You can use tags in the PDF templates, emails, and in the notes and section notes of a Quotation.
Sample Quotation PDF Templates
Changing What Appears on Your Document with Tags
How Pricing Works (opens another page)
Sample Quotation PDF Templates
See some example PDF Quotation templates here.
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Changing What Appears on Your Document with Tags
You can change how the PDF will look by downloading and editing the Word document that is the 'template'. You can make the template show the data by inserting 'tags'. These are replaced with data when Zigaflow creates and previews your document. Once you have updated your document in Word you need to upload.
Mixing Tables
If you need to show more details on some items but less on others (such as product finishes, or mixing product sales with maintenance and support contracts) you can do this with the PDF Groups functionality.
How Tags Work
All the tags except those marked as 'Quotation Items' and 'Quotation Sections' will generally appear just once in your document. You can have them multiple times if you wish, but they will repeat the same data (i.e. a client's name).
'Quotation Items' and 'Quotation Sections' need to be inside a Word table in order to expand correctly with the different line items in your quotation. To understand more about how the system manages these templates see here.
Editing PDF Templates
This video takes you through the process. Use the tags references below to make sure the PDF template includes the information you want to show.
Using Tags on Emails
This works the same way except where a link is used, for example to a client page or referring to the quote's edit page. See this article:
Including Links to Quotes, Jobs etc. in your Emails
More on PDF Templates
Read about how to manage tables and images here.
Troubleshooting
If you have a problem with the PDF templates please see this article:
Tags List
Quotation Information
| Tag | Description |
|---|---|
| {BusinessName} | Your business name. |
| {BusinessLogo} | Replaces tag with the image of your business. |
| {BusinessAddress1} | Address line 1 from your business address. |
| {BusinessAddress2} | Address line 2 from your business address. |
| {BusinessAddress3} | Address line 3 from your business address. |
| {BusinessTown} | Town from your business address. |
| {BusinessCounty} | County from your business address. |
| {BusinessPostcode} | Postcode from your business address. |
| {BusinessCountry} | Country from your business address. |
| {BusinessTelephone} | Telephone number from your business contact information. |
| {BusinessMobile} | Mobile number from your business contact information. |
| {BusinessEmail} | Email from your business contact information. |
| {BusinessWebsite} | Website URL from your business contact information. |
| {BusinessFax} | Fax number from your business contact information. |
| {BusinessVAT} | VAT number from your business details |
| {BusinessRegistrationNumber} | Registration number from your business details |
| {ProjectDescription} | The description of the project the quotation may be allocated to |
| {ProjectNumber} | The project number if one is associated |
| {ClientContactName}/{CLIENTCONTACTNAME} | Name from quotation client contact / in upper case |
| {ClientLogo} | The client's logo. Keep this within a Word table and its size if dictated by the width of the cell |
| {ClientXXXX} | Where XXXX is a custom field you have created |
| {ClientContactPosition} | Position of the client contact |
| {ClientContactTitle} | Title of the quotation client contact |
| {ClientContactFirstName} | First name of the quotation client contact |
| {ClientContactLastName} | Last name of the quotation client contact |
| {ClientContactTelephone} | Telephone number from quotation client contact. |
| {ClientContactMobile} | Mobile number from quotation client contact. |
| {ClientContactEmail} | Email from quotation client contact. |
| {ClientCustomField} | For CRM Company custom fields, e.g. 'MyField' should be {ClientMyField} |
| {ClientContactCustomField} | For CRM contact custom fields, e.g. 'MyField' should be {ClientContactMyField} |
