How to set up a document template
A template defines what goes into a document and how it looks.
Steps for a PDF template
- Open the document templates.
- Choose the template type — it determines at which moment the document is offered and what data is available in it.
- Edit the template content directly in the editor.
- Place variables where booking, client, and company data should be inserted.
- Save and check the result on a real booking — the substitution is visible only in the generated document.
Important
Always test a template on real data. An unknown variable name may produce an empty value. A Liquid template syntax or execution error may stop signed PDF generation or prevent an email with an attachment from being sent.
Template types
| Type | When it's used |
|---|---|
| “Booking start” | Contract and handover certificate at pickup |
| “Booking end” | Documents at return |
| “Prolongation” | When the term is extended |
| “Invoices” | For issuing an invoice |
| “Act” | Certificate of completed work |
The type is chosen at creation and determines where in the system the template is offered.
Linking to a vehicle
A template can be general or linked to a specific vehicle. Linking is needed when part of the fleet has its own terms: for example, a partner's vehicles are rented under a different contract.
If there is no link, the template is available for the whole fleet.
Variables
Booking, client, and vehicle data is inserted into the template. The set of available variables is visible while editing — you don't need to type them from memory.
Two document engines
The system has two different generation systems, and the choice between them determines what you can do with the document.
| Word document | PDF document | |
|---|---|---|
| Editable after generation | Yes | No |
| Sent to the client from the system | No | Yes |
| Client signature | No | Yes |
| Image insertion | No | Yes |
| Formatting | With Word tools | With page markup |
A mistake in a PDF is fixed in the data, not in the file
A generated PDF can't be edited. If the contract has a typo, fix the source data (booking, client, template) and generate it again.
Tip
Word suits documents that will be edited by hand or printed afterward. PDF suits documents that go to the client and need to be signed.
Special PDF variables
Besides data substitutions, three service variables work in a PDF template:
| Variable | What it does |
|---|---|
| Page break at this point |
| Where the saved client signature is inserted |
| Where the saved client signature is inserted |
Important
Each signature variable works independently. If a saved signature exists, its image replaces the variable; otherwise, the variable is removed. You do not need to use them as a pair.
Separate templates for specific cases
Legal entities, rental extensions, and invoices need their own templates — the data and wording are different there. Additional templates and the PDF system are enabled separately in the company settings. Access to the PDF template editor requires “PDF document generation” in your subscription plan or an active trial.
Word templates are uploaded and downloaded in the company profile when “Template system based on MS Word” is enabled. An existing Word template can be downloaded, edited in Word, and uploaded back — there's no need to build it from scratch.
The upload size limit for a template is 50 MB.