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. You remove a template that is no longer needed via the action menu item Delete offer in the detail view, provided you have the deletion permission.
Create template
Click Create new offer template. The dialog has the same structure as the regular offer form, except that all fields not meaningful for a template are omitted. Enter:
Abbreviation: compact label for the selection list (e.g., "Standard consulting"). ZEP presets the field with the next free number (quick link Next free no.), which you can overwrite with a descriptive name
Title: the title that new offers from this template receive
Offer validity: validity period for offers from this template
Currency: default currency of the template
Categories and keywords: for filterability in the templates overview
Remark: internal hint for other employees (e.g., "Only for DACH region")
Language on the Format tab: German, English, French, and further languages, matching the target audience
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
On the Documents tab of the template, you upload files. ZEP copies them into every offer you create from the template and automatically attaches them when the offer and the order confirmation are sent by email. 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 in the Offer template field. 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
Categories, keywords and the files from the Documents tab
You enter customer-specific data for each offer:
Customer, contact, department
Project, ticket
Responsible, processor
Offer number (newly generated)
Valid until (newly calculated based on the default validity)
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.