Templates: Create, Manage, and Use

Templates help users create quotes faster and more consistently. A template is a reusable quote structure: it can contain a work type, practice area, characteristics, workstreams, scope items, assumptions, fee structure, and resourcing information that can be copied into a new quote.

Use templates for repeatable work where the starting scope is broadly predictable. A good template should save time without forcing users to delete lots of irrelevant inherited content.

What Templates Are For

Templates are best used when a matter type has a standard shape.

For example, a template can help standardise:

• Common workstreams.
• Reusable scope items.
• Standard assumptions.
• Optional work.
• Typical fee ranges or percentage contributions.
• Starting resource allocation.
• Work type and practice area alignment.

Templates are not meant to replace quote review. Every quote created from a template should still be checked for client, scope, assumptions, rates, optionality, disbursements, and total fee position.

Template Lifecycle

Templates usually move through this lifecycle:

1. Create or import a template.
2. Edit the template structure.
3. Review the template in the template library.
4. Use the template when creating a new quote.
5. Maintain, copy, export, or delete the template as the underlying work changes.

Opening the Template Library

Go to Manage Templates to view the template library.

The library shows each template with useful context:

If there are no templates yet, the page invites you to start adding new templates.

Creating a New Template

From Manage Templates, choose Add new template.

If you are working in manager mode, you may be asked to confirm the practice area first. This is important because the practice area affects work types, fee earners, rates, workstreams, and how the template is shown to users later.

After creation, the template opens in a template builder. The template builder resembles the quote builder, but the record is saved as a reusable template rather than as a client quote.

Editing a Template

Open a template from the template library to edit it.

The template builder lets you maintain the reusable structure of the template. Depending on configuration and permissions, you can review or edit:

• Template name.
• Practice area.
• Work type.
• Characteristics.
• Workstreams.
• Scope items.
• Assumptions.
• Pricing items.
• Fee structure.
• Resource allocation.

Template editing should focus on what should be inherited by future quotes. Avoid adding matter-specific details that only apply to one client or one transaction.

Configuring Template Scope

The most important part of a template is usually its scope.

In the Professional Fees area, configure:

• Workstreams in the order users should see them.
• Scope items that commonly appear for this type of work.
• Assumptions that apply to the standard matter pattern.
• Optional items that users may include or exclude.
• Non-chargeable items only when they are deliberately part of the model.
• Hidden items only when they are useful internally but should not appear in generated client-facing content.

Good template scope should be specific enough to save time, but not so specific that every new quote needs heavy cleanup.

Configuring Template Fees

Templates can carry fee structure and fee allocation information. The way this is used depends on your organisation's configuration and the way quotes are created from templates.

When configuring fees, consider:

• Whether the item fees are realistic starting values.
• Whether percentage contributions are more reusable than absolute values.
• Whether optional items are excluded from the core fee.
• Whether resource allocations are balanced and credible.
• Whether the template should contain a full fee build-up or only scope structure.

If the template will be reused across matters of different sizes, avoid overfitting the fee values to a single historical matter.

Characteristics in Templates

Characteristics can help categorise and filter templates and quotes. A template may show configured characteristics in the library and during quote creation.

Use characteristics when they describe meaningful differences between quote types, such as:

• Matter value.
• Sector.
• Complexity.
• Side.
• Jurisdiction.
• Number of documents.

Do not fill characteristics with values that would be misleading for future matters. If a characteristic is usually matter-specific, it may be better for the user to complete it when creating the quote.

Copying a Template

When viewing an existing template, use Copy for New Template to create a duplicate.

Copying is useful when:

• You need a variation of an existing template.
• A practice area wants a similar template with different assumptions.
• You want to test changes without altering the original immediately.
• A template has become too broad and should be split into more focused versions.

After copying, rename the new template and review the inherited workstreams, scope items, assumptions, and fees.

Exporting a Template

Use Export Template from the template actions to download the template as a JSON file.

Exporting is useful for:

• Backing up a template.
• Moving a template between environments.
• Sharing a template structure for review.
• Creating a portable version before making major changes.

The exported file is a template representation rather than a client quote. It removes client-specific context and prepares the template for reuse.

Importing a Template

From Manage Templates, use the JSON import option to upload a template file.

The import flow validates the uploaded JSON and checks whether referenced setup data exists in the current environment.

It can identify issues such as:

• Missing work type.
• Missing practice area.
• Missing workstream.
• Invalid or missing template status.
• Workstream parameter references that do not match pricing items.

Where possible, the import flow lets you map imported work types, practice areas, or workstreams to existing records in the current environment.

After importing, open the template and review it before users rely on it.

Deleting a Template

Templates can be deleted from the template library or from the template actions panel.

Deletion may depend on ownership and permissions. If you did not create the template, you may need additional Ayora Quote Builder permissions to delete it.

Before deleting, consider whether:

• Users still rely on the template.
• A newer replacement exists.
• It should be copied or exported first.
• Historical quotes created from it need to remain understandable.

Deleting a template removes it as a future starting point. It does not necessarily change quotes that were already created from it.

Using a Template to Create a Quote

Templates are used during the traditional new quote setup wizard.

To use a template:

1. Start NEW > New Quote.
2. Select the practice area, if prompted.
3. Select the client.
4. Select the work type.
5. Confirm the rates.
6. On the template step, select a template from the list.

When selected, Ayora Quote Builder creates a new draft quote from the template.

The new quote inherits the template's reusable structure, such as workstreams, pricing items, assumptions, and characteristics. It also applies the selected client, work type, and rates from the wizard.

Choosing the Right Template

When several templates are available, choose the one that best matches the matter's expected scope.

Check:

• Template name.
• Work type.
• Characteristics.
• Workstreams.
• Creator or owner.
• Last updated date.

If no template fits well, choose Create Blank Quote instead. Starting blank is often better than inheriting a template that requires heavy cleanup.

After Creating a Quote from a Template

A template is only a starting point. After the quote opens:

1. Rename the quote if needed.
2. Confirm the client, currency, work type, and status.
3. Review inherited assumptions.
4. Review inherited characteristics.
5. Check all workstreams and scope items.
6. Remove irrelevant scope.
7. Add missing scope.
8. Mark optional items correctly.
9. Review rates and resource allocation.
10. Confirm total fees, profitability, and client correspondence.

The most important check is scope relevance. Template scope should never be sent to a client without reviewing whether it fits the specific matter.

Template Governance

Templates work best when they are actively maintained.

Recommended governance:

• Give templates clear, descriptive names.
• Keep one template focused on one repeatable pattern of work.
• Review high-use templates regularly.
• Retire stale templates.
• Copy templates before making experimental changes.
• Use export before large edits or migrations.
• Keep assumptions client-safe where possible.
• Avoid matter-specific facts in reusable templates.
• Check that templates still align with current rates, workstreams, and pricing policy.

Quality Checklist for Templates

Before saving or relying on a template, check:

• The name clearly identifies the intended use.
• Practice area is correct.
• Work type is correct.
• Workstreams are ordered sensibly.
• Scope items are reusable.
• Optional work is marked consistently.
• Assumptions are accurate and not overly matter-specific.
• Fee values or percentages are appropriate as a starting point.
• Resource allocation is realistic.
• Characteristics are useful and not misleading.
• Client correspondence generated from the template would be broadly sensible after matter-specific review.

Common Mistakes to Avoid

Troubleshooting