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Smart fields (contact variables)
Contact data can be inserted into emails, proposals, contracts, and invoices as variables that replace themselves with actual values when the document is sent. Instead of typing each client's name, email, or company into every document manually, variables pull the data directly from the contact record.
How variables work
Variables use the syntax field_name , where field_name matches a field on the contact record. When a document containing variables is sent or viewed by the client, each variable is replaced with the corresponding value from the linked contact. A proposal addressed to first_name becomes "Sarah" when sent to Sarah, and "James" when sent to James, with no manual editing needed.
Available variables
Built-in contact variables include:
first_nameandlast_namefor the contact's name.emailfor the primary email address.phonefor the phone number.company_namefor the linked company's name.addressfor the contact's full address.
Custom fields are also available as variables using the custom field name, so a field called "Account Manager" becomes usable as a variable in any document.
Where variables work
Variables can be placed in proposal content, contract text, invoice notes, and email templates. The replacement happens at the moment the document is rendered for the client, so editing the contact record after inserting the variable updates the output the next time the document is generated or resent.
Variables personalise client-facing documents at scale, so a single proposal template or email can serve every contact in the CRM without manual find-and-replace on each send.
