Word Template Guide

How to create .docx templates for DocuQueue — placeholders, loops, and best practices.

Getting Started

DocuQueue converts your Word documents into fillable PDF templates. You add placeholders in your .docx file, and DocuQueue replaces them with real data when generating PDFs.

Create your document in Microsoft Word

Design your layout, add your branding, format it exactly how you want the final PDF to look.

Add placeholders

Replace dynamic values with {{ variable_name }} where you want data to appear.

Upload to DocuQueue

DocuQueue detects your placeholders and creates form fields automatically.

Quick Start: Download a Template

Don't want to start from scratch? Download a pre-built template, customize it in Word, and upload to DocuQueue.

INV Invoice

Professional invoice with line items table, tax calculation, and payment terms.

Variables: invoice_number, date, company_name, client_name, line_items[], subtotal, tax, total

Download Invoice.docx

CERT Certificate

Award or completion certificate with recipient name, course, and date.

Variables: recipient_name, course_name, completion_date, instructor_name

Download Certificate.docx

CTR Contract

Service agreement with two parties, terms section, and signature blocks.

Variables: party_a_name, party_b_name, terms, start_date, end_date, total_value

Download Contract.docx

LTR Letter

Formal business letter with sender, recipient address, and body content.

Variables: date, recipient_name, recipient_address, letter_body, sender_name, sender_title

Download Letter.docx

How to use Download → Open in Word → Replace {{ variables }} with your data → Save → Upload to DocuQueue → Generate PDF.

Prefer HTML? You can also upload HTML files directly — skip the DOCX step entirely. Create your template in HTML/CSS, upload it, and generate PDFs. Same placeholders work in both formats.

Placeholder Syntax

Use double curly braces with a variable name inside. Spaces become underscores.

      Dear {{ client_name }},

      Your order {{ order_number }} is ready.

      Total: {{ total_amount }}

      Thank you,

      {{ company_name }}

Placeholder	Detected As	Notes
`{{ client_name }}`	client_name	Simple variable
`{{ Company Name }}`	company_name	Spaces → underscores, lowercase
`{{ order_number }}`	order_number	Underscores kept
`{{ total_amount }}`	total_amount	Works anywhere in the document

Naming tip Use lowercase_with_underscores for variable names. DocuQueue auto-converts "Company Name" to company_name, but it's cleaner to name them yourself.

Where to Place Placeholders

Placeholders work in all these locations:

Paragraphs — inline text: Hello {{ name }}
Tables — cell content: {{ item.description }}
Headers / Footers — {{ company_name }}
Text boxes — works inside Word text boxes

What doesn't work Placeholders inside images, SmartArt, charts, or Word art won't be detected. Keep placeholders in regular text.

Conditional Content

Show or hide sections based on data values using Jinja2 syntax.

      {% if is_paid %}

        Status: {{ status }} (Paid)

      {% else %}

        Status: Pending Payment

      {% endif %}

Loops (Tables with Multiple Rows)

To create a table that repeats rows for each item in a list:

Create a table with one data row

Add your headers and one row with placeholders.

      {% for item in line_items %}

        {{ item.description }}   
      {{ item.quantity }}   
      {{ item.unit_price }}

      {% endfor %}
    

Table row loops In Word, put the {% for %} and {% endfor %} tags in the same table row. DocuQueue expands the row for each item in your data.

Complete Example

Here's a full invoice template:

      Invoice #{{ invoice_number }}

      Date: {{ date }}

      From: {{ company_name }}

      To: {{ client_name }}

      {% for item in line_items %}

        {{ item.description }} —
      Qty: {{ item.quantity }} ×
      ${{ item.unit_price }} =
      ${{ item.amount }}

      {% endfor %}

      Subtotal: ${{ subtotal }}

      Tax: ${{ tax_amount }}

      Total: ${{ total }}

Do's and Don'ts

Do	Don't
✓ Use `{{ variable_name }}`	✗ Use `[brackets]` or other formats
✓ Keep variable names short and clear	✗ Use spaces: `{{ Company Name }}`
✓ Save as .docx from Word	✗ Upload .doc or .pdf files
✓ Test with the Preview tab first	✗ Run batch generation without previewing
✓ Use `{{ item.field }}` in table loops	✗ Put loop tags outside the table

Need Help?

If your placeholders aren't being detected:

Make sure you're using {{ double curly braces }}, not single { braces }
Check there are no typos in variable names
Re-export from Word: File → Save As → .docx
Try the "Template Preview" tab to see what DocuQueue detects

DocuQueue — Word Template Guide