| {ClientContactAddress1}, {ClientContactAddress2}, {ClientContactAddress3}, {ClientContactTown}, {ClientContactPostcode}, {ClientContactCountry} | The details of the contact, not the company they may be associated to |
| {InvoiceName} | Name from the quotation invoice address |
|
{InvoiceContactName}
|
The order or invoice contact name |
| {InvoiceAddress1} | Address line 1 from the quotation invoice address. |
| {InvoiceAddressReference} | Address reference. |
| {InvoiceAddress2} | Address line 2 from the quotation invoice address |
| {InvoiceAddress3} | Address line 3 from the quotation invoice address |
| {InvoiceTown} | Town from the quotation invoice address |
| {InvoiceCounty} | County from the quotation invoice address |
| {InvoicePostcode} | Postcode from the quotation invoice address |
| {InvoiceCountry} | Country from the quotation invoice address |
| {InvoiceTelephone} | Telephone number from the quotation invoice address. |
| {InvoiceMobile} | Mobile number from the quotation invoice address. |
| {InvoiceEmail} | Email from the quotation invoice address. |
| {DeliveryName} | Name from quotation delivery address |
|
{DeliveryContactName}
|
The contact name for the delivery |
| {DeliveryAddressReference} | Delivery address reference |
| {DeliveryAddress1} | Address line 1 from quotation delivery address. |
| {DeliveryAddress2} | Address line 2 from quotation delivery address |
| {DeliveryAddress3} | Address line 3 from quotation delivery address |
| {DeliveryTown} | Town from quotation delivery address |
| {DeliveryCounty} | County from quotation delivery address |
| {DeliveryPostcode} | Postcode from quotation delivery address |
| {DeliveryCountry} | Country from quotation delivery address |
| {DeliveryTelephone} | Telephone number from quotation delivery address. |
| {DeliveryMobile} | Mobile number from quotation delivery address. |
| {DeliveryEmail} | Email from quotation delivery address. |
| {OrderClient} | The name of the order (i.e. not the invoice client) |
| {OrderContactName} | The name of the order contact (i.e. not the invoice client) |
| {OrderContactEmail} | The email address of the order contact (i.e. not the invoice client) |
| {OrderContactTelephone} | The telephone number of the order contact (i.e. not the invoice client) |
| {OrderContactCellPhone} | The cell phone of the order contact (i.e. not the invoice client) |
| {QuotationNumber} | The number, including version, assigned to the quotation. |
| {ClientName}/{CLIENTNAME} | Name of the client quotation is assigned to / in upper case |
| {ClientReference} | The client reference entered into the quotation details. |
| {ClientAccountReference} | The account reference of the client assigned. |
| {ClientCustomField} | Where the CustomField is the tag for a custom field you have set up for the clients. E.g. {ClientVATNumber} |
| {PoNumber} | The purchase order (PO) number entered into the quotation details. |
| {Description} | The description entered into the quotation details. |
| {ContactName} | The name of the user assigned to the quotation. |
| {ContactTelephone} | The telephone number of the user assigned to the quotation. |
| {ContactCellPhone} | The cellphone number of the user assigned to the quotation. |
| {ContactEmail} | The email address of the user assigned to the quotation. |
| {ContactSignature} | A rendering of the assigned user/contact's signature |
| {ContactPosition} | The position of the assigned user/contact |
| {Notes} | From the 'Notes for Client' box |
| {DateCreated} | The creation date of the quotation. e.g. 01/01/2018 |
| {DateQuoted} | This is the 'Date Quoted:' you can adjust on the quote. |
| {DateCreatedLong} | The creation date of the quotation. e.g. 1 January 2018 |
| {DateDelivery} |
The delivery date of the quotation. e.g. 01/01/2018. This can also be the start date for a hire or project. If you copy a quote to a job this date is copied to the job's start date. |
| {DateDeliveryLong} |
Long version of the above |
| {DateEnd} |
The end date for a hire period or project. If you copy a quote to a job this date is copied to the job's end date. |
| {DateValidTo} | Date the quote is valid to in the format of dd/MM/yyyy. This is calculated from the QuotedDate + NumberDaysValid. |
| {DateValidToLong} | Date the quote is valid to in the format of dd MMMM yyyy |
