How to create a new document

Documents in Synup OS allow agencies to create professional, signable files for leads and clients. Whether you’re sending a proposal, estimate, quote, or portfolio, you can create documents with customizable templates, dynamic fields, and design blocks, all in one place.

When Can You Use Documents?

Documents are typically used when your agency needs to send information or proposals to leads and clients, especially those that require a signature. Examples include:

• Proposals and estimates
  
  

• Quotes for services or products
  
  

• Portfolios or company introductions
  
  

• Terms and conditions for a project
  
  

• Contracts and agreements

Document Lifecycle in Synup OS

Every document you create goes through a series of stages. Here’s the full lifecycle:

1. Create a Document – Use Synup OS’s prebuilt templates or start from scratch.
   
   

2. Send the Document – Send directly to the client via email or generate a shareable link to send via private chat.
   
   

3. Audit Trail – Track activity to see when the client opened the email or accessed the document link.
   
   

4. Reminders – Configure automated reminders with custom email content to nudge clients who haven’t responded.
   
   

5. Acceptance or Rejection – Clients can digitally sign to accept the document or reject it with a reason.
   
   

6. Duplicate Documents – Save time by reusing previous documents and making quick edits for new leads.

How to Create a New Document

1. Navigate to the Documents module in Synup OS.
   
   

2. Click on + New Document.
   
   

3. Select the type of document, enter Document Title, and select a Receiver. You can select from existing clients/leads or add a new lead or client contact to OS.

4. Click Create. You’ll see multiple templates you can choose from to get started with your document or you can build from scratch using New Template option.

Building Documents Using Templates

Synup OS provides time-saving, readymade templates to help you quickly draft professional documents.

• Templates are designed for common use cases such as proposals, estimates, and contracts.
  
  

• You can customize the content, design, and merge fields in each template to fit your client’s needs.
  
  

• Using templates ensures your documents are consistent, polished, and ready to send in minutes.
  
  

Using the Document Editor

Once you select a template or new template, this opens the Document Editor where you can design, customize, and finalize your document. The editor gives you complete flexibility to design your document.

Add Content Blocks

From the Add Block menu on the left side, you can insert:

• Text Block – Add and format written content.
  
  

• Image Block – Insert images from your device or via URL.
  
  

• Table Block – Add structured data in tabular form.
  
  

• Divider – Insert horizontal lines to separate sections.

• Page Break – Add, remove, or reorder pages.
  
  
  

You can also add dynamic blocks like Signature & Pricing Table. The sender’s signature block will only be editable by you, you can add your e-sign here before you send the contract. The receiver’s signature block is editable by client, they can add an e-sign here. (Open Preview to test this).

Formatting Options

Use the top toolbar to format text, adjust colors, add links to text, add images, change fonts, add text highlight, or apply bold/italic styles.

General Settings

You can update general settings of the document any time, like document type, title, due date, and who you send it to.

Document Design Update

You can customize basic design settings in the document like background color, font type, and font color. (Note: this helps when you don’t want to select and update font settings for individual text blocks)

Merge Fields

Merge fields allow you to insert dynamic data (like client name, company, or website) to your documents.

• Access merge fields from the left-hand menu.
  
  

• You can insert any merge field into the document. You can also type “[” in the document editor to bring up available fields.
  
  

• Merge fields automatically pull data from client records to save you time. Here’s how to update merge fields in settings.

Save the document

All changes are saved automatically, protecting you from accidental data loss. But we still recommend you to manually save the document once all edits are done, to ensure no progress is lost due to network issues or technical errors. Click the Save button on top right.

Preview & Download

Before sending, you can Preview

the document to see exactly what your client will see. If all looks good, you can send the document along with an email.