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August 03, 2016

Automatically Send Customized Quotes for Deals in Podio

Podio is a great tool to your team to use to help manage everything from your leads and customers to deals and billing.  You can easily keep your entire time organized and maximizing their sales efforts.

With WebMerge you can automatically take the data that you’re organizing in Podio and populate various documents like contracts, invoices, proposals and more.  In this example, we’re going to show you how to automatically generate a quote from a deal in Podio and email it to our customer.

To get started, we’re going to setup our quote template using a Word document.  Inside the Word document, we’re going to add our normal quote information, then for the spots that we want to insert our customer/deal information, we’re going to use merge fields that look like: {$Name}, {$DealAmount}, 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, pick Office Document as the document type and then select the file from your computer.

After you upload your template, you’re going to be taken to the Settings tab where you can modify various options like the type of file that we want to generate and the name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of the deal in the file name.

We’re also going to turn on the Field Map and Debug Mode so that we can see the data that’s coming over from Podio and match those fields with our merge fields.  More on this a little later.

Next, we’re going to setup the email delivery so that the merged quote will automatically be sent over to our customer.  On the Deliver tab, go ahead and edit the default email delivery.  We’re going to use a merge field for the “To” address so that it is sent to our customer’s email address that comes over from Podio.  Feel free to edit any of the other information.

After we have our email delivery setup, we’re ready to setup the integration with Podio.  But first, we need to grab the Merge URL for our document.  This will be the URL that Podio will use to send data to your document.  From the Merge tab, go ahead and copy the Merge URL.

To integrate with Podio, we’re going to use their webhook functionality.  To setup the Wehbook URL, we’re going to use this script: https://www.webmerge.me/scripts/podio

Go ahead and authenticate your Podio account on that page, then enter the Merge URL for your document.  On our Deal item, we have a “Status” field that we’re going to use as a trigger for this document.  We have an option called “Generate Quote” that we’re going to look for in the filter.

After you’ve filled out all of the information, go ahead and copy the Webhook URL and head over to Podio.  From the Deal item, go to the Developer Info page and add a new Webhook for item.update.

Now that we have the webhook setup, let’s go ahead and trigger the webhook so it sends data over to WebMerge.  On the Deal page, go ahead and click the Generate Quote button.  This will trigger the webhook and send data over to WebMerge.

Inside WebMerge, go to the Overview tab of your document and you should see a View Data button.  This will show you the data that we receive from Podio and the merge fields you need to use.

With those merge fields you see in the View Data popup, you’ll need to copy & paste those merge fields into the Field Map.  This will match up the Podio fields with the merge fields in your document (or you can update the fields in your document).

Open up the Field Map tab and for each merge field, enter the associated field code fo the Podio field.

Once you have the Field Map updated, go ahead and save.  Then, you’re ready to run a real test!  Log back into Podio and click the Generate Quote button again.  This will send the data over to WebMerge and your quote will be generated.

Here’s what our merged quote looked like:

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

7 min read

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