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April 18, 2018

Automatically Populate Quotes for New Leads in Nutshell CRM

Using a CRM like Nutshell can be a great way to simplify your sales process and keep track of all your contacts.  Your entire team can stay on the same page and close more deals with Nutshell.

Add WebMerge to your sales process and you can automatically populate documents like proposals, contracts, and more.  You’ll never have to manually type out a document again!

In this example, we’re going to show you how to automatically populate a quote for a new lead that we add to Nutshell.  We’ll then automatically email that quote directly to our lead for review.

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 standard quote details like our logo, contact info, and service descriptions.  Then for the spots that we want to customize with our lead’s info, we’re going to use merge fields that look like {$FirstName}, {$Email}, etc.

These merge fields can be named anything you’d like, but no spaces, dots, or special characters.

Here’s what our quote template looks like:

Once you have your template ready, 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, select Office Document as the document type then pick the file from your computer.

After you’ve uploaded your file, 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 our lead in the name of the file.

Once you have saved your document settings, we are going to setup the delivery of our document so that it is automatically emailed directly to our lead.  From the Deliver tab, click the Edit button under the default email delivery.

For the “To” address, we’re going to select the merge field for our lead’s email address.  If you don’t have a merge field in your document for the email, you can select <<other>> from the dropdown then enter something like {$Email} in the box.

Feel free to edit any of the other email settings.

After you update your email delivery, we are done with the setup process in WebMerge and we’re ready to integrate with Nutshell.  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 Nutshell as the app, then New Lead as the trigger.

After you authenticate your Nutshell account, Zapier is going to load a test lead to make sure 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 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 quote template that you just setup and Zapier will load all the merge fields in your document.

For each merge field, you need to pick the corresponding fields from Nutshell.  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’ve matched up all of your merge fields, we’re ready to run a test!  Turn on your Zap and then login to Nutshell and add a new lead.  Zapier will detect the new lead and send the data over to WebMerge where your quote will be generated.

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

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

6 min read

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