MailMerge
Bulk Document Generation Tool
Generate thousands of personalised documents from a single template. Letters, certificates, contracts, emails — all customised with recipient data from your spreadsheets.
At a Glance
Mass Correspondence Shouldn't Be Manual
Manual Process
Organisations send hundreds of similar letters with personalised details. Manual copy-paste is error-prone, time-consuming, and doesn't scale.
Limited Tools
Word mail merge is frustrating and limited. Cloud services raise data privacy concerns. You need something better.
Disconnected Outputs
Email campaigns need matching letter attachments. Without integration, teams duplicate effort across documents and emails.
Template + Data = Documents
How It Works
Create Template
Design your document with placeholders like {{name}}, {{position}}, {{date}}. Upload existing DOCX or use the built-in WYSIWYG editor.
Import Recipients
Upload Excel or CSV with recipient data. Columns automatically become available as template placeholders.
Generate & Export
Create personalised documents in DOCX, PDF, or email format. Individual files or merged into a single document.
Professional Templates, Easy Editing
Template Management
Editor
WYSIWYG Editor
Built-in TipTap editor for template creation. Full formatting controls with professional font support.
- Font support: Times New Roman, Arial, Calibri, Bookman Old Style
- Full formatting: bold, italic, underline, alignment
- Insert field dropdown for adding placeholders
Features
Template Features
Upload and manage document templates with powerful placeholder syntax and preview capabilities.
- Upload existing DOCX templates with {{placeholder}} syntax
- Template categories for organisation
- Preview with sample data before generation
- Reuse templates across multiple projects
Your Recipients, Organised
Contact Management
Excel/CSV Import
Import recipients from .xlsx or .csv files. Columns become placeholders automatically.
Inline Editing
Add, edit, delete contacts with draggable, maximisable edit dialogs.
Smart Filtering
Per-column filtering with multi-select. Active filters shown as removable chips.
Greek Support
Accent normalisation in filters (ά=α, έ=ε, etc.) for seamless Greek language support.
Column Management
Draggable columns with saved view preferences. Customise your data display.
Export
Export filtered or full contact list back to Excel or CSV format.
Save Your Filter Configurations
Segments
Filters
Named Segments
Save complex filter combinations as named segments for quick reuse.
- Save complex filter combinations as named segments
- Segments appear in sidebar navigation
- One-click to apply segment filters
Integration
Project Integration
Use segments directly in the project wizard for targeted recipient selection.
- Use segments in the project wizard for recipient selection
- Cumulative filtering (AND between columns, OR within column)
- Reusable across multiple projects
Guided Document Generation
Project Wizard
Project Info
Name your project, set email subject if applicable.
Template Selection
Choose existing template or upload new DOCX.
Contact Selection
All contacts or filter by specific segment.
Email Settings
Select sender account, configure attachment options.
Preview & Export
Review with real data, then generate documents.
Multiple Output Formats
Export Options
Documents
Document Formats
Generate documents in multiple formats to suit your workflow.
- DOCX Individual — ZIP with separate DOCX per recipient
- DOCX Merged — Single document with page breaks
- PDF Individual — ZIP with separate PDF per recipient
- PDF Merged — Single combined PDF document
Email & Conversion
Email & Conversion
Email generation and high-quality document conversion capabilities.
- EML Individual — ZIP with RFC 822 email files
- High-quality PDF via LibreOffice headless
- Font fidelity with Microsoft-compatible fonts
- UTF-8 support for Greek and other languages
Who Uses MailMerge?
Use Cases
Universities
Acceptance letters, graduation certificates, official correspondence to faculty and students.
Government & Public Sector
Citizen notifications, official documents, bulk correspondence to stakeholders.
HR Departments
Offer letters, employment contracts, policy acknowledgment letters, salary notifications.
Professional Services
Client letters, engagement letters, bulk notifications, certificate generation.
Modern, Reliable Architecture
Technical Foundation
Stack
Technology Stack
Built on modern, production-ready technologies for reliability and performance.
- Next.js 14 — App Router with SSR
- TypeScript — Type-safe development
- SQLite + Prisma — Lightweight, portable database
- TipTap — Modern WYSIWYG editor
- docxtemplater — DOCX template processing
- LibreOffice headless — PDF conversion
- pdf-lib — PDF merging
- Docker — Containerised deployment
Fonts
Font Support
Comprehensive font support ensures your documents look exactly as intended.
- Microsoft Core Fonts (Arial, Times New Roman)
- Liberation fonts (metric-compatible)
- Carlito (Calibri replacement)
- Caladea (Cambria replacement)
- Full Greek character support
Deploy Your Way
Deployment Options
Option A
Client VPS
Docker deployment on your infrastructure. Complete data sovereignty with persistent storage.
- Docker deployment on your infrastructure
- Complete data sovereignty
- Persistent storage via volume mounts
- Requirements: Docker, 2GB+ RAM, 20GB+ storage
Option B
Managed Hosting
We deploy and manage everything. VPS, domain, SSL included with regular updates.
- We deploy and manage everything
- VPS, domain, SSL included
- Regular updates and monitoring
- Priority support
Simple Licensing
Pricing Structure
No per-document or per-user fees. Unlimited documents and recipients included.
- One-time setup fee for deployment and configuration
- Annual maintenance and support contract
- No per-document or per-user charges
- Unlimited documents and recipients
- Pricing depends on deployment model and support level
- Contact us for a custom quote
Ready to Automate Your Document Generation?
Stop spending hours on manual mail merge. MailMerge generates thousands of personalised documents in minutes — letters, certificates, emails, all from a single template.