Variables (also called 'short codes' or 'merge tags' in some other products) are simply bits of text that change from proposal to proposal or even page-to-page.

For example if you generated a new proposal and needed to change all instances of the client's company name, you would just use the "Client company name" variable in your template and your text would automatically update to include the proper client's name.

There's two aspects to using variables:

  1. Adding variables in your proposal templates to they pull the data and populate your proposal.
  2. Inputting the appropriate data into fields, such as the proposal settings, client company, client contact, and user fields, 

Let's start with the first part:

How to insert variables into your proposal

When you're editing a proposal, section or template, and you have your cursor in a text box, you'll see a button on the side called 'Variables' which shows the list of available variables.

You can also access the list of variables when you're typing in the editor by hitting the # key (hash tag or pound key as it's also called). This brings up the list of variables. You can search the list to find a particular variable and click it to insert it into your text.

See it in action:

After a variable is inserted into the text you can click on it to change it to another variable. Also it will have a yellow background which you can change by clicking on the color icon. This will update the background color of all variables in the proposal. 

NOTE: There won't be a colored background when a client is viewing the proposal, it only appears this way in the editor so you can easily see what is text and what is being pulled from a variable.

We've covered how to add variables into your proposal text but where do you actually input the values?

Where to input information that variables pulls from

There's 3 key areas where variables can pull data into your proposal; Your client, your company and the proposal itself.

Client information

You edit information about your clients, you need to leave the editor and go to the client section in Proposify. Then edit a client company or contact within the company to change their values.

The available client company fields/variables are:

  1. Company name
  2. Address
  3. Address 2
  4. City
  5. State/province
  6. Country
  7. Zip/postal code
  8. Website URL
  9. Office number

You can also insert the contact details of your main client contact for the proposal. The available fields are:

  1. First name
  2. Last name
  3. Title
  4. Email address
  5. Office number
  6. Mobile number

Your company/users

To update information about your company you can go to your account settings > Company and update the fields there (Note you need to be an admin or account owner to do this). You can update your own user account fields by clicking on your profile in the top header and if you have access, you can update other user fields by clicking on them in the users area.

You can input the exact same fields for your own company and users as you can for your client's.

The user fields will output the name of the person assigned to lead a proposal, usually the main sales contact.

Proposal information

Some of this data gets entered when you are creating a new proposal (you can edit later when you edit the settings of a particular proposal.

  1. Proposal name
  2. Proposal number
  3. Due date

Other proposal variables are calculated automatically:

  1. Total is the price of your proposal and gets added together from your fee tables (except tables where you've explicitly set it to not get included in the total)
  2. Link allows you to output the client preview link of the proposal.
  3. Date submitted - Will output the date a proposal is sent to a client.
  4. Date accepted - Outputs the date a client accepts and signs your proposal. Will say 'not accepted' before the client signs it.
  5. Page number - This outputs the number of the current page it's placed on. It's most useful when added as a repeater for page showing page numbers in the header or footer of a proposal.

If you want to show the current page number, just go to Edit Design > Repeaters and use the variable {page_number}, and after saving, the text box will always show the current page number.

See also:

Custom variables
Repeaters

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