| {NumberDaysValid} | The number of days the quote is valid for from the DateQuoted |
| {MarginPer} | The average margin percentage for the quote |
| {NetMinusLabour} | The total value of the non-labour prices. |
| {Labour} | The total labour of the quotation. |
| {LabourHours} | The total number of labour hours of the quotation. |
| {LabourTime} | The total number of labour hours of the quotation in time format. Example: 2.5 hours becomes "2:30" |
| {LabourTimeLong} | The total number of labour hours of the quotation in long time format. Example: 2.5 hours becomes "2 hours 30 mins" |
| {VAT} | The total VAT of the quotation items. |
| {Currency} | The currency of the quote |
| {PriceListName} | The name you have given to the price list |
| {Margin} | The total margin of the quotation items. |
| {Total} | The total price of the quotation items. |
| {ReviewLink} | Link to review page where the client can sign. This can be used in the PDF or email but needs to be set up as a hyperlink. |
| {InternalLink} | Link to the edit page but only accessible to logged-in users. Needs to be set up as a hyperlink. It can be added to emails. |
| {AssociatedJob} | The number of the Job/Sales Orders associated to the quote. If there is more than one, it will use the first one. |
| {ClientPaymentTerms} | Payment terms for the client. If the quote is for a contact, use {ClientContactPaymentTerms} instead. |
|
{ClientPaymentTermsDays}
|
The days specified in the payment terms |
| {Image1}, {Image2},etc. | The images that added to the quote (not to the section or item) |
| ImageFilename1},{ImageFilename1}, etc. | The filename of the image(s) |
| {LinkedJobs} | |
| {LinkedInvoices}{LinkedDeliveryNotes} | |
|
{LinkedEformWeblinks}
|
Lists all the eForms linked to the quotation. The title is shown with the hyperlink underneath. |
| {InitialNet} | Initial Price x Qty |
| {QuoteDiscountValue} | Initial Price Net - List Price Net |
| {IntialDiscountPct} | (Initial Price Net - List Price Net)/ Initial Price Net |
| {ListNet} | ListPrice x Qty |
| {QuoteDiscountValue} | List Price Net - Agreed Price Net |
| {QuoteDiscountPct} | (List Price Net - Agreed Price Net)/List Price Net |
| {Net} | Agreed Price x Qty |
| {TotalDiscount} | Initial Net - Agreed Net |
| {TotalDiscountPct} | (Initial Net - Agreed Net)/Initial Net |
| {VATBeforeDiscount} | The total tax before any discount has been applied |
| {TotalBeforeDiscount} | The total net + tax before any discount has been applied |
| {OptionalNet} | The net total of all the items marked as optional |
| {OptionalVAT}/{OptionalTax} | The total VAT or Tax of all the items marked as optional |
| {OptionalTotal} | The total of all the optional items including tax or VAT |
| {NetIncOptional} | The total net of the quote if the optional items are included |
| {VATIncOptional}/{TaxIncOptional} | The total of the VAT or Tax of the quote if the optional items are included |
| {TotalIncOptional} | The total of the quote including tax or VAT if the optional items are included |
Quotation Items
| Tag | Description |
|---|---|
| {ItemImage} | Replaces tag with the image of the quotation item. Use the tags {ItemImage1}, {ItemImage2}, etc for multiple images. |
| {ItemRowNumber} | The order number within a section. Number restarts at 1 for each section. |
| {ItemCode} | The product code of the quotation item. |
| {ItemDescription} | The description of the quotation item. |
| {ItemDetailedDescription} | The extended or more detailed description text for a product or service. |
| {ItemCategory} | Category of the item |
| {ItemUnit} | The unit text of the quotation item. |
| {ItemQty} | The quantity of the quotation item. Kit Items appear with an 'X' by default. |
| {ItemQtyDash} | The quantity of the quotation item. Kit Items appear with a dash '-' instead of an 'X'. |
| {ItemQtyNone} | The quantity of the quotation item. Kit Items appear with no additional elements. |
| {ItemVAT} | The VAT percentage of the quotation item. |
| {ItemPriceIncTax} | The Net + Tax amount |
| {ItemVATPrice} | The VAT value for the item |
| {ItemInitialPrice} | Initial Price |
| {ItemInitialNet} | Initial Price x Qty |
| {ItemQuoteDiscountValue} | Initial Price Net - List Price Net |
