Fillable PDF templates

Quin can fill out PDF forms for you, including new account paperwork, intake forms, and transfer requests. You upload a fillable PDF once as a template. After that, you can ask Quin to complete it for any client, and Quin fills each field using data from your meetings, CRM records, and conversations.

When you upload a PDF, Quin reads every form field in the document and lists it under Field guidelines in the template settings. You can then add instructions for any field so Quin knows where to find the right information and how to enter it.

Before you begin

Your PDF must be a fillable PDF with defined form fields. A flat or scanned PDF won't work. Use Adobe Acrobat, Nitro, or another PDF editor to add form fields before uploading.

How to set it up

1. Go to Settings > Templates
2. Click Add template, select Upload fillable PDF, and click Next
3. Enter a descriptive Title that helps Quin understand what the form is for (e.g., "New account application")
4. Upload your PDF by dragging the file into the upload area or clicking click to choose file
5. (Optional) Add Template guidelines to give Quin instructions for the whole form, like "Always search the CRM for account details" or "Only use for new clients"
6. (Optional) Scroll to Field guidelines and add instructions for specific fields
7. Click Save

Template guidelines apply to the entire form. Field guidelines apply to one field at a time, which makes them useful for checkboxes, dropdowns, and fields with unclear names. Learn more about Guidelines

Writing field guidelines

Each field in your PDF appears under Field guidelines with its field name and a text box for instructions. You don't need to add guidelines for every field. Focus on the fields where Quin could guess wrong.

Good field guidelines tell Quin one of these things:

• Where to find the data - "Pull from the primary contact's mailing address in the CRM"
• When to check a box - "Only check this box if the account notes mention an alternative investment. Never check it by default."
• What value to use - "Use Roth instead of RothIRA for this field"
• What a field actually means - For a field named ABT_Telephone, "The delivering firm's phone number"
• How it relates to another field - "Follow the same rule as NR_Other, using the delivering account's type"

Specific instructions work better than general ones. Words like ALWAYS, ONLY, and NEVER help Quin handle fields that should rarely or always be filled.

What to expect

After saving, your template appears in My templates. To use it, ask Quin in chat, email, or text to fill out the form for a specific person, like "Fill out the new account application for Sarah Chen." Quin checks your template and field guidelines, gathers data from your meeting notes, CRM, and the current conversation, then returns the completed PDF for you to review, download, or send. You can update field guidelines at any time, and Quin uses the latest version the next time it fills the form.

Troubleshooting

Quin is filling a field incorrectly

• Add a field guideline that explains what the field means and where the data should come from
• Tell Quin the exact value or format to use, especially for checkboxes and dropdowns
• Check that your template guidelines don't conflict with your field guidelines

A field is missing from Field guidelines

• Open the PDF in your editor and confirm the field is a real form field, not text or a drawn box
• Re-export the PDF with its form fields intact and upload it again

Some fields are left blank

• Quin only fills fields when the data exists in your meetings, CRM, or conversation
• Include more detail in your request or confirm the contact exists in your connected CRM
• Add a field guideline that tells Quin where to find the data

The PDF won't upload

• Confirm the file is a PDF and not a Word document or image
• Try re-exporting from your PDF editor and uploading again