Using Variables in Proposals & Email Templates

Last updated: February 27, 2026

Overview

Templated variables are not limited to service templates—they can also be used directly within proposals and email templates.

These variables automatically pull live data from your estimate, proposal, and customer information. This allows you to dynamically insert measurements, depths, material tables, customer names, project names, portal links, and more—without manually typing them each time.

Using templated variables in proposals and emails helps you:

  • Personalize communication instantly

  • Display real-time estimate data

  • Add one-off details without editing the service template

  • Eliminate repetitive manual entry

  • Maintain consistency and professionalism

Step-by-Step Instructions

Using Templated Variables Inside a Proposal

Open a Proposal

  1. Navigate to a Proposal

  2. Scroll to the Description section

You’ll notice the description typically pulls directly from the associated service template.

For example, you may see:

  • Asphalt depth (e.g., 1.5 inches)

  • Total square footage for milling

  • Other measurement-specific details

These values are already dynamically populated from the estimate.

Edit the Proposal Description

If you need to add a unique detail for a specific project:

  1. Click Edit within the proposal description

  2. Place your cursor where you want to insert new information

  3. Press Shift + { (Shift + curly bracket)

A dropdown of available templated variables will appear.

Add One-Off Variables (Without Changing the Service Template)

One major advantage of using templated variables directly in the proposal:

  • Changes do not affect the original service template

  • Edits apply only to this specific proposal

For example, if you want to display a Materials Table showing all asphalt materials used:

  1. Press Shift + {

  2. Select the Materials Table variable

  3. Insert it into the description

When the proposal is generated:

  • The materials used in the estimate will automatically populate

  • Quantities and measurement types will reflect the actual estimate

  • Any updates to the estimate will be reflected in the table

This is ideal for one-off cases where you want more detailed visibility for a specific customer.

Using Templated Variables in Email Templates

Templated variables can also be used when sending emails related to a proposal.

Open the Email Message Window

When sending a proposal:

  1. Click Send

  2. In the email message box, place your cursor where you'd like to insert dynamic content

  3. Press Shift + {

You will see available variables related to:

  • Customer Contact First Name

  • Customer Contact Last Name

  • Project Name

  • Current Date

  • Customer Portal Link

  • Proposal-specific details

Insert Dynamic Customer Information

For example, you can automatically populate:

  • Customer first name in the greeting

  • Project name in the subject or body

  • A direct link to the customer portal

  • The current date

Instead of manually typing:

Hi John,
Please review the Oak Street Parking Lot proposal.

You can insert variables so it automatically generates:

Hi {Customer First Name},
Please review the {Project Name} proposal.

When sent, the system fills in the correct information for that specific proposal.

Why This Matters

Using templated variables in emails ensures:

  • No spelling errors in customer names

  • No incorrect project names

  • No outdated portal links

  • Faster communication workflow

Everything auto-populates based on the proposal being sent.

Troubleshooting

Variable Not Appearing

  • Confirm you are pressing Shift + {

  • Make sure the proposal contains the relevant data (customer, project name, cost items)

  • Ensure the estimate includes the cost category if inserting a table (e.g., Materials)

Proposal Data Not Updating

  • Verify the estimate contains the correct measurements

  • Refresh or regenerate the proposal after editing

  • Confirm the correct variable was selected

Email Fields Not Populating

  • Ensure the proposal is linked to a customer contact

  • Confirm project details are filled out

  • Use variables directly from the dropdown list rather than manually typing placeholders

Best Practices

  • Use proposal-level variables for one-off customization

  • Use service template variables for standardized recurring content

  • Always use templated variables for customer names and portal links

  • Insert cost tables when customers need transparency into materials or equipment

Templated variables in proposals and emails streamline your workflow, reduce errors, and ensure every communication reflects accurate, real-time project data—without manual entry.