAs, SOWs?) - Where do things break down? (Too many versions? Slow approvals? Confusing sections?) - What’s always the same? What’s always changing?
Pro tip: Grab your last 5-10 proposals or contracts and spot the patterns. If 80% of the content is the same, you’re in prime template territory.
Step 2: Set Up Your SureConnect Templates
Now, into SureConnect. Templates live in the “Templates” or “Library” section—depends on your version. Don’t overthink this part; you can always tweak later.
To create a template:
1. Go to the Templates section
Usually found in the main sidebar. If you can’t find it, use the search bar—no shame, their menus aren’t perfect.
2. Create a new template
Click “New Template” (or similar). Give it a clear name like “Standard Proposal – Web Design” or “Client Contract – SaaS.”
3. Add your base content
Paste in your best version of the doc. Clean up the formatting. Get rid of any specific client info—you’ll fill that in dynamically.
4. Insert variables/placeholders
SureConnect lets you add fields like {{Client_Name}}, {{Project_Description}}, etc. Use these for anything that changes per document.
5. Set default values (if you want)
For fields you almost always fill the same way (e.g., “Payment Terms: Net 30”), you can pre-fill them.
6. Save and test
Save your template and do a dry run. Generate a doc, fill in the fields, and make sure it all looks right.
Stuff that actually matters:
- Don’t try to template everything at once. Start with your most common doc.
- Double-check for old client names hiding in the text. It happens.
- Keep your formatting simple. Fancy layouts often break when you fill in real info.
Step 3: Customize and Use Dynamic Fields (Without Overcomplicating)
Dynamic fields are where templates go from “meh” to actually useful. But don’t get carried away.
What to use: - Client name, project name, dates, fees/rates, deliverables - Sections that might be optional (e.g., “Add-on Services”)
What to avoid: - Overly complex formulas or nested logic. If you need a spreadsheet to follow your template, it’s too much. - Embedding huge tables or images—SureConnect handles text best. The fancier the doc, the more likely it’ll break.
How to add fields: - Highlight the text you want to make dynamic. - Click “Insert Field” or type the SureConnect variable syntax. - Give the field a name that’s obvious. “{{Client_Name}}” beats “{{Field1}}” every time.
Pro tip: Make a quick cheat sheet for your main fields so your team knows what’s what.
Step 4: Build Out a Template Library (But Don’t Go Overboard)
You don’t need a template for every scenario. Focus on the 2-3 doc types you send most.
A good starter library: - Proposal template (for new clients) - Contract/Agreement template (your go-to legal doc) - SOW (Statement of Work) template if you do project-based work
If you start making templates for “Spring Sale Promo for Existing Clients With Pets,” you’ve gone too far.
Keep it tidy: - Archive templates you don’t use. - Review and update templates every few months. Laws change, and your business probably does too.
Step 5: Generate, Send, and Track Documents
Here’s where you actually see time savings.
To generate a doc: 1. Pick your template. 2. Fill in the required fields (most can be done in seconds). 3. Preview the doc—always check for weird breaks or typos. 4. Send directly from SureConnect, or download as PDF if you must email.
Tracking & Automation: - SureConnect logs when docs are sent, opened, and signed. Use this—don’t nag clients for “Did you get this?” if the app already shows it’s unopened. - Set up reminders for unsigned docs (but don’t spam—people hate it).
What’s great:
- No more emailing Word docs back and forth.
- Less manual editing = fewer mistakes.
What’s not:
- If your clients are old-school and insist on “redlining” in Word, you’ll still have some back-and-forth. No tool fixes that.
- Occasional formatting gremlins, especially if you copy-paste from Google Docs or use lots of images.
Step 6: Iterate, Don’t Perfect
Your first template won’t be perfect. That’s fine. After sending a few docs, you’ll spot what needs fixing.
How to improve: - Gather feedback from your team and clients (“Was anything confusing?” “Any missing info?”) - Fix awkward phrasing or unclear fields. - Update templates when your pricing, terms, or branding changes.
Don’t waste time: - Debating font sizes or pixel-perfect design. Make it readable and move on. - Trying to automate every edge case. Templates are for speed and consistency, not covering every scenario under the sun.
A Few Honest Pros and Cons
What works: - Templates save hours once you set them up. - Your team (and docs) stay consistent, even as you grow. - Mistakes and embarrassing copy-paste errors drop off.
What to ignore: - Overhyped “AI” features that promise to write proposals for you. They’re not there yet—review everything. - Canned legal language that doesn’t fit your business. Use your lawyer, not just the template.
What’s annoying: - SureConnect’s interface isn’t perfect. Some things are buried in menus, and the editor can be finicky. - If you deal with lots of custom contracts, you’ll still need to edit—templates just help with the repetitive bits.
Wrapping Up: Keep It Simple, Keep Improving
Templates in SureConnect are about making your life easier, not ticking some “digital transformation” box. Start small, focus on your most-used docs, and fix things as they break. Don’t get lost chasing perfection or “the future of work”—just get your proposals and contracts out faster, with fewer headaches.
Remember: the best process is the one you’ll actually use. Make a template or two, see what helps, and keep it moving.