Adding Global Custom Data Items

Global Custom Data Items are centrally managed, reusable fields in QuoteCloud that store company‑wide information — for example company name, payment terms, tax ID, or common product attributes. Once defined, these items can be inserted into multiple documents and templates so the same value is used consistently across quotes, proposals, and other sales documents.

Global Custom Data Items improve consistency, accuracy, and efficiency across your sales workflows. Enter values once and reuse them across all documents to reduce manual data entry, cut errors, and maintain uniform branding and legal text in your quote software and proposal software.

Because the items are global, updating a single item automatically updates every document and template that references it — saving time when producing high volumes of documents.

QuoteCloud supports three types of global custom data items: Document Data Items (fields attached to documents and templates), Contact Data Items (extra fields on recipient/contact records), and Product Data Items (additional fields on product records). Each type attaches reusable information to the right object so your sales quoting software and sales proposal software can pull the correct values automatically.

By centralizing reusable values, global custom data items let template logic and automation pull accurate data automatically when assembling documents. This speeds up document generation, reduces manual edits, and ensures every quote or proposal uses brand‑compliant and up‑to‑date information.

This is particularly useful for automated workflows and integrations where consistent data from your quote software needs to feed downstream systems like accounting or CRM.

Yes. QuoteCloud includes administrative tools that allow users with the appropriate permissions to create new global custom data items, update existing items, or delete items that are no longer needed. Changes made to a global item will propagate to any templates or documents that reference that item.

Before deleting an item, it’s best practice to check where it’s used in templates to avoid breaking placeholders in active documents.

Create the global custom data item in Settings → Custom Data Items, then open your document or template in the QuoteCloud document builder. Use the Insert field or placeholder menu to select the global data item — the builder will place a token that pulls the stored value when the document is generated.

This streamlined insertion process makes it easy to keep values consistent across your sales quoting software and sales proposal software without manual copy‑paste.

Typically, administrators or users with configuration privileges manage global custom data items. QuoteCloud’s role and permission settings determine who can create, edit, or delete these items. If your organization uses centralized IT or sales operations, limit management rights to reduce accidental changes.

For auditability, consider keeping a small admin group responsible for global items and document any naming conventions or usage rules.

Use clear, descriptive names (for example Company_PaymentTerms, Default_TaxRate, or Product_WarrantyMonths) so template authors can identify the right field quickly. Group fields by type (document, contact, product) and keep documentation on where each item should be used.

Avoid storing deal‑specific or ephemeral information as global items; reserve them for company‑level values that truly need to be consistent across quotes and proposals. Test changes in a sandbox or staging template before applying updates to live documents to prevent unintended breaks in your quote software or proposal software workflows.