Import a Document with AI

If you already have proposals or agreements you've been using outside Gilded, you don't have to rebuild them from scratch. AI Document Import takes a PDF or Word file and turns it into a reusable template — pulling out sections, tagging client-specific values as merge fields, and suggesting where Gilded's built-in sections would be a better fit.

This feature is in Beta. The AI gets most documents right, but it isn't perfect — you'll want to review each section before saving.

What You Can Upload

• PDF files (.pdf)
• Word documents (.docx)
• Maximum file size: 15 MB

Both proposals and contracts work, as do combined proposal + agreement documents.

Starting an Import

1. Go to Templates in the sidebar
2. Click Create at the top right
3. Choose Import existing document at the bottom of the menu
4. Drag a file onto the upload area, or click Browse files
5. Click Start Import

Gilded redirects you back to the Templates page and starts processing in the background. You'll see a row at the top of the page that says "Importing — usually 30-90s" with your filename. You can keep working elsewhere; when it's ready, the row updates to "Ready to review" and a count appears next to Templates in the sidebar.

Importing from a Document You've Already Attached

You can also start an import from a document attached to an event, without uploading the file again:

• From an event's documents — a document you uploaded to an event (see Importing an Already-Booked Wedding) has a Create template option that runs it through the same import.
• During a booked-wedding import — check "Also create a reusable template from this" next to a document and Gilded kicks off the import automatically once the event is created.

Either way the file is read straight from storage, so the same 15 MB limit applies and nothing needs to be re-uploaded.

If the document is short (a one-page proposal) the parse usually takes about 30 seconds. Long multi-page contracts can take up to 90 seconds.

Reviewing the Import

Click Review on the ready-to-review row to open the review screen. Here's what you'll find:

Document type

Gilded picks one of the three document types based on the source. You can change it from the dropdown if the AI guessed wrong.

Template name

Defaults to the source filename — rename it to something you'll recognize later in your templates list.

Sections

The AI breaks the document into named sections. For each one you can:

• Rename the section by editing the title
• Reorder with the up/down arrows
• Remove with the trash icon
• Preview the content — the section's body is shown directly underneath

Values that vary by client (couple's names, event date, venue, prices) are highlighted as small chips like {{client_name}}. Those are merge fields — they fill in automatically each time you use this template for a new event.

"Review carefully" indicator

Some sections show a small "Review carefully" note. That means the AI was less confident about how it extracted that particular section — maybe the source had unusual formatting, or the section boundaries weren't obvious. Give those a closer look before saving.

Library-match suggestions

For standard sections like Cancellation Policy, Force Majeure, or Payment Terms, Gilded often suggests replacing the imported version with a built-in section from our library. You'll see a gold callout that says something like "Gilded has a built-in Cancellation Policy section that fits here."

Click Preview to see the built-in version's content inline. If you prefer it to the imported one, click Use built-in version — the section's title and content are replaced with the library version, and a green checkmark confirms you're using Gilded's built-in section.

This is usually a quality upgrade for legal boilerplate. Our library sections are professionally written and structured the way Gilded renders documents, so they tend to look cleaner than imported text. For sections that capture your voice (Welcome, About, custom packages), you'll usually want to keep the AI's version.

Merge fields panel

Below the sections is a list of every value the AI tagged as a merge field — couple's name, event date, business name, etc. This is informational; the merge fields are embedded in the section content above. Use this list to confirm the AI tagged the right things.

Warnings

Import-fidelity issues to double-check before saving — conditional pricing that needs a single number, a scanned/image source with reduced extraction quality, or references to exhibits/addenda we don't support. Import faithfully converts what's in your file; it does not review your document or suggest clauses to add. Check off any you've reviewed; they don't block saving.

Saving

When you're ready, click Save as template. Gilded saves it to your templates list and opens it in the document builder so you can do any final polish — rich-text editing, font and color adjustments, etc.

What AI Document Import Doesn't Do Well

A few cases where the AI tends to struggle:

• Scanned or image-only PDFs — the AI can read them, but extraction quality is reduced. If your contract is a scan of a printed document, expect to do more cleanup.
• Designed PDFs (Canva-style with multiple columns and decorative typography) — text extraction order gets scrambled. The result may merge sections that should be separate.
• Tables — payment schedules, pricing breakdowns, and other tabular content are extracted as text. The structure may not survive perfectly.
• Exhibits, addenda, and appendices — flagged as warnings but not imported as separate documents.
• Conditional clauses ("if event exceeds 8 hours…") — extracted as static text; you'll need to flatten the logic yourself.

Personal Payment Methods Are Stripped

If your source document includes specific payment instructions (Zelle phone numbers, Venmo handles, Cash App, check addresses), Gilded strips those out automatically. We process payments through Stripe via the secure link sent with every document — alternative payment instructions don't belong in a reusable template.

Tips for Best Results

• Clean PDFs from Word/Pages exports parse better than scans or Canva exports
• One document at a time — bulk upload isn't supported yet
• Start with shorter docs if you're new to the feature — they're faster to review and give you a feel for what the AI does well
• Lean on the library suggestions — for legal boilerplate, swapping to the built-in version is almost always a good move

Have feedback or hit a document the AI mangled? Email support@gildedhq.com — we're actively improving the parser based on real-world contracts.