CRM documents

Created on 2025-03-19

Last change on 2025-03-19

What are documents in IPTel CRM?

Documents in IPTel CRM are static files created to store important information related to customer agreements, invoices, or other business processes. These can be contracts, invoices, certificates of completion, etc. They can be uploaded, stored in the system, sent to customers, or exported for further use.

Opportunities to work with documents:

  • storage of documents related to clients and transactions;
  • uploading files from a local computer;
  • exporting documents in PDF or DOCX formats for printing;
  • sending documents to clients via email or messengers.

How to work with documents?

Step 1: Create a document

  1. Go to the desired object (leads, companies, or deals).
  2. Open the Documents tab in the object card.
  3. Click "+ Add document" and choose a template.

Step 2: Send a document

  1. Go to the card of the object (lead, contact, or company) to which you want to send the document.
  2. Click the "Send" button.
  3. Choose the method of sending:
    • email;
    • messenger (Telegram, Viber, etc.).
  4. Add a covering message (optional).
  5. Click "Send".

Step 3: Download or save the document

  • If you need a local file, use the Export to PDF/DOCX feature.
  • The downloaded document is saved in a printable format.

Document templates

Document templates are a tool for automating the creation of documents. They allow you to generate dynamic documents with variables that are automatically substituted from the CRM system. This is especially useful for regular documents, such as invoices or standard contracts.

How do I create a document template?

  1. In the settings menu, find the section "Document templates".
  2. Click the button "+ Add template".
  3. Fill in the following fields:
Template name (for identification in the system).
Description (optional).
  1. Add variables in the word document that will be substituted when creating the document:
company name;
name of the client;
transaction amount, etc.
  1. Enter the text of the document and apply the necessary formatting elements (bold text, headings).
  2. Save the template.

Note: variables are taken from the object for which the document is generated (leads, deals, companies, etc.).

Key differences between documents and templates

Criterion

Documents (static)

Document templates (dynamic)

Data type

Static files without variables

Dynamic files with variables

Data source

Manually uploaded

Automatically pull data from CRM

Editing

Edited manually

Generated automatically from a template

Usage

Storage of agreements, acts, invoices

Creation of standard documents based on data

Automation

No

Yes (autocomplete fields)

Additional features

Attach additional files

You can upload a file from your computer to send along with the main document.

Files with no format restrictions can be attached to an object as an attachment.

Support for variables

Use variables (for example, "Customer name", "Transaction date") to quickly substitute data.

The system will automatically replace these variables with real values in the template.

Frequently asked questions

Can I upload documents of any format?

The system supports word+pdf file formats for uploading and attaching.

Can I generate invoices automatically?

Yes, through the integration of subscription products and automation modules, you can generate invoices on a monthly basis.

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