Understanding variable categories

Proposify organizes variables into three main categories, each serving different purposes and drawing information from different sources within your account.

Document Variables

These variables pull information directly from the document itself and are perfect for creating professional, dynamic content that adapts to each specific document.

Common Document Variables:

• Document name and creation date
• Total pricing and financial calculations
• Document sharing links
• Status and approval information

Document variables are particularly useful in headers, footers, and summary sections where you want to reference the document itself.

Client Variables

Client variables automatically populate with information about the company and contact you've assigned to your document. This is where the real personalization magic happens.

Available Client Variables:

• Company name and contact details
• Individual contact information (first name, last name, title)
• Address information (street, city, state, country)
• Communication details (email, phone)

Managing Client Information: The data for these variables comes from your contacts database. You can update and maintain this information by:

1. Going to Contacts in the main navigation
2. Selecting the relevant contact or company
3. Editing the information fields
4. Changes automatically flow through to any documents using those variables

User Variables

User variables represent information about you and your company—the document creator and sender. These variables ensure your professional information appears consistently across all documents.

User Variable Types:

• Your personal information (name, title, contact details)
• Your company information (name, address, phone)
• Professional details and signatures

Updating User Information: User variables pull from two different sources depending on the type of information:

Personal Information: Click on your profile picture in the top navigation, then select your user profile to update personal details like your name, title, and direct contact information.

Company Information: Navigate to Settings > Company Profile to update company-wide information like business name, address, and main contact details.