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February 14, 2018

Automatically Populate Invoices from Agile CRM

Optimizing your sales workflow can be a great way to close more deals faster.  With a tool like Agile CRM you can easily manage your sales pipeline from a single tool and keep your sales team on the same page. 

Another way to optimize your sales process is to use WebMerge to automatically populate your sales documents like quotes, proposals, letters, and more.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically populate an invoice when we close a deal in Agile CRM and then automatically email it directly to our customer for payment.

To get started, we’re going to setup the template for our invoice using a Word document.  Inside Word, we’re going to enter our repeating information like our logo, contact info, etc.  Then for the spots that we want to insert our deal/customer info, we’re going to use merge fields like {$CustomerName}, {$Amount}, etc.

These merge fields are just like any other text in your document and can be named anything you’d like (no spaces or special characters).

Here’s what our invoice 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 enter a name.  On the next step, choose Office Document as the document type then pick the file from your computer.
 


After you’ve uploaded 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 generate a PDF document and include the name of the deal in the file name.
 


Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our customer.  From the Deliver tab, click the Edit button for your default email delivery and then we’re going to choose the merge field for our customer’s email address for the “To”.

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

Feel free to edit any of the other email settings.
 


Once you have your email delivery saved, we’re done with the setup process inside WebMerge and we’re ready to integrate with Agile CRM.  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 Agile CRM as the app, then Changed Deal Milestone as the trigger.
 


Once you authenticate your Agile CRM account, Zapier is going to load a list of the Milestones you have in your account and you’ll need to select the Milestone you want to use for triggering the WebMerge document.  We’re going to choose “Won”
 


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


Once you authenticate your WebMerge account, Zapier is going to load a list of the documents in your WebMerge account.  Go ahead and pick the invoice document 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 Agile CRM.  This tells Zapier how to send the data from Agile CRM over to WebMerge so that it’s populated in the correct spot on your template.
 


Once you have matched up all of your merge fields, we’re ready for a test!  Turn on your Zap then login to Agile CRM and move one of your deals to the milestone that triggers the document.  Zapier will detect this change and send the data over to WebMerge and your invoice will be populated.

Here’s what the invoice looked like ready for the customer:
 


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

6 min read

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