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November 01, 2016

Automatically Send Customized Quotes from Quickbase

Keeping your sales process organized can be really easy with a tool like Quickbase.  With Quickbase, you can build customized database apps to keep your entire business in sync.

Add WebMerge to the process and you can automatically populate all types of documents from Quickbase.  You’ll never have to search for a template or copy & paste again.

In this example, we’re going to show you how you can automatically generate a quote when a new row is added to our Quickbase app we’ve built for our deal pipeline.  This quote will be instantly generated and emailed directly to our customer – without lifting a finger!

To get started, we’re going to setup the template for our quote using a Word document.  Inside the Word document, we’re going to add our boilerplate quote information (logo, contact info, etc).  Then for the spots that we want to insert our deal/customer information, we’re going to use merge fields that look like {$CompanyName}, {$DealDescription}, etc.

Here’s what our quote template looks like:

Once we have our template complete and ready to go, 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 pick the file from your computer.

After you’ve uploaded your template 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 are going to produce a PDF and include the name of our deal in the file name.

Next, we’re going to setup the email delivery of our document so that the quote is automatically emailed directly to our customer.  Under the Deliver tab, go ahead and Edit the default email delivery.  For the To address, we’re going to use the merge field for our customer.  Feel free to edit any of the other information.

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

Inside Zapier, we’re going to create New Zap and then for the Trigger we’re going to choose Quickbase as the service and then New Row as trigger.

Once you authenticate your Quickbase account, Zapier is going to have you pick the app and table that you want to monitor for new rows.  Follow those steps and move one.

Next, we’re going to setup the Action of our Zap.  Go ahead and pick WebMerge as the service 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 new quote 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, you need to pick the corresponding fields from Quickbase.  This tells Zapier how to send the data over to WebMerge so that the information is placed 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 Quickbase and add a new row to your app.  Zapier will detect this new row and 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 kinds of documents from Quickbase apps.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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