How to Use Document Templates in Inmovilla to Generate Contracts with Automatic Data

The document templates tool in Inmovilla offers an efficient solution for creating contracts and other reusable texts, facilitating the automatic insertion of relevant data linked to the property, demand, and associated contacts. This functionality is designed to optimize drafting time, minimize errors from manual copying, and speed up document generation with accuracy and professionalism.

It is essential to note a key limitation: the tool does not include predefined legal models, such as sales contracts or deposit agreements. What it provides is a flexible system to upload your own base texts and replace specific sections using dynamic fields that extract information directly from the CRM.

Main Features of the Document Templates Tool

This feature allows you to:

• Draft or import a template document directly in the integrated editor.

• Save the customized template for reuse on future occasions.

• Insert tags or dynamic parameters that pull updated data from CRM records.

• Generate a finalized document with all data automatically replaced.

This tool is especially valuable for repetitive documents whose contents vary only in certain data, such as:

• Seller's name

• Buyer's name

• ID or tax number

• Property address

• Type of property

Location of the Option in Inmovilla

To access this feature, follow the path:

• Go to Utilities in the main menu.

• Select Document Templates.

Inside the editor, you will find a wide and versatile text area where you can draft your document from scratch or paste previously prepared content.

Step-by-Step Guide to Creating a Contract Template

1. Prepare the Base Text

Start with your own template document, which can be a sales contract, a reservation agreement, or another common text in your activity. The fastest way is to copy and paste the content into the editor and then adapt it so certain sections are filled automatically.

2. Define Fixed Data That Does Not Come from the CRM

Not all data can be automatically extracted from the database. Some elements depend on the signing context or specific decisions and must be entered manually. Common examples include:

• City and place of signing

• Exact date (day, month, and year)

• Specific contractual deadlines

• Determined amounts not recorded in the records

• Other individually negotiated details

This data can be fixed in the template if always constant, or modified before generating each document.

3. Replace Variable Data with Dynamic Tags

The next step is to replace in the text the variable data you want to automate. Instead of manually writing, for example, the buyer's name or the property address, you will insert the corresponding tag for each data.

The process is simple and consists of three steps:

• Remove the fixed text that will be replaced.

• Select the appropriate data source.

• Insert the correct tag in the corresponding place.

The main data sources for these tags are:

• Properties

• Demand

• Contacts

These options are available in the menu located at the top right corner of the editor.

Data You Can Automatically Fill

According to the example shown, some of the most relevant fields include:

Seller Data

• Full name of the client owner

• ID or tax number, if registered

Buyer Data

• Name linked to the demand

• ID associated with the contact

Property Data

• Complete address or street of the property

• Type of property

• Detailed description

It is important to highlight that the same paragraph can combine fields from different sources. For example, in a single sentence you can integrate:

• Owner's name

• Contact's ID

• Location or street of the property

How to Correctly Select the Source of Each Data

One of the keys to creating effective templates is to precisely choose the source of each value. Selecting an incorrect source can result in incomplete documents or erroneous information.

Proper Use of Properties

This source should be used for data related to the property, such as:

• Street or address

• Geographical location

• Type of property

Proper Use of Demand

It is used to obtain information linked to the buyer when they are associated with a specific demand.

Proper Use of Contacts

It is useful for including personal data, such as ID or tax number, provided they are registered in the corresponding contact record.

Proper Use of Owner

This source allows correctly identifying the seller when the property has an assigned owner in the system.

What Happens If Data Is Missing When Generating the Document

During document generation, Inmovilla may alert you about unreplaced parameters, indicating that the system did not find the corresponding value for some tag.

In these cases, the tool will show which fields are pending so you can complete them manually.

For example, absences such as:

• Type of property

• Type of contact

If the data exists in the CRM, you can enter or select it; if it is not necessary for that particular document, you can leave it blank or adjust the template to avoid its inclusion.

Reasons Why a Document May Be Incomplete

The most common causes include:

• The contact is a prospect and does not have all the necessary data loaded in their record.

• The record lacks the required field, such as tax number, contact type, or similar.

• A tag from the wrong block was used, causing erroneous or empty data.

• A manual data was expected that was not entered before generating the document.

Therefore, it is essential to carefully review each replacement before considering the document finalized.

Best Practices for Creating Contracts in Inmovilla

To ensure optimal and recurrent use of templates, we recommend following this checklist:

• Use a clean and well-written base document that meets legal and style standards.

• Replace only the variable parts with dynamic tags, keeping fixed sections intact.

• Do not automate data that is not registered in CRM records, to avoid errors and omissions.

• Verify that the selected buyers, sellers, and contacts are correct before generating the document.

• Confirm that personal data in contacts is complete and up to date.

• Save the template once its configuration is finished for future reuse.

• Perform a generation test with a realistic case to ensure proper functioning.

Common Errors When Using Document Templates

Expecting Inmovilla to Include Predefined Contracts

It is important to clarify that the tool does not provide drafted contractual models. Its function is to automate data filling in documents that you provide yourself.

Trying to Automate Amounts or Deadlines Not Registered

If these data are not stored in demand, property, or contact records, they must be entered manually.

Confusing Buyer and Seller Fields

This error is common when the document involves multiple parties. It is essential to carefully verify the source of each tag to avoid confusion.

Not Reviewing the Final Document Before Use

Although the tool completes many data automatically, it does not guarantee the document is ready to sign without thorough review.

How to Review the Generated Document

After processing the replacements, the system presents the document with the inserted data. At this stage, you should check that:

• The names correspond to the correct people involved in the operation.

• The property address is appropriate and complete.

• There are no empty fields essential for the validity of the document.

• Manual data have been correctly entered.

• The legal drafting maintains its validity and coherence for the specific case.

Once the contract is generated, you can associate the document with the demand and/or the owner. In fact, before finishing the generation, the system will ask if you want to make this association. If you accept, you will be able to view the document directly in the contact or property record, with the name you assigned to the file.

When It Is Recommended to Use This Feature

This tool is especially beneficial for offices that:

• Frequently generate the same type of documents.

• Keep CRM records updated and complete.

• Seek to reduce manual work in drafting contracts and annexes.

• Need to obtain documents quickly from a specific property and demand.

Conclusion

Document templates in Inmovilla do not create contracts automatically, but they do allow transforming your own model into a much more agile and efficient process. The key to success lies in two fundamental aspects: using a well-written base template and correctly selecting the tags corresponding to property, demand, owner, and contact.

If you also carefully review pending fields before finalizing the document, you will be able to generate contracts and other real estate documents faster, more organised, and with a significant reduction in manual errors.