# Smart Variables Reference

Smart variables are placeholders that automatically fill with actual data. Use them in quotes, contracts, invoices, and email templates.

## How to Use Variables

Type the variable name with curly braces:

```
Dear {clientContact},

Please find attached the invoice for {projectName}.
```

Becomes:

```
Dear John Smith,

Please find attached the invoice for Website Redesign.
```

## Client Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{clientName}` | Client's company name | Acme Corporation |
| `{clientContact}` | Primary contact's full name | John Smith |
| `{clientEmail}` | Primary contact's email | john@acme.com |
| `{clientPhone}` | Primary contact's phone | +1 (555) 123-4567 |
| `{clientAddress}` | Company address | 123 Business St, City, ST 12345 |
| `{clientWebsite}` | Company website | https://acme.com |
| `{clientIndustry}` | Industry category | Technology |
| `{clientSize}` | Company size | Medium (50-200 employees) |

## Quote Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{projectName}` | Project/quote title | Website Redesign |
| `{quoteNumber}` | Generated quote number | QT-2025-001 |
| `{quoteDate}` | Quote issue date | January 15, 2025 |
| `{expiryDate}` | Quote expiration date | February 14, 2025 |
| `{acceptanceDate}` | When quote was approved | January 20, 2025 |
| `{totalAmount}` | Quote total (formatted) | $10,000.00 |

## Invoice Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{invoiceNumber}` | Generated invoice number | INV-2025-001 |
| `{issueDate}` | Invoice issue date | January 15, 2025 |
| `{dueDate}` | Invoice due date | January 31, 2025 |
| `{amount}` | Invoice amount (formatted) | $2,500.00 |
| `{daysOverdue}` | Days past due date | 7 |

## Date Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{month}` | Current month name | January |
| `{year}` | Current year | 2025 |
| `{monthYear}` | Month and year | January 2025 |
| `{nextMonthYear}` | Next month and year | February 2025 |
| `{nextYear}` | Next year | 2026 |
| `{quarter}` | Current quarter | Q1 |

## Contract Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{contractNumber}` | Contract reference number | CON-2025-001 |
| `{contractDate}` | Contract creation date | January 15, 2025 |
| `{effectiveDate}` | Contract start/effective date | February 1, 2025 |
| `{paymentTerms}` | Payment terms description | Net 30 days |

## Service/Retainer Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{serviceName}` | Service name | Site Care & Support |
| `{serviceDescription}` | Service description | Monthly maintenance |
| `{serviceRate}` | Service rate (formatted) | $400.00 |
| `{serviceBillingFrequency}` | Billing frequency | Monthly |
| `{serviceStartDate}` | Service start date | March 1, 2025 |
| `{serviceEndDate}` | Service end date | March 1, 2026 |
| `{recurringFrequency}` | Recurring interval | Monthly |
| `{recurringTotal}` | Recurring amount | $500.00 |
| `{firstInvoiceDate}` | First invoice date | March 1, 2025 |

## Payment Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{sequence}` | Payment sequence number | 2 |
| `{totalCount}` | Total number of payments | 5 |
| `{milestoneName}` | Milestone description | Design Phase Complete |
| `{frequency}` | Payment frequency | month |

## Business Variables

| Variable | Description | Example Output |
|----------|-------------|----------------|
| `{businessName}` | Your company name | Your Agency LLC |
| `{businessPhone}` | Your business phone | +1 (555) 987-6543 |
| `{businessEmail}` | Your business email | hello@youragency.com |
| `{businessAddress}` | Your business address | 456 Agency Blvd, Suite 100 |

## Common Use Cases

### Recurring Invoice Title

```
{clientName} - {month} {year} Retainer
```
→ "Acme Corporation - January 2025 Retainer"

### Email Subject Line

```
Invoice {invoiceNumber} for {projectName}
```
→ "Invoice INV-2025-001 for Website Redesign"

### Contract Introduction

```
This Statement of Work is entered into as of {contractDate} between {businessName} ("Provider") and {clientName} ("Client").
```

### Payment Reminder

```
Dear {clientContact},

This is a reminder that invoice {invoiceNumber} is now {daysOverdue} days overdue.

Amount due: {amount}
Due date: {dueDate}
```

### Milestone Payment Name

```
{projectName} - Payment {sequence} of {totalCount}
```
→ "Website Redesign - Payment 2 of 4"

### Service Agreement Title

```
{serviceName} Agreement - {clientName}
```
→ "Site Care & Support Agreement - Acme Corporation"

## Variable Formatting

### Currency Variables

Currency variables (`{amount}`, `{totalAmount}`, `{serviceRate}`, etc.) automatically format based on your team's currency settings:
- USD: $1,234.56
- EUR: €1.234,56
- GBP: £1,234.56

### Date Variables

Date variables format according to your locale settings:
- US: January 15, 2025
- UK: 15 January 2025
- ISO: 2025-01-15

## Where Variables Work

| Location | Supported |
|----------|-----------|
| Quote descriptions | ✓ |
| Quote intro/signature | ✓ |
| Contract text blocks | ✓ |
| Invoice titles | ✓ |
| Email subjects | ✓ |
| Email body | ✓ |
| Service templates | ✓ |
| Payment instance names | ✓ |

## Tips

1. **Test before sending** - Preview to see variable replacement
2. **Use for consistency** - Same format across all documents
3. **Combine variables** - `{month} {year}` for "January 2025"
4. **Check for missing data** - Variables show empty if data missing
5. **Case sensitive** - Use exact variable names as shown

## Troubleshooting

### Variable not replacing?

- Check spelling (case-sensitive)
- Ensure curly braces are correct: `{` and `}`
- Verify the data exists (e.g., primary contact set)

### Empty output?

- Check if the source data is populated
- For client variables, ensure primary contact exists
- For date variables, check if dates are set

### Wrong format?

- Check team settings for currency/date format
- Variables use your configured locale

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*Related: [Glossary](/llms/reference/glossary.txt) | [Invoicing](/llms/features/invoicing.txt) | [Contract Templates](/llms/guides/contract-templates.txt)*