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How to Create and Apply a Contract Document Template

Learn how to create and apply a contract document templates.

Written by Mariah Eve Taborada

Overview

Contract Document Templates let workspaces build reusable contract documents with dynamic variables that auto-populate with real-time contract, project, and party data. Templates can be created from scratch inside INGENIOUS.BUILD or uploaded as .docx or .dotx files.

Prerequisites

  • Administrator access is required to save templates to Company Templates. Non-admins can save to Your Templates only.

Template Creation and Management

Creating a new template

  1. Create the template directly in INGENIOUS.BUILD or upload a .docx or .dotx file.

  2. Choose where to save the template:

    • Your Templates — private, accessible only to the creator.

    • Company Templates — shared, accessible to all users. Requires Administrator access.

Permission Levels

User Role

Capabilities

Administrators

Full control — create, edit, and save templates to Company Templates.

Project Executives / Managers

Create and edit templates in Your Templates, view Company Templates.

General Users

Use available templates to generate contracts.

Dynamic Variable Population

INGENIOUS.BUILD uses placeholders (dynamic variables) to pull real-time data into contracts.

How it works

  • Variables are enclosed in double curly braces, e.g., {{project_name}}.

  • Categories in the dropdown make it easy to find the right variable.

  • Variables automatically populate when the contract is generated.

Manual overrides

Values can be manually overridden before finalizing the contract if needed.

Available variables

Category

Variable Name

Contract Holder

{{contract_holder}}, {{contract_holder_logo}}, {{contract_holder_name}}, {{contract_holder_address_line_1}}, {{contract_holder_address_line_2}}, {{contract_holder_city}}, {{contract_holder_state}}, {{contract_holder_zip_code}}, {{contract_holder_country}}, {{contract_holder_signature}}

Vendor

{{vendor}}, {{vendor_company_logo}}, {{vendor_company_name}}, {{vendor_company_contact_person}}, {{vendor_company_address_line_1}}, {{vendor_company_address_line_2}}, {{vendor_company_city}}, {{vendor_company_state}}, {{vendor_company_zip_code}}, {{vendor_company_country}}, {{vendor_company_signature}}

Contract

{{date_exported}}, {{contract_name}}, {{contract_amount}}, {{contract_type}}, {{contract_id}}, {{contract_initiation_date}}, {{contract_effective_date}}, {{contract_retention_rule}}

Project

{{project_commencement_date}}, {{project_completion_date}}, {{project_name}}, {{project_id}}, {{project_description}}, {{project_address_line_1}}, {{project_address_line_2}}, {{project_city}}, {{project_state}}, {{project_zip_code}}, {{project_location_country}}

Contract Manager

{{contract_manager_name}}, {{project_manager_phone}}, {{project_manager_email}}

Contract Generation and Export

Generating a contract

  1. Select a template from Your Templates or Company Templates.

  2. Generate the contract in one of two formats:

    • .docx — editable document.

    • .pdf — finalized, non-editable document.

  3. Preview the contract to review for accuracy before exporting.

  4. Once exported, navigate back to the contract and use the Upload Documents and Send Them for Approval option in the Contract Documents section to attach the generated file and start the approval process.

Exporting and sharing

  • Export to local storage, or share via email directly from the platform.

  • All actions are logged in an audit trail for accountability.

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