Offer templates are reusable sample offers — including items, text modules, and optional attachments. They save time for recurring constellations (standard consulting package, maintenance offer, HOAI fee calculation) and ensure all employees calculate with identical building blocks.
Templates overview
Under Offers > Templates, you see all previously created templates. Use the arrow icons to reorder — the templates at the top appear first in the selection when creating a new offer.
Create template
Click New template. The dialog has the same structure as the regular offer form, except that all fields not meaningful for a template are omitted. Enter:
Language: German, English, French, and further languages — matching the target audience
Short name: compact label for the selection list (e.g., „Standard consulting")
Label: full template name for internal overview
Currency: default currency of the template
Category and keywords: for filterability in the templates overview
Note: internal hint for other employees (e.g., „Only for DACH region")
In the second step, you add the items and text modules — just as for a regular offer.
Link a template with T&Cs or other attachments
When creating or editing a template, you can upload files via Attach documents that will later be automatically attached during email sending. Typical attachments are:
General Terms and Conditions (T&Cs) as PDF
Privacy notice or data processing agreement
Technical data sheets, reference lists, certificates
Order confirmation template as ODT for later sending
Note: Template attachments apply to all offers created from this template. Anyone who wants to add an attachment only for a single offer uploads it directly in the sending dialog (see article Create and Send Offers).
Create offer from template
When creating a new offer (via Offers > My Offers > New Offer), you select a template in the first dialog via the Template SelectBox. ZEP then takes over all contents of the template:
Title, language, currency
All items including order and groupings
All text modules (top and bottom texts)
The note as internal memo
If stored: the implementation period as placeholder
NOT taken over are customer-specific data — these you enter per offer:
Customer, contact, department
Project, ticket
Responsible, processor
Offer number (newly generated)
Valid until (newly calculated based on the default validity)
Keywords
Save offer as template
A well-prepared offer can be directly turned into a reusable template. In the list My Offers or All Offers, you find the icon Save as template at the end of each row. This creates a new template with all items, text modules, and attachments of the source offer. The customer-specific fields are automatically removed.
Tip: Maintain 3–5 mature templates for your most frequent offer constellations. This saves 10–20 minutes per offer and reduces errors caused by copy-and-paste from old offers.