| {ItemIntialDiscountPct} | (Initial Price Net - List Price Net)/ Initial Price Net |
| {ItemListPrice} | List Price |
| {ItemListNet} | ListPrice x Qty |
| {ItemQuoteDiscountValue} | List Price Net - Agreed Price Net |
| {ItemQuoteDiscountPct} | (List Price Net - Agreed Price Net)/List Price Net |
| {ItemPrice} | The Sale Price |
| {ItemNet} | Agreed Price x Qty |
| {ItemTotalDiscount} | Initial Net - Item Net |
| {ItemTotalDiscountPct} | (Initial Net - Item Net)/Initial Net |
| {ItemIncLabour} | The item cost including the labour element |
| {ItemTotalMinusLabour} | The sale price of the quotation item (not including labour). |
| {ItemLabourName} | The labour name of the quotation item. |
| {ItemLabour} | The charge to the customer for the item's labour. |
| {ItemLabourRate} | The labour rate of the quotation item. |
| {ItemLabourHours} | The total number of labour hours of the quotation item. |
| {ItemLabourTime} | The total number of labour hours of the quotation item in time format. Example: 2.5 hours becomes "2:30" |
| {ItemLabourTimeLong} | The total number of labour hours of the quotation item in long time format. Example: 2.5 hours becomes "2 hours 30 mins" |
| {ItemMargin} | The margin percentage of the quotation item. |
| {ItemMarginPrice} | The margin of the quotation item. |
| {ItemTotal} | The net total price of the quotation item. |
| {ItemGross} | The total price (Net + VAT) of the quotation item. |
| {ItemsMainSupplier} | The name of the main supplier - if no one supplier is marked as such it will be blank |
| {ItemCustomField} | Where CustomField is the tag of a field you have set up for item |
| {ItemMultiplier1} | The 1st multiplier field, often used for height or width or depth |
| {ItemMultiplier2} | The 2ndmultiplier field, often used for height or width or depth |
| {ItemMultiplier3} | The 3rd multiplier field, often used for height or width or depth |
| {ItemMultiplier4} | The 4th multiplier field |
| {ItemMultiplierTotal} | The total of item multipliers 1 x 2 x 3 x 4 |
| {ItemMultiplier1x1000} | The multiplier value multiplied by 1000 (to convert 1m to 1000mm for example). This is available for all four multipliers. |
Signed Agreement Tags
| Tag | Description |
|---|---|
| {AgreementName} | The full name the client who signed the agreement. |
| {AgreementSignature} | The image of the client's signature. |
| {AgreementTitle} | The title of the client who signed the agreement. |
| {AgreementPosition} | The business position of the signee |
| {AgreementFirstName} | The first name of the client who signed the agreement. |
| {AgreementLastName} | The last name of the client who signed the agreement. |
| {AgreementDateSigned} | The date the agreement was signed. e.g. 01/01/2018 |
| {AgreementDateSignedLong} | The date the agreement was signed. e.g. 1 January 2018 |
| {AgreementDateTime} | The time the agreement was signed. |
| {AgreementDeviceInformation} | The device information where the agreement was signed. |
| {AgreementIpAddress} | The IP address where the agreement was signed. |
| {AgreementCity} | The city location where the agreement was signed. |
| {AgreementCountry} | The country location where the agreement was signed. |
| {AgreementLatitude} | The latitude location where the agreement was signed. |
| {AgreementLongitude} | The longitude location where the agreement was signed. |
Quotation Sections
| Tag | Description |
|---|---|
| {SectionName} | The name of the section. |
| {SectionImage} | Replaces tag with the image added to a section. Use the tags {SectionImage1}, {SectionImage2}, etc for multiple images. |
| {SectionNotes} | The notes of the section. |
| {SectionMarginPer} | The margin percentage of the quotation section. |
| {SectionMargin} | The total margin of the quotation section. |
| {SectionDiscountPer} | The percentage discount between the list and agreed prices for the section |
| {SectionDiscount} | The total value discount between the list and agreed prices discount of the section. |
| {SectionNetMinusLabour} | The section's non-labour prices total. |
| {SectionNet} | The total net price of the quotation section. |
| {SectionLabour} | The total labour of the quotation section. |
| {SectionLabourHours} | The total number of labour hours of the quotation section. |
