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July 28, 2016

Automatically Send Customized Invoices from Chargebee

With a tool like Chargebee you can start accepting subscription payments in a matter of minutes and they can streamline the entire process.  From handling upgrades and downgrades to managing dunning accounts, Chargebee does all the heavy lifting.

Add WebMerge to your payment process and you can automatically generate all types of documents like receipts, invoices, contracts and more.  You’ll never have to copy and paste data again!

In this example, we’re going to show you how to automatically send out customized invoices to our customer when new invoices are added to Chargebee.

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, pick the Build Your Own document type and continue.

Next, you’ll be taken to the Document Builder where you’ll be able to setup your template.  We’re going to add our logo, contact information, and then for the spots that we want to insert our customer/invoice information, we’re going to use merge fields that looks like {$FirstName}, {$Company}, {$Amount}, etc.

Here’s what our invoice template looks like:

Once you have your template finished, go ahead and save then move on to the Settings tab.  Here, you’re going to be able to pick the type of document that you want to output and then name of the file.  For this example, we’re going to generate a PDF and we’re going to include the invoice number in our file name.

Next, we’re going to setup the email delivery for our document so that the invoice is automatically emailed to our customer.  From the Deliver tab, go ahead and edit the default email delivery and change the To address to be a merge field for the email address of our customer.  Feel free to change any of the other settings for the email.

After we have our email delivery setup, we’re done with the setup in WebMerge and we’re ready to integrate with Chargebee.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create a New Zap.  For the Trigger, we’re going to pick Chargebee as the service and then New Invoice as the trigger.

After you authenticate your Chargebee account, Zapier is going to load a test invoice to make sure everything is working correctly.  Follow those steps and move on.

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

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

For each of the merge fields in your document, you need to pick the corresponding fields from Chargebee.  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 we’re ready for a test!  Login to Chargebee and create a new invoice.  Zapier will detect this new invoice and send the data over to WebMerge where your invoice will be generated.

Here's what our invoice looked like:

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

6 min read

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