CPQ Document Templates — Admin Guide
Maintain the introductory text, section blocks, and logo applied to the quote documents your salespeople export. New in Release 2026_2.
Audience: Good Sign admin users with CPQ administrative rights, working in the Good Sign Billing UI. Release introduced: 2026_2. Scope: building and maintaining reusable quote-document templates. How templates are selected and applied at quote time lives in the CPQ Client user guide; this document does not cover those steps. See also: CPQ Forms admin guide (for the forms admins build alongside templates).
1. What CPQ Document Templates are
A CPQ Document Template is a reusable set of standard texts applied when a quote is exported as a document (PDF, Word, Excel, PowerPoint and other formats when configured).
Templates control only the non-pricing, non-product content of the document, organized as sections:
- Sections placed above the product table — typically introductory paragraphs and legal preamble
- Sections placed below the product table — typically payment terms, delivery terms, SaaS clauses, subscription conditions, and similar
- An optional logo image (referenced via URL)
Pricing, products, quantities, and calculations come from the quote form and its products, not from the template. This means the same form and product configuration can produce documents with different commercial texts depending on which template is selected when the quote is created.
Templates are managed centrally, can be reused across many quotes, and exist in either Activated or Draft state. Templates are linked to quote forms: each form defines which template is used when quotes are created (configured in the form’s Activation settings — see CPQ Forms admin guide). The same template can be reused across multiple forms. Templates define how the final quote document looks to the customer, but they do not affect the products or pricing included in the quote.
Template selection is determined at the time the quote is created. The template information is stored as part of the quote data and is not dynamically updated if the template is later changed.
2. Who can access this feature
CPQ Document Templates are intended for admin or power users responsible for maintaining CPQ configuration. Access is governed by user rights in your environment.
User rights and rights profiles are environment-specific and configured by system administrators. The names and contents of profiles vary between environments depending on customer needs and setup.
How to check access for a specific user
In Good Sign Billing:
- Go to Settings → Users (or in the old navigation: Administration → Users).
- Select an organization in the tree on the left so the user list appears on the right.
- Right-click the user and choose User Rights (or User Right Profiles to view assigned bundles).
- The User Rights dialog opens. Use the Right filter at the top — start typing CPQ to see all CPQ-related rights matching the user’s assignments.
Key visibility rights
These two rights typically gate access to the Templates view in standard configurations:
- Menu - CPQ Templates (3280) — gates the Templates page itself
- Menu - CPQ Create Template (3281) — gates the + Create Template button on that page
If the Templates view is not visible, Menu - CPQ Templates (3280) is the first right to verify. If the view is visible but actions are restricted, additional CPQ administrative rights may be needed in your environment.
Profiles as examples
Some environments group CPQ-related rights into user rights profiles for easier administration. Typical example names include:
- CPQ Admin
- CPQ Admin with API
- CPQ Admin with API / Products / Prices
- CPQ Client
These names illustrate common groupings only — they are not system-defined defaults. Verify the actual profiles in your environment by opening a user’s User Right Profiles and confirming the assigned profile includes the rights you need.
3. Where templates live
Templates are managed under:
Settings → CPQ → Templates
The list shows existing templates with their Name and Description.
Note: No templates are created by default. Any templates you see were created in your environment by an admin.
There is no hard limit on the number of templates.
4. Creating a new template
Click + Create Template at the top of the Templates list. The CPQ Template dialog opens with these fields:
| Field | Required | Notes |
|---|---|---|
| Template Name | Yes | Identifier shown in the Templates list |
| Description | No | Context for other admins — what this template is for, which customer group, etc. |
| Logo URL | No | Direct URL to a hosted image; included in the generated document |
Click Create. The new template opens with an empty body, ready for you to add sections.
5. The template editor
When you open a template, the page header shows:
- The template name and description
- Action icons (in order): Edit, Delete, Activate / Deactivate, Duplicate
- The current state pill: Activated or Draft
Below the header is the template’s content: an ordered list of sections, each with its own title bar and rich-text body.
Header actions
| Icon | Action | Notes |
|---|---|---|
| Pencil | Edit metadata | Rename, change description, change Logo URL. Does not edit sections — sections are edited inline below |
| Trash | Delete template | Templates cannot be deleted if they are currently linked to a form. The system prevents deletion in such cases. |
| Power | Activate / Deactivate | Only Activated templates can be applied at quote export. Even if the form settings still show the template as linked, the exported quote is generated without any template text (i.e. it includes only the product table content). |
| Duplicate | Copy template | Recommended workflow for trial edits — copy the original, edit the copy, leave the original untouched until you are confident |
6. Working with sections
Each section in a template has a grey title bar with the section’s title, an edit pencil, and a delete trash. Below the title bar is the section’s rich-text body — supports bold, italic, underline, hyperlinks, special characters (such as < >, –, €, smart quotes), and ordinary line breaks.
Adding a section
Click + Create Section at the bottom of the section list. The CPQ Template Section dialog opens:
| Field | Notes |
|---|---|
| Title | The text shown in the section's title bar |
| Content | The section body — rich-text editor |
| Show text above product lines |
Off (default) — the section appears below the product table in the generated document. On — the section appears above the product table. Use On for introductory paragraphs that should precede the priced items. (“Product lines” in the toggle refers to the product table in the document.) |
Click Create. The new section appears at the end of the list.
Editing a section
Click the pencil on the section’s title bar. The same dialog reopens, prepopulated. Edit and Save.
Deleting a section
Click the trash on the section’s title bar.
7. Multiple templates
You can maintain any number of templates side by side. Typical reasons to keep multiple:
- Different customer groups (enterprise vs. SMB) need different legal language
- Different contract types (annual vs. monthly, subscription vs. perpetual)
- Different business sectors with different commercial conditions
Templates are independent of products and pricing, so the same product catalogue can produce documents with completely different standard texts depending on which template is selected when the quote is created.
8. After export — editing and storing
What happens to the generated document after quote export is outside the Templates UI, but it helps to understand the overall workflow.
Editing exported documents. If a quote is exported as Word, the resulting document can be edited externally for final adjustments — such as dates, signatures, or wording changes. Edits made outside Good Sign are not synchronized back to the system, and do not affect the template used to generate the document.
Template changes and existing quotes. Templates affect only new quotes created after the change. If a different version of the template is needed for future quotes, the template must be updated or a new template created by a CPQ administrator.
For details on how quotes are exported and shared with customers, see the CPQ Client user guide.
9. Scope and limitations
Verified in this release
- Templates control document text only — not pricing, products, or quote calculations
- Multiple templates can exist in parallel
- Templates can be Activated or left as Draft
- Each section can be placed either above or below the product table
- Templates cannot be deleted if they are currently linked to a form. The system prevents deletion in such cases.
10. Quick reference
| Task | Path / Click |
|---|---|
| Open the Templates list | Settings → CPQ → Templates |
| Create a new template | + Create Template (top of the list) |
| Open a template | Click its name in the list |
| Rename a template / change logo | Pencil icon next to the template name |
| Activate or deactivate a template | Power icon next to the template name |
| Duplicate a template | Duplicate icon next to the template name |
| Delete a template | Trash icon next to the template name |
| Add a section | + Create Section at the bottom of the section list |
| Edit a section | Pencil icon on the section's title bar |
| Place section above the product table | Toggle Show text above product lines to On in the section dialog |
| Check a user's CPQ access | Settings → Users → right-click user → User Rights, filter by CPQ |