| {SectionLabourTime} | The total number of labour hours of the quotation section in time format. Example: 2.5 hours becomes "2:30" |
| {SectionLabourTimeLong} | The total number of labour hours of the quotation section in long time format. Example: 2.5 hours becomes "2 hours 30 mins" |
| {SectionVAT} | The total VAT of the quotation section. |
| {SectionTotal} | The total price of the quotation section. |
| {SectionIncludedInTotal} | The displays the text "Included in Total" depending on whether to Include the Section in the quotation price |
| {SectionIncludedInTotalYesNo} | The displays the text "Yes" or "No" depending on whether to Include the Section in the quotation price |
| {KeepSectionTotals} | If there is only one section, the system will usually delete the section's totals. Putting this in will keep the totals. |
| {OptionalSectionNet} | The net total of all the items marked as optional in the section |
| {OptionalSectionVAT}/{OptionalSectionTax} | The total VAT or Tax of all the items marked as optional in the section |
| {OptionalSectionTotal} | The total of all the optional items including tax or VAT in the section |
| {SectionNetIncOptional} | The total net of the section if the optional items are included |
| {SectionTaxIncOptional}/{SectionVATIncOptional} | The total of the VAT or Tax of the section if the optional items are included |
| {SectionTotalIncOptional} | The total of the section including tax or VAT if the optional items are included |
| {SectionInitialNet} | Initial Price x Qty |
| {SectionQuoteDiscountValue} | Initial Price Net - List Price Net |
| {SectionIntialDiscountPct} | (Initial Price Net - List Price Net)/ Initial Price Net |
| {SectionListNet} | ListPrice x Qty |
| {SectionQuoteDiscountValue} | List Price Net - Agreed Price Net |
| {SectionQuoteDiscountPct} | (List Price Net - Agreed Price Net)/List Price Net |
| {SectionNet} | Agreed Price x Qty |
| {SectionTotalDiscount} | Initial Net - Agreed Net |
| {SectionTotalDiscountPct} | (Initial Net - Agreed Net)/Initial Net |
Section Style Groups
These are totals for each set of section styles.
Xxxx is the name of the section group you have set up.
| {SectionStyleXxxx_InitialNet} | Initial Price x Qty |
| {SectionStyleXxxx_QuoteDiscountValue} | Initial Price Net - List Price Net |
| {SectionStyleXxxx_IntialDiscountPct} | (Initial Price Net - List Price Net)/ Initial Price Net |
| {SectionStyleXxxx_ListNet} | ListPrice x Qty |
| {SectionStyleXxxx_QuoteDiscountValue} | List Price Net - Agreed Price Net |
| {SectionStyleXxxx_QuoteDiscountPct} | (List Price Net - Agreed Price Net)/List Price Net |
| {SectionStyleXxxx_Net} | Agreed Price x Qty |
| {SectionStyleXxxx_TotalDiscount} | Initial Net - Agreed Net |
| {SectionStyleXxxx_TotalDiscountPct} | (Initial Net - Agreed Net)/Initial Net |
Client Assets
| Tag | Description |
|---|---|
| {ItemLinkedAssetReference} | The asset's unique reference, such as a serial number. |
| {{ItemLinkedAssetDescription} | The assets description. |
| {ItemLinkedAssetStartDate} | The description of the item. |
| {ItemLinkedAssetEndDate} | If an asset is no longer at the client site, the date may have been entered here. |
| {ItemLinkedAssetNextServiceDate} | The next service date for client asset. |
| {ItemLinkedAssetLocation} | The location name at the client's site. This is just the name, not the full address. |
Questions
Questions can be referenced either by their index number (i.e. {QuestionDescription1}) or similar to items they can repeated for as many questions there on the document using {QuestionDescription}. The index approach is useful if you want the answers in specific places on a document. The dynamic approach is better when you do not know how many questions there will be.Dynamic
Add a table to your document similar to this:
The second line will be repeated for each question.
Static (Index Number)
Tags
| Tag (Static or Dynamic) | Description |
|---|---|
| {QuestionSectionName1} or {QuestionSectionName} | The name of the section |
| {QuestionSectionNote1} or {QuestionSectionNote} | The note for the section |
| {QuestionDescription1} or {QuestionDescription} | The question's text |
| {QuestionAnswer1} | The answer to the question |
Custom Fields
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