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February 21, 2018

Automatically Populate Invoices from Fulcrum

Optimizing the workflows for your team in the field can have a big impact on your bottom line.  With a tool like Fulcrum you can easily collect data from your field reps at any time using their mobile devices.

Add WebMerge to the process and you can automatically populate all kinds of documents like reports, contracts, 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 our team fills out one of our fulcrum forms.  This invoice will be then automatically emailed directly to our customer for payment.

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

On the next step, you’ll be taken to the Document Builder where you can setup your document.  We’re going to add our logo, contact info, then for the spots that we want to insert our customer/invoice details, we’re going to use merge fields that look like {$FirstName}, {$Address}, {$Amount}, etc.

Here’s what our invoice template looks like:

Once we have our template built, we’re going to save and continue.  On the next step, we’ll be taken to the Settings tab where we 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 and include the name of our customer 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 under the default email delivery.  Go ahead and pick the merge field for our customer’s email address.  If you don’t have a merge field in the template, select <<Other>> then type in something like {$Email}.

Feel free to edit any of the other email settings.

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

Inside Zapier, we’re going to setup a New Zap and for the Trigger, we’re going to choose Fulcrum as the app, then Record Created as the trigger.

Once you authenticate your Fulcrum account, Zapier is going to have your pick the form that you want to monitor for new records.  Go ahead and pick your form and continue.

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 account.  Go ahead and pick the invoice 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 Fulcrum.  This tells Zapier how to send your Fulcrum data over to WebMerge so that it is populated in the correct spot on 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 Fulcrum and complete a new record on your form, then Zapier will send the data over to WebMerge and your invoice will be generated.

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

Congrats, you’re all finished!  You can now instantly populate all types of documents from your Fulcrum account.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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