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September 28, 2016

Automatically Send Contracts and Agreements to New Clients in Freshbooks

Organizing your business finances with an accounting tool like Freshbooks can be a great way to simplify your day to day workload.  From creating invoices, to collecting payments, Freshbooks can handle it all.

Another great way to improve your business processes is to use WebMerge to automatically generate documents like contracts, letters, quotes and more.  You’ll never have to copy & paste data into a template again!

For this example, we’re going to show you how to automatically generate a services contract when you add a new client to Freshbooks.  We’ll then automatically send that contract over to HelloSign for signature.

To get started, we’re going to setup the template for our contract using a Word document.  Inside Word we’re going to add our boilerplate contract information, then for the spots that we want to insert our client’s information, we’re going to use merge fields like {$FirstName}, {$LastName}, etc.

Here’s what our contract template looks like:

Since we’ll be sending this contract over to HelloSign for signature, we need to add a signature tag to the template as well so that HelloSign knows where to place the signature.  The tag is just like any other text in our document and looks like: [sig|req|signer1]

Once you have your template ready, 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.

After you have uploaded your template to WebMerge, you’ll be taken to the Settings tab where you can modify various options like the top of file that you want to generate 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 to HelloSign so that it will automatically be sent out for e-signature.  Under the Deliver tab, click the New Delivery button and select HelloSign from the list. 

After you enter your HelloSign API Key, you’ll need to define the signer’s name and email address using merge fields.  Feel free to customize any of the other settings.

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

Inside Zapier, click the New Zap button and then for the Trigger we’re going to choose Freshbooks as the service and then New Client as the trigger.

After you authenticate your Freshbooks account, Zapier is going to load a test client to make sure everything is working properly.

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

Once you authenticate your WebMerge account, Zapier is going to load a list of all the documents in your WebMerge account.  Go ahead and select the contract template that you just setup and Zapier will load a list of all the merge fields in your document.

For each of the merge fields, you’ll need to pick the corresponding fields from Freshbooks.  This tells Zapier how to send the 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 Freshbooks and add a new client, then Zapier will send that client’s info over to WebMerge and your contract will be generated.

Here’s what our contract looked like ready to sign in HelloSign:

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

6 min read

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