Automate Your Sales Collateral

Over the years, a sprawl of templates had grown in the sales team: every rep maintained their own collection of PowerPoint decks, Word quotes and product sheets. Before each meeting a document was copied, the company name typed in by hand, terms adjusted, pages deleted or added. The consequences were real: depending on the rep, customers received completely different-looking documents, outdated prices and product descriptions were in circulation, and nobody knew which version was current.

Reps added discounts and promises on their own that had never been agreed — including outdated terms and unauthorized clauses, a genuine legal risk. And instead of selling, the team burned valuable time copy-pasting and formatting. Management wanted a system that supplies the sales force with current, approved templates — without everyone doing their own thing.

We built a web-based document management system that eliminates this chaos and gives sales a controlled yet flexible tool — a single source of truth for all sales collateral.

In the admin backend, marketing manages all approved documents centrally: upload of PPTX, DOCX and PDF, folder-structure management, definition of the allowed placeholders per document, and configuration of detail levels (page subsets, e.g. "short pitch" vs. "full presentation"). Users are invited and assigned roles.

In the frontend, sales only sees current, approved templates — with no access to the source files. Using a cart, a rep assembles the right set for a meeting in seconds, reorders it via drag & drop and picks the detail level per document. They then fill in only the predefined placeholders — company name, contact person, order value, logo upload. Prices, terms and contract text are locked and can only change via the approved templates.

The document engine detects placeholders (e.g. {{COMPANY_NAME}}) in PPTX/DOCX, replaces text, places the customer logo at defined positions, filters pages by detail level and finally renders a single, merged PDF via LibreOffice Headless / Gotenberg. One click — and the personalized, on-brand document package is ready. The solution is iPad-optimized so the field team can use it right in the meeting.

Compared to enterprise suites like Templafy, Seismic or PandaDoc (starting at several thousand euros per month or recurring per-user license fees), the custom build closes exactly the gap that was missing on the market: cart-style assembly, detail-level selection and simple placeholder filling — at a one-time instead of recurring cost.

The system solves several problems at once: prep time for meetings drops from around 30 minutes to under 2 minutes. Every customer receives professional, on-brand documents, and only approved, current text and terms reach the outside — creating legal certainty and ending uncontrolled promises. Management keeps an overview of which materials are in use, and sales can finally focus on what matters: the customer.

Because so many sales teams recognize this exact pain, we now also offer the solution as our own product – as a ready-to-run platform or a tailored in-house build, including hosting, maintenance and ongoing development from a single partner.