Build Proposals & Documents

TrustPager's document builder lets you create professional proposals, contracts, and reports without leaving your CRM. Build from sections, merge in opportunity data, and send directly to your client, or pass it straight to e-signing.

Creating a Document

From the Documents page (https://app.trustpager.com/content/documents) or from any opportunity, click "New Document". Give it a name and optionally link it to an opportunity and contact. Linking pulls in real data through merge fields, so your document stays accurate as the opportunity evolves.

Working with Sections

Documents are built from sections: cover page, executive summary, scope of work, pricing table, terms and conditions, and more. Each section can be added, removed, and reordered with drag and drop. You can also create sections from templates, so your most common document structures are reusable.

Merge Fields

Merge fields are placeholders that pull in live data. When you include {{contact.name}}, it's replaced with the actual contact name. Available merge fields include:

• Contact details (name, email, phone, company)
• Opportunity data (name, value, stage, probability)
• Product tables (with quantities, prices, and totals)
• Company information (your business name, address, ABN)

Names Stored in Capitals

If your client list was imported in capitals, names print that way too ("AARON SMITH", "SMITH TRANSPORT PTY LTD"). To show them as normal names on a document, open the template, go to the builder's Settings and switch on Show names in capitals as normal names under Names. "AARON SMITH" then prints as "Aaron Smith", and "SMITH TRANSPORT PTY LTD" as "Smith Transport Pty Ltd".

• It covers the contact's first, last and full name, the account name and the opportunity name.
• Only names written entirely in capitals change. A name typed in normal or mixed case (for example "McDonald" or "de Souza") is left exactly as it is.
• Your records are never changed. It only affects what the document shows, wherever the PDF is made: the builder, automations, signing and the API.
• It handles Mc, O' and hyphenated surnames, keeps short codes and acronyms such as "ATF", "NSW" or "4WD" in capitals, and writes "Pty Ltd" normally.

API and MCP users can set it with proper_case_names: true when creating or updating a document template.

Headers, Footers and Page Numbers

Turn on a template's Header and Footer in the builder's Settings and they print on every page of the PDF, however the PDF is made: Save PDF or Send from the builder, the document template API and MCP tools, automations that send documents, signing envelopes, and commission statements.

• Header: your company name (left, bold), a logo, text on the right, and a background colour.
• Footer: text on the left (it prints "Confidential" if you leave it empty), text on the right, a background colour, and a "show page numbers" toggle that prints "Page N of M" in the middle.
• The line under the header and above the footer uses the template's brand colour.
• Cover pages: if your document starts with a cover page, the header and footer start on page 2.
• Custom first page: if page 1 is your own design (for example a dark cover built from Raw HTML), switch on Hide on first page under Page Header and Page Footer in Settings. Each one then starts on page 2. Set it on the header, the footer, or both.

Header and footer text can use {page_number} and {total_pages} (single braces), for example "Proposal for {{contact.name}}, page {page_number} of {total_pages}", as well as the normal merge fields above.

For API and MCP users

When you create or update a document template through the API or MCP, header accepts only companyName, logoUrl, rightText, backgroundColor and hideOnFirstPage, and footer accepts only leftText, rightText, showPageNumbers, backgroundColor and hideOnFirstPage. Any other field is rejected with an error listing the allowed ones.

Long Pricing and Product Tables

When an automation, the document template API or MCP tools turn a document into a PDF, a pricing table, product table or product list that does not fit in the space left on a page starts where it is and carries on to the next page. A row is never cut in half, the table's heading stays with its first rows, the column headings repeat at the top of each new page, and the Subtotal, GST and Total always print together. Other sections still move to the next page whole when they do not fit.

The builder at https://app.trustpager.com/content/documents still shows each section on one page, and a document saved or sent from the builder keeps that layout.

Saving and Sending

When your document is ready, you have several options:

• Download as a PDF
• Save to the linked opportunity
• Send via email to the contact
• Send for Signing to collect electronic signatures

Tip: Create document templates for your most common proposals. When you start a new document from a template, all the sections are pre-built, so you just need to review the merged data and send.

Emailing documents from an automation

The Send Document automation step at https://app.trustpager.com/auto/automations fills in a document template, turns it into a PDF and emails it with the PDF attached. Its Email Body has two modes, the same switch as the Send Email step:

• Text: write your message and it goes out inside the standard branded document email, with your logo and colours. Leave it unedited to use your workspace's default message.
• HTML: paste or build your own designed email. It is sent exactly as written, with no frame and no footer added around it, and the PDF is still attached. Use this when your other emails are already on your own design and the document email should match.

Variables such as {{contact.first_name}} and {{deal.name}} work in both modes.

API and MCP users: the email body is intro_html, and email_format: "raw" selects the HTML mode on both the send_document automation step and the send_document_template endpoint. email_message is not shown in the email and is no longer required.

Related

• Use AI to generate documents
• Attach Documents, Files & Images to an Opportunity: how the Documents card on the opportunity sidebar works