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February 23, 2017

Automatically Populate Quotes for New Deals in PipelineDeals

Optimizing your sales process can be a great way to close more deals and with a tool like PipelineDeals, it’s never been easier to track new leads and deals in the pipeline.  With PipelineDeals, you can setup automations to keep your deals moving through the process.

Another way to streamline your sales process is to use WebMerge to automatically generate documents like contracts, quotes, invoices, and more.  You’ll never have to manually type out a sales document again!

In this example, we’re going to show you how to automatically generate quotes for new deals that are added to PipelineDeals.  We’ll then automatically email the quotes directly to the customer.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word, we’re going to add our boilerplate quote information (logo, contact info, descriptions, etc) and then for the spots that we want to insert our customer/deal info, we’re going to use merge fields that look like {$FirstName}, {$Amount}, etc.

Here’s what our quote template looks like:
 


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


Once you’ve uploaded your template to WebMerge, you’ll be taken to the Settings tab where you can modify various options like the type of file that is generated and then name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of our customer in the file name.
 


Next, we’re going to setup the email delivery of our document so that it is automatically emailed to our customer when it is populated.  From the Deliver tab, go ahead and Edit the default email delivery.  For the To address, we’re going to use the merge field for our customer’s email address. 

If you don’t have a merge field for the email address in your document, select <<Other>> then enter something like {$EmailTo}.
 


After we’ve saved our email delivery, we are done with the setup in WebMerge and we’re ready to setup the integration with PipelineDeals.  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.  For the Trigger, we’re going to choose PipelineDeals as the app and then New Deal as the trigger.
 


Once you have authenticated your PIpelineDeals account, Zapier is going to load a test deal to make sure that everything is working correctly.  Follow those steps and continue.

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


After you’ve authenticated your WebMerge account, Zapier is going to load a list of the documents in your WebMerge account.  Go ahead and pick the quote document that you just setup and Zapier will load a list of the merge fields in your document.

For each of the merge fields in your document, you’ll need to pick the corresponding fields from PipelineDeals.  This tells Zapier how to send your 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 then turn it on.  We’re ready for a test!  Login to PipelineDeals and then add a new deal.  Zapier will detect the new deal and then send the information to WebMerge and your quote will be emailed.

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


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

6 min read

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