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April 04, 2018

Automatically Populate Quotes from Opportunities in ProsperWorks

Using a tool like ProsperWorks can be a great way to organize your sales process and simplify your life.  From tracking new leads to closing deals, ProsperWorks has your back.

Another great way to simplify your life is to use WebMerge to automatically populate all of your paperwork with data from ProsperWorks and other online data sources.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically populate a quote when we add a new Opportunity to ProsperWorks.  We’ll then email this quote directly to our customer for their review.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word, we’re going to setup the repeating information like our logo, contact info, and service details.  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:
 


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, select Office Document and then select the file from your computer.
 


After you’ve uploaded your document 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 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.  Under the Deliver tab, click the Edit button under the default email delivery.  For the “To” address, select the merge field for the customer’s email address.

If you don’t have a merge field in your document for the customer’s email address, select <<other>> from the dropdown then enter something like {$Email}. 

Feel free to edit any of the other email settings.
 


Once you’ve updated your email delivery and saved, you are done with the setup process in WebMerge and we’re ready to integrate with ProsperWorks.  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, choose ProsperWorks as the app, then New Opportunity as the trigger.
 


After you’ve authenticated your ProsperWorks account, Zapier is going to load a test opportunity 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.
 


After you’ve authenticated your WebMerge account, Zapier will load a list of all the documents in your WebMerge account.  Go ahead and pick the Quote 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 field from ProsperWorks by clicking the button on the right side of each box.  This tells Zapier how to send the data over to WebMerge so that it is populated in the correct spot on your template.
 


After 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 ProsperWorks and create a new opportunity.  Zapier will send the info over to WebMerge and your quote will be emailed.

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


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

6 min read

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