Tokens can be used in text templates, proposals, and emails to auto-populate some parts of the text - this feature saves time and is also much less error-prone than changing various values manually.

For example, you should use tokens like [ClientFirstName] or [ClientLastName] instead of manually typing or pasting names of clients. You can also define your own custom tokens as explained below.

Predefined tokens

Proposal tokens:

  • [LinkToProposal] - this token will generate a clickable link in your emails.
  • [LinkToProposalWithoutTag] - if you use HTML emails you can customize clickable text by using this token. Add, for example, "click here to view your proposal" text to your email template, then select this text, click the "Attach file" button, and insert [LinkToProposalWithoutTag] into the URL field. Please send yourself at least one email to check the link is working properly.
  • [LinkToProposalNoView] - this token will generate a clickable link in your emails that will not trigger the view action. Useful for sending links to colleagues.
  • [LinkToProposalOverview] - link to the overview screen - do not send to clients, use only for internal purposes
  • [ProposalName] [ProposalCode] [ProposalCreatedOn] [ProposalSentOn] [ProposalSentOnLast] [ProposalApprovedOn] [ProposalExpiresOn] [CurrentDate]
  • [TotalCost] [TotalCostWithTax] [TotalMonthlyCost] [TotalMonthlyCostWithTax] [TotalPeriodicCost] [TotalPeriodicCostWithTax]

Client tokens:

[ClientName] [ClientFirstName] [ClientLastName] [ClientCompany] [ClientEmail] [ClientPhone] [ClientWebsite] [ClientFullAddress] [ClientCountry] [ClientState] [ClientCity] [ClientZip] [ClientAddress] [ClientTitle] [ClientJobTitle] [ClientSignature]

User tokens:

[UserFirstName] [UserLastName] [UserCompany] [UserEmail] [UserJobTitle] [UserPhone] [UserEmailSignature]

To insert built-in tokens, please just copy & paste them, type them manually, or use this dropdown button:

Custom tokens

You can define your own custom tokens so you do not have to manually find and replace specific parts of your template/proposal. This is useful for things that are variable or mentioned multiple times in a proposal (e.g. [HourlyRate], [NumberOfPeople], [Site], [MyCustomToken1], etc.).

To add custom tokens, just put brackets around a word (e.g. [my_token], [MyToken123], etc.) in the content and it will automatically show up here. Please note that there cannot be any space inside the brackets.