About Document Templates

Document templates are reusable layouts for your Smart Documents. Instead of building a contract, invoice, or proposal from scratch every time, you design it once — branded, structured, and ready to go — then use it with any client at the click of a button.

Every document sent through Wedy Pro is powered by a template. Whether you're sending a wedding photography contract, a floral design proposal, or a venue questionnaire, templates keep your process consistent and your brand presentation polished.

Templates live under Templates in the CRM sidebar. Click it to expand and you'll see three sections: Documents, Emails, and Template Gallery. This article covers document templates specifically.

Document Template Types

When you create a document template, you choose which page types to include. A single template can contain multiple page types — for example, a complete client package template might include a Cover Page, a Contract, and an Invoice all in one document.

Invoice — Bill clients for your services. Supports line items, payment schedules, and integrated payment collection. Identified by a green badge.
Contract — Binding agreements with e-signature fields. Clients sign directly in the document. Identified by a purple badge.
Questionnaire — Gather client details, preferences, and event information. Great for onboarding new clients. Identified by an orange badge.
Cover Page — A branded opening page for proposals and packages. Sets the visual tone for the entire document. Identified by a blue badge.
Custom Page — A freeform page for anything that doesn't fit the above — welcome letters, service guides, mood boards, and more.

Template cards on the Document Templates page display these colored badges so you can identify document types at a glance. Hover over any card to cycle through page previews — the counter in the corner shows which page you're viewing.

When no filters are active, the page also displays a From the template gallery row at the top — a preview of top community-submitted templates. Click Browse template gallery to explore the full gallery.

How to Create a Document Template

There are two ways to start a new document template: build from a blank layout, or import pages from an existing document you've already sent.

Create from Blank

Navigate to Templates in the sidebar and click Documents.
Click Create Template in the top-right corner. The Template Selection Modal opens.
Choose Start from blank.
Select the page types you want to include: Invoice, Contract, Questionnaire, Cover Page, or Custom Page. You can select more than one.
A naming dialog appears. Enter a Template Name — something descriptive like "Wedding Photography Full Package" or "Event Planner Contract 2026."
Click Create Template. You're taken directly into the Smart Document editor to design your template.

Inside the editor, you have full control over layout, branding, content blocks, signature fields, and payment settings. Use the AI-assisted tools in the editor to help draft proposal content and contract language faster.

Create from an Existing Document

Navigate to Templates > Documents and click Create Template.
In the Template Selection Modal, choose an existing document from your library instead of starting from blank.
Select the pages from that document you want to include in the template.
The new template is created with the title "[Document Title] (Template)" and you're taken directly to the editor to refine it.

This path is ideal when you've already sent a document that worked well and want to standardize it as a reusable template for future clients.

Edit and Duplicate Templates

To make changes to a saved template, hover over the card on the Document Templates page to reveal the options menu (•••), then click Edit. This opens the template in the Smart Document editor, where you can update content, styling, signature fields, or payment configuration.

To duplicate a template — for example, to create a variation for a different service tier — hover over the card and click Duplicate. A dialog appears with the default name "[Original Title] (Copy)". Edit the name and click Duplicate. The copy appears in your template library immediately and can be edited independently.

To delete a template, click Delete from the same dropdown menu. You'll be asked to confirm — this action cannot be undone.

Use a Template to Create a Smart Document

When you're ready to send a document to a client, your templates are just one click away.

Navigate to Templates > Documents.
Find the template you want to use. You can search by title or filter by type using the chips at the top (Proposals, Invoices, Contracts, Questionnaires, Cover, All).
Hover over the template card and click Use Template from the dropdown, or click the card directly.
The Use Template modal opens — select the project or lead you want to attach the new document to.
A new Smart Document is created from the template and attached to that project or lead, ready to customize and send.

You can also create documents directly from within a Project or Lead — just choose your template from the document creation flow there.

Every document you send goes out through your own connected email address — clients see your real business email, not a platform address. This applies whether you send manually or through an Automation workflow.

Share a Template to the Community Gallery

If you've built a template you're proud of, you can contribute it to the Wedy Pro Template Gallery for other event professionals to discover and use.

On the Document Templates page, hover over the template card and click Share to Gallery from the dropdown.
The Share to Gallery modal opens. If you want to keep a private copy for yourself, click Make a copy first before proceeding — once a template is approved and moved to the public gallery, it's removed from your private library.
Enter a Description (between 10 and 500 characters) explaining what the template is for and who it's best suited to.
Click Share to Gallery.

Your template is submitted to the Wedy team for review. While it's pending, the card dropdown shows Pending Review and the Share to Gallery option is disabled. Once approved, the template appears in the public gallery organized by vendor category.

Tips for Organizing Your Templates

Use descriptive names — Include the document type and service in the name: "DJ Contract — Standard 4hr Set", "Florist Proposal — Full Floral Design". Clear names save time when selecting templates under deadline pressure.
Filter by type — The filter chips at the top of the Document Templates page let you quickly narrow to Contracts, Invoices, Questionnaires, or other types. Use them when you have a growing library.
Duplicate before sharing — If you're planning to share a template to the gallery, always use Make a copy first in the Share to Gallery modal. The original moves to the public gallery once approved, leaving you without a private version if you skipped this step.
Build multi-page templates — A single template can combine a Cover Page, Contract, and Invoice into one complete client document. This reduces the number of separate sends and gives clients a seamless, all-in-one experience.
Connect to Automations — Document templates can be used as automated send actions in your Automation workflows. For example, automatically send a questionnaire template when a booking is confirmed, or a contract template when a project reaches a specific stage.

Frequently asked questions

If I edit a template, does it update documents I've already sent?

No. Editing a template only affects new documents created from it going forward. Any Smart Documents already sent to clients are independent — they are not linked to the template after creation and will not change.

Can I use a template for multiple clients?

Yes. Templates are reusable. Each time you click Use Template, a fresh copy of the document is created and attached to the project or lead you select. Using the same template for many clients has no effect on any other client's document.

Can I include both a contract and invoice in one template?

Yes. When creating a template from blank, select both Contract and Invoice as page types (plus any others you need). The result is a single multi-page template your clients receive as one cohesive document — they can sign the contract and pay the invoice in one sitting.

What happens to a template I share to the gallery?

Once approved by the Wedy team, the template moves to the public gallery and is removed from your private templates. To avoid losing it, use Make a copy first in the Share to Gallery modal before submitting. Approved gallery templates are visible to all Wedy Pro vendors browsing the Template Gallery.

Can team members access and use document templates?

Access to document templates is controlled by role permissions. Team members whose owner has granted them template access can create, edit, and use templates. If a team member cannot see the Templates section in the sidebar, the owner should review their permissions under Account > Team.