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HOW TO USE BOOKWITS DOCUMENT TEMPLATES BEGINNER

Document Templates

Document Templates live inside Templates → Documents. They let you define a default folder structure that is automatically created when you add a new Company or a new Personal Tax Year, so documents stay organized from the start.
How to Use Bookwits
6 min read
Video Walkthrough (Document Templates)
The most useful walkthrough is: how to create company and personal tax document templates, build folder trees, and manage active vs inactive templates.
Coming soon...
Set the folder structure once, reuse it every time When an active document template exists, Bookwits automatically applies its folders and subfolders when a new company or personal tax year is created.

Where to find Document Templates

Document Templates live in: Templates → Documents.
What you’ll see in this module
You can manage reusable folder structures for two record types:
Company document templates Personal tax document templates Folders Subfolders Template status
Use this area to create the exact document structure your team wants to use by default.

What Document Templates are for (plain English)

Document Templates help you:
  • Standardize folder structures across all client records
  • Avoid manually building the same folders again and again
  • Keep accounting, payroll, tax, and support files organized
  • Reduce the risk of missing important document categories
A document template is linked to
  • A specific template type
  • Either Company or Personal tax
  • A reusable folder tree your team controls

The 2 types of Document Templates

1. Company document template
Defines the default folder structure for company records. When a new company is created, this template automatically generates organized folders and subfolders for items like accounting files, payroll records, and tax-related documents.
Accounting files Payroll records Tax-related documents
2. Personal tax document template
Defines the default folder structure for personal tax years. When a new personal tax record is created, this template automatically sets up folders and subfolders for items like T-slips, receipts, and supporting documents.
T-slips Receipts Supporting documents

How the automation works

1
Create or edit the template Build the folder tree you want Bookwits to use by default.
2
Keep the template active Only active templates are used during company or personal tax year creation.
3
Create a new Company or Personal Tax Year Bookwits creates the main folder for that new record and then applies the matching template structure inside it.
4
Folders are ready immediately Your team can start uploading documents into a clean, consistent structure right away.

Building the folder structure

Templates support nested folders, so you can build a structure with folders and subfolders that matches how your firm works.
Example company structure
Accounting files
Organize bookkeeping and accounting records.
Banking & Transactions Accounts Receivable Accounts Payable
Payroll records
Store employee and payroll processing files.
Employee Information Payroll Processing Remittances
Tax-related documents
Keep returns, notices, and filings together.
Corporate Taxes T2 Returns Notices of Assessment
Keep folder names practical and specific. Clear names make it easier for your team and clients to know where documents belong.

Step 1: Create a new template

Steps
  1. Go to Templates → Documents
  2. Choose the template type: Company or Personal tax
  3. Enter a template name
  4. Add an internal description if needed
What this does
It creates the reusable template record that will hold your folder structure.

Step 2: Add folders and subfolders

Build your structure by adding top-level folders and then adding subfolders underneath them.
What you can do
  • Add root folders
  • Add subfolders inside each folder
  • Reorder items to match your preferred layout
  • Delete folders you no longer want
Recommended approach
  • Start with broad categories
  • Then create more specific subfolders inside them
  • Avoid making the structure deeper than needed

Active vs Inactive templates

Active
The template will be used automatically when creating a new company or a new personal tax year of the matching type.
Inactive
The template stays saved in Bookwits, but it will not be used during creation.
Deactivating a template does not change existing records. It only affects future companies or personal tax years created after that point.

How to deactivate a template

To stop using a template without deleting it, open the template and click the 3 dots in the top-right corner.
Why deactivate instead of delete
  • Keep the structure for future reference
  • Pause older workflows without losing setup work
  • Switch to a newer template when your process changes

Where to manage Document Templates

Go to: Templates → Documents
From there you can
  • Create new templates
  • Edit template names and descriptions
  • Build or update folder structures
  • Activate or deactivate templates
Think of this area as your reusable document organization library.

Best practices (what to do first)

If you’re setting this up for the first time
  • Start with one clean default template per type
  • Use simple top-level categories first
  • Name folders based on real document use
  • Avoid creating too many nested levels
  • Review the structure before making it active
A strong default structure is usually better than many complicated template variations. Keep it simple unless workflows truly differ.
Want help organizing your document structure? Book a demo and we’ll help you build document templates that keep company and personal tax files organized from the moment a new record is created.
Book a demo → Start free trial