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June 01, 2016

Automatically Generate Invoices for Deals in Airtable

Keeping your business data organized and accessible from anywhere can be difficult unless you have the right tools in place.  With Airtable, you can save all of your data in a single database and collaborate with everyone on your team.

In this example, we’re going to show you how to use WebMerge to automatically generate invoices from deal data that we have saved in Airtable.  To help with this integration, we’re going to use our friends over at Zapier to connect Airtable and WebMerge.

To get started, we’re going to setup our invoice template in WebMerge using the online document builder.  From the Documents page in WebMerge, click the New Document button then enter a name.  On the next step, pick Build Your Own as the document type and continue.
 


In the Document Builder, go ahead and build your invoice template.  You can add your logo, address, and other boilerplate invoice info and then for the spots that you want the deal data to go, enter merge fields like {$CustomerName}, {$DealAmount}, {$DealDescription}, etc.

Here's what our invoice template looks like:
 


After you have finished your template, go ahead and save, and continue on to the Settings tab.  Here, you can change options like the type of file that is generated and the name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of the deal in our file name.
 


Next, we need to setup how we want our invoice delivered.  For this example, we’re going to email the invoice directly to our client.  Under the Deliver tab, we’re going to edit the default email delivery and we’re going to use a merge field for the “To” address.  Feel free to update the other email settings as well.
 


Once you have the email delivery setup, we’re all finished with the document setup inside WebMerge and we’re ready to setup the integration with Zapier.
Inside Zapier, we’re going to create a new Zap.  For the Trigger, we’re going to choose Airtable as the service and then New Record as the trigger.
 


After you authenticate your Airtable account, Zapier will take you to a page where you can pick the table in Airtable that you want to monitor.  Go ahead and pick your Deals table.
 


Next, we’re going to setup the Action for our Zap.  Go ahead and pick WebMerge as the service and then Create Document Merge as the action.
 


After you authenticate your WebMerge account, Zapier will take you to a page where you can select the WebMerge document that you want to merge.  Go ahead and pick your invoice template and then 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 Airtable.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your invoice.
 


After you have matched up all of your merge fields, go ahead and save your Zap and turn it on!  Now you’re ready to run a test to see how everything works.  Login to Airtable and add a new deal to your Deal table.  Zapier will detect the new row and send the data over to WebMerge and your invoice will be generated.

Here’s what our merged invoice looked like:
 


Congrats, you’re all finished!  You can now automatically generate all kinds of documents from your Airtable 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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