What Are Variables?
Variables are placeholders that automatically fill with actual data when you create or export proposals. They ensure consistency and save time.
Using Variables
Syntax
Variables use double curly braces:
{{variable_name}}
Where to Use
Variables work in:
- Template sections
- Headers and footers
- Cover pages
- Boilerplate content
Example
In your template:
This proposal is submitted by {{company_name}} in response to
{{client_name}}'s request for {{project_name}}.
Becomes:
This proposal is submitted by Acme Consulting in response to
City of Springfield's request for IT Modernization Project.
Available Variables
RFP Information
| Variable | Description | Example |
|---|---|---|
{{client_name}} |
Client organization | City of Springfield |
{{project_name}} |
Project title | IT Modernization |
{{rfp_number}} |
RFP reference number | RFP-2026-001 |
{{deadline}} |
Submission deadline | January 30, 2026 |
{{deadline_date}} |
Date only | January 30, 2026 |
{{deadline_time}} |
Time only | 5:00 PM EST |
Your Organization
| Variable | Description | Example |
|---|---|---|
{{company_name}} |
Your organization | Acme Consulting |
{{company_address}} |
Full address | 123 Main St, City, ST 12345 |
{{company_phone}} |
Phone number | (555) 123-4567 |
{{company_email}} |
Contact email | contact@acme.com |
{{company_website}} |
Website URL | www.acme.com |
Proposal Information
| Variable | Description | Example |
|---|---|---|
{{proposal_title}} |
Proposal name | IT Modernization Proposal |
{{proposal_date}} |
Creation date | January 15, 2026 |
{{version}} |
Version number | 1.0 |
{{author}} |
Proposal author | John Smith |
Date Variables
| Variable | Description | Example |
|---|---|---|
{{today}} |
Current date | January 26, 2026 |
{{year}} |
Current year | 2026 |
{{month}} |
Current month | January |
Team Information
| Variable | Description | Example |
|---|---|---|
{{proposal_lead}} |
Lead name | Jane Doe |
{{proposal_lead_title}} |
Lead title | Senior Consultant |
{{proposal_lead_email}} |
Lead email | jane@acme.com |
Date Formatting
Format Options
Dates can be formatted:
| Variable | Output |
|---|---|
{{deadline}} |
January 30, 2026 |
{{deadline:short}} |
1/30/26 |
{{deadline:long}} |
Thursday, January 30, 2026 |
{{deadline:iso}} |
2026-01-30 |
Conditional Variables
Basic Conditionals
Show content only if variable exists:
{{#if budget}}
Budget: {{budget}}
{{/if}}
With Fallbacks
Provide default values:
{{client_name | default: "the Client"}}
Custom Variables
Creating Custom Variables
In Settings > Variables:
- Click Add Variable
- Enter name (e.g.,
duns_number) - Set the value
- Save
Use as: {{duns_number}}
Per-Proposal Variables
Override for specific proposals:
- Open proposal settings
- Go to Variables
- Set custom values
- These override organization defaults
Best Practices
Naming
- Use descriptive names
- Use underscores for spaces
- Keep names lowercase
- Be consistent
Usage
- Test variables before sending
- Set default values for optional variables
- Document custom variables
- Preview exports to verify
Maintenance
- Review variables regularly
- Update when company info changes
- Remove unused custom variables
- Train team on available variables
Troubleshooting
Variable not replacing?
- Check spelling exactly
- Verify the variable exists
- Ensure data is entered in the RFP/proposal
Wrong format?
- Use format options for dates
- Check regional settings
- Manually override if needed
Missing data?
- Fill in RFP details
- Complete organization profile
- Set default values