Pipeline CRM

    Generate Documents with Instant Docs

    Instant Docs turns a Word template into a ready-to-send document — a proposal, invoice, or agreement — filled in with data from a person, deal, or company. Admins set up the templates; everyone can use them.

    How It Works

    Your template contains placeholders like {{CompanyName}}. When you generate a document from a record, Pipeline CRM replaces each placeholder with that record's data.

    Generate a Document

    Before you start: An admin must have set up a template for the record type you're on.

    1. Open the person, deal, or company you want to create the document for.
    2. Find the Instant Docs tile.
    3. Click + in the top-right corner of the tile.
    4. Choose a template. Pipeline CRM fills it in with this record's data and opens the document in a new browser window.
    5. Review the document.
    6. Download it, or send it for signature with eSign.

    If nothing opens, your browser is probably blocking pop-ups. Allow pop-ups for Pipeline CRM and try again.

    The generated document stays on the Instant Docs tile, where you can preview, download, or delete it. Pipeline CRM also logs an activity on the record, and generated documents appear in the Activity Scoreboard.

    Set Up a Template (Admins)

    Before you start:

    • You need admin access.
    • Your template must be a .docx file of 50 MB or less.
    • Decide which Pipeline CRM fields you want to fill in — for example, the person's name, the deal amount, or the company name.

    Step 1: Add placeholders to your Word file

    1. Open your document in Word, or any app that saves .docx files.
    2. Wherever Pipeline CRM should fill in data, type a placeholder such as {{PersonName}}, {{CompanyName}}, {{DealValue}}, or {{CloseDate}}.
    3. Save the file as .docx.

    Placeholders follow three rules:

    • They go inside double curly braces: {{LikeThis}}.
    • They need at least three characters inside the braces. {{abc}} works; {{a}} doesn't.
    • You can name them anything, as long as you map each one in step 3.

    Step 2: Upload the template

    1. Click Settings in the lower-left corner.
    2. On the General tab, select Instant Docs.
    3. Click \+ Add new template.
    4. Upload your .docx file.
    5. Give the template a clear name, such as "Standard Proposal" or "Invoice – US".
    6. Optional: choose a Type to keep templates organized.
    7. Choose where the template is available: People, Deals, Companies, or any combination. A contract might belong on deals only, and a welcome letter on people.

    Step 3: Map placeholders to fields

    Pipeline CRM lists every placeholder it found in your file. For each one:

    1. Choose the Pipeline CRM field it should pull from — for example, {{PersonName}} → Full Name, {{DealValue}} → Amount.
    2. Optional: enter a Fallback value to use when the field is empty, such as "Net 30 days" for {{PaymentTerms}}. To leave the spot blank instead, enter a single space.

    Step 4: Test the template

    1. Click Preview on the template.
    2. Search for and select a sample person, deal, or company.
    3. Generate the preview.
    4. Check that every placeholder is filled in, the values are right, and the layout still looks good.

    Start from a Sample Template

    Want a head start? On the Instant Docs settings page, click Sample templates, or download all the samples. They include:

    Template

    Good for

    Home Staging Proposal

    Showing staging services, costs, and timelines

    Roofing Project Proposal

    Detailing roofing work from inspection to post-install checks

    Roofing Tiles Product Catalog

    Describing and pricing tile options

    Construction Contract

    Setting out project scope, payment terms, and dispute resolution

    Invoice

    Itemizing products or services and payment terms for any business

    Product Overview

    Specs, features, and pricing for machinery and equipment

    Manage Templates (Admins)

    Go to Settings > General > Instant Docs.

    • To edit a template: Click its name to change the name, type, where it's available, or the field mappings.
    • To copy or remove a template: Click the three dots next to it, then choose Duplicate or Delete.

    Need help? Contact support at customercare@pipelinecrm.com.