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May 17, 2017

Automatically Populate and Send Quotes for Deals in Pipedrive

Optimizing your sales process with a tool like Pipedrive can keep your entire sales team on the same page and make sure deals to not fall through the cracks.  Easily manage your leads and track deals through the process, all from a single interface.

Another way to streamline your sales process is to use WebMerge to automatically populate documents with data from Pipedrive like contracts, quotes, proposals, and more.

In this example, we’re going to show you how to automatically populate a quote for a deal that is added to Pipedrive.  We’ll then email the quote directly to our customer.

To get started, we’re going to setup the template for our quote inside WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, select Build Your Own and continue.
 


Next, we’ll be taken to the Document Builder where we can build our template.  We’re going to add our logo, contact info, and then for the spots that we want to insert our customer/deal info, we’re going to add merge fields that look like {$Name}, {$Description}, {$Amount}, etc.  This tells the system where you want your data to go in the template.

Here’s what our quote template looks like:
 


Once you have finished your template, go ahead and Save then move on to the Settings tab.  Here, 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 create a PDF and include the name of our deal in the file name.

We’re also going to turn on our Field Map (under Advanced Settings) and turn on Test mode and save the data for debugging.  More on this later.
 


Next, we’re going to modify our email delivery so that the merged quote is automatically send to our customer.  Under the Deliver tab, click the Edit button under the default email delivery.  For the “To” address, we’re going to use a merge field for the customers email address.

Feel free to customize any of the other email settings.
 


After you have saved your email delivery, we are done with the setup process in WebMerge and we’re ready to integrate with Pipedrive using Webhooks.

Before we head over to Pipedrive, we need to grab the Merge URL for our document which will be used in our Webhook URL for Pipedrive.  Under the Merge tab, you can find your Merge URL.
 


To setup the Webhook URL for Pipedrive, we’re going to use this webhook url builder: https://www.webmerge.me/scripts/pipedrive

In the webhook builder, we’re going to enter our Pipedrive API Key and enter our Merge URL.  We’re going to trigger the webhook when we update our deal to the “Send Quote” stage we setup in Pipedrive, so we’re going to add a filter for “stage_id” and set the value to the stage id. 
 


Once you have your webhook URL, login to Pipedrive and go to Settings, then Webhooks.  We’re going to create New Webhook and enter our Webhook URL that was generated.  For the “Event” we’re going to choose “updated deal”
 


Now that we have our webhook setup, we’re ready to send data over to WebMerge.  Open up one of your deals and then update the deal to trigger the merge (ie set Stage = Send Quote).  This will send data over to WebMerge and you can see that data on the Overview tab of your document:
 


The last step in the process is to take the fields coming over from Pipedrive (click on the name of the field in the View Data popup to see the field code) and put them in the associated field in the Field Map.  This matches your merge fields with the fields coming over from Pipedrive.
 


Once you have matched up your merge fields in the Field Map, go ahead and save, then you’re all done.  We’re ready for a real test.  Go back to Pipedrive and update another deal.  This will send the data over to WebMerge, populate your quote and email it.

Here’s what our merged quote looked like:
 


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

7 min read

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