Overview
TalleFlow’s Documents feature lets you create, send, and track important business documents like invoices, contracts, proposals, brochures, and questionnaires.
There are two main types you’ll work with: Document Templates and Document Files. Knowing how they differ helps you keep your workspace clean and your workflow efficient.
What is a Document Template?
Templates are your reusable, pre-designed document layouts. They act as the starting point whenever you want to create a new document of the same type.
Reusable: Templates are never “sent” directly to clients — they’re used to create new files.
Customizable: Set up branding, text blocks, smart tags, and structure once, then use them over and over.
Organized by Type: You can have invoice templates, contract templates, proposal templates, etc.
Stored for Future Use: Found in your Templates section inside Documents.
Example:
If you always send the same style of project proposal, you can save it as a proposal template. Next time, just duplicate it and fill in the client-specific details.
What is a Document File?
Files are the live, editable versions of documents created from a template (or from scratch) and tied to a specific project or contact.
Client-Specific: Files contain real project and client details.
Actionable: Files can be sent to clients, signed, paid, or completed.
Tracked: Files have statuses like Draft, Sent, Signed, Paid, Expired, or Voided.
One-Time Use: Once a file is completed, it’s archived for records — you create a new file for the next use.
Example:
When you create a new invoice for “Smith Wedding Project” based on your invoice template, that invoice is now a file with its own number, due date, and payment link.
How They Work Together
Start with a Template → Choose an existing template or create a new one.
Create a File from the Template → Pull in all the design and layout, then customize for your project/client.
Send & Track the File → Files are tied to projects, sent to clients, and tracked through their lifecycle.
Why It Matters
Templates save time by avoiding repetitive setup.
Files keep client-specific activity organized.
Clear separation keeps your Documents area clean — templates stay generic, files stay project-specific.
Best Practices
Keep your templates clean and free of client-specific details.
Create templates for every recurring document type you use.
Name files with project and client identifiers so they’re easy to find later.
Archive old files to keep your active documents organized.