PDF templates

Why this matters

A PDF template is a pre-built document that ZaazCRM fills automatically with customer, quote, invoice, or case data, generating a PDF ready to print, sign, or send. Templates produce quotes, invoices, contracts, certificates, receipts — without you having to rewrite anything.

This page covers how to use existing templates. Creation is covered in PDF templates (creation) in Part 6.

Generate a PDF from a template

From any record with associated templates:

1. Open the record.
2. PDF or Generate PDF button.
3. If there are several templates, pick which to use.
4. ZaazCRM opens the preview.
5. Download, print, or Send by email.

Typical templates

• Quote — to send to the customer.
• Invoice — fiscal document.
• Services contract — signable agreements.
• Payment receipt.
• Certificate — for customers needing official documentation.

Templates in different languages

If your company serves customers in several languages, one template per language. ZaazCRM can auto-pick the customer's preferred-language template if configured.

Variables and data

Templates use variables ({contact_name}, {invoice_folio}, {total}) that ZaazCRM replaces with real data. If a variable isn't substituted, the template has an error — tell your administrator.

Save the generated PDF

ZaazCRM automatically saves the PDF in the customer's folder. To send to the customer, don't download — use Send by email from the preview.

Watch out for

• Don't edit the generated PDF by hand. Fix the data in the source record and regenerate.
• Templates are point-in-time at generation. If you change the template, old PDFs don't regenerate themselves.
• Verify the record data is complete before generating.

Where to next

• eForms — structured forms.
• In Part 6 (Administration), how to create templates.