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July 06, 2016

Automatically Generate Contracts for New Chargify Subscriptions

With a tool like Chargify, you can setup subscription billing in a matter of minutes and they’ll handle everything for you.  From up front charges, free trials, to recurring billing, Chargify provides a great system to automate your billing processes.

Another way you can automate your billing is to use WebMerge to automatically generate documents when things happen in Chargify.  For example, you can send letters, receipts, and more. 
In this example, we’re going to show you how you can automatically send out a contract when a new subscription is added to Chargify.  We’ll also be sending the contract over to HelloSign to be signed by our customer.

To get started, we’re going to setup our contract template using a Word document.  Inside our Word document, we’re going to add our boilerplate contract information and then for the spots that we want our customer’s subscription info to go, we’re going to use merge fields that look like {$FirstName}, {$Subscription}, etc.

Here’s what our contract template looks like:

Since we’ll be collecting the customer’s signature via HelloSign, we need to enter a signature tag so that HelloSign knows where to overlay the signature on our document.  The signature tag looks like:   [sig|req|signer1]

After we have finished up our contract template, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, pick Office Document as the document type and then choose the file from your computer.

Once you upload your template, you’ll be taken to the Settings tab where you can modify various options like the type of file that is being generated and the name of the file.  For this example, we’re going to choose PDF as the output and we’re going to include the name of our customer in the file name.

Next, we’re going to setup the delivery of our document to HelloSign so that it is automatically sent out for signature.  From the Deliver tab, click the New Delivery button and select HelloSign.  After you enter your API key, you’ll need to define the signer by using merge fields (this data will come from Chargify).

After we finish our HelloSign delivery, we are done with the setup in WebMerge and we’re ready to setup the integration with Chargify.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create a New Zap.  For the Trigger, we’re going to choose Chargify as the service and then New Subscription as the trigger.

After you authenticate your Chargify account, Zapier is going to load a recent subscription to make sure everything is working properly.  Please follow those steps and continue.

For the Action of our zap, we’re going to choose WebMerge as the service and then Create Document Merge as the action.

After you authenticate your WebMerge account, Zapier will load a list of all the documents in your WebMerge account.  Go ahead and pick the contract document that you just setup.  Once you pick a document, Zapier will load a list of all the merge fields in your document.

For each of the merge fields in your document, you’ll need to pick the corresponding fields from Chargify.  This tells Zapier how to send the data over to WebMerge so that it is populated in the correct spot in your template.

Once you have matched up all of your merge fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Login to Chargify and create a new subscription.  Zapier will detect this new subscription and then send the information over to WebMerge where your contract will be generated and sent out for signature.

Here’s what our merged contract looked like:

Congrats, you’re all finished!  You can now automatically generate all kinds of documents from your Chargify account.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

6 min read

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