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April 19, 2017

Automatically Generate Tax Donation Receipts from Wufoo

Collecting donations on your website is a great way for your donors to give to your non-profit.  With a form tool like Wufoo, you can easily collect their info without picking up the phone and taking down their info or receiving donations via mail.

Add WebMerge to your donation process, and you can automate the entire process from start to finish.  With WebMerge, you can automatically take Wufoo form entries and populate templates with data from the form.  You’ll never have manually create another document again!

For this example, we’re going to show you how to automatically create a donation tax receipt when a donor submits their donation via our Wufoo form.  We’ll automatically email this receipt directly to our donor for their records.

To get started, we’re going to setup our receipt template using a Word document.  Inside Word, we’re going to add our logo, organization info, and then for the spots that we want to insert our donor/donation info, we’re going to use merge fields that look like {$FirstName}, {$Address}, {$Amount}, etc.

Here’s what our receipt template looks like:
 


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


After 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 generated and the name of the file.  For this example, we’re going to include the name of our donor in the file name and we’ll produce a PDF version of the receipt.
 


Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our donor.  Under the Deliver tab, go ahead and edit the default email delivery.  For the To address, we’re going to choose the email merge field we used on our document.

If you don’t have a merge field for the donor’s email address in your template, you can choose <<Other>> from the dropdown then enter something like {$Email} in the box.

Feel free to customize the other email settings as well.
 


Once you have updated and saved your email delivery, you are done with the setup process inside WebMerge and we’re ready to hook up the template to our Wufoo form.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to create a New Zap.  For the Trigger, we’re going to choose Wufoo as the app and then New Entry as the trigger.
 


Once you authenticate your Wufoo account, Zapier is going to load a list of the forms in your account.  Go ahead and select the donation form that you have setup.
 


Next, we’re going to setup the Action of our Zap.  For the app we’re going to choose WebMerge and then Create Document Merge as the action.
 


After you authenticate your WebMerge account, Zapier is going to load a list of the documents in your account.  Go ahead and pick the receipt template that you just setup and Zapier will load a list of the merge fields in your template.

For each merge field, you need to pick the corresponding fields from your Wufoo form.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.
 


After 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!  Submit a new entry to your donation form and Zapier will detect this new submission and send it over to WebMerge.

Here’s what our receipt looked like populated with data:
 


Congrats, you’re all done!  You can now automatically generate all kinds of documents with data from your Wufoo form entries.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?
 

6 min read

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