Document Templates speed up and make your operation more efficient. Basically, templates are the smarter, digital version of a paper template that people kept xeroxing over and over again when they wanted to fill in a contract, for example.
In Rentgine, you can either upload your already existing template or create a new one in Settings, Document Templates.
Why are templates better than managing documents in Word?
Because if you use merge fields in your document templates, and create a document for a customer, Rentgine will do the boring and meticulous job of filling in rental details like customer information, or company and rental details. Your team won’t have to spend many hours each week entering data manually when creating documents.
In Settings, Document Templates, click “Create New Document Template”. The editor pops up, where you can choose to upload your own template (“Load from Word File” or folder icon).
Only Word files can be uploaded as a template, no Excel or pdf ones.
Merge fields are placeholders used in document templates to make automated document fill-in possible.
They work like this: you insert a merge field from the list in the template, for example the one representing the customer’s name, then this inserted piece will tell the system when you create a document using this template that you need the corresponding name at this exact place in the document from your own customer database.
Picture it like this in the template:
This Car Rental Agreement ("Agreement") is entered into on <<Custom.Today>>, by and between <<Customer.Name>> and <<OwnerCompany.Name>>.
And when you click “Create Document” in Rentgine for a specific rental, the missing data appear automatically:
This Car Rental Agreement ("Agreement") is entered into on March 22, 2026, by and between Jane Smith and WheelBeThere Car Rental.
If you keep seeing the <<example>> structure after the document is created, you probably didn’t insert the merge field correctly in your document template.
You can’t copy and paste a placeholder (<<example>>) and expect it to function properly. The system will treat it as simple text, which means that Rentgine won’t fill in the desired data when you create the document.
Use the “Insert Merge Field” button while editing the template, then select the placeholder from the drop-down list.
