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January 20, 2016

Automatically Send Donation Receipts from Quickbase

Using a tool like Quickbase is a great way to manage projects, track donors, collect field data, and more.  You can setup fully customized apps that fit your needs without having to write any code.

Add WebMerge into the process and you can automatically populate reports, contracts, invoices and more with data from Quickbase.  You’ll never have to copy and paste again!

In this example, we’re going to show you how to automatically send donation receipts when new donations are added to a “Donations” app we have setup in Quickbase.  To help with the integration between Quickbase and WebMerge, we’ll be using our friends over at Zapier.

To get started, we’re going to setup the template for our receipt in WebMerge.  From the Documents page in WebMerge, click the New Document button then enter a name.  Next, we’re going to pick the Build Your Own document type and continue.

Next, we’ll be taken to the Document Builder.  Here, we’re going to build our receipt template.  We’ll add our logo, contact information, then we’re going to enter merge fields for the spots where we want our donor’s information to be inserted.

These merge fields look like {$Name}, {$Email}, etc and you just enter them directly in your document like any other text.

Here’s what our receipt template looks like:

Once you have your template finished, go ahead and save the Document Builder and then move on to the Settings tab.  Here, you can update options like the type 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 the donor in our receipt file name.

Next, we’re going to setup the delivery of our receipt so that it is automatically emailed to our donor.  On the Deliver tab, you should see a default email delivery.  Go ahead and edit that delivery, then change to “To” address to the email merge field for your customer.  Feel free to change any of the other settings as well.

Once you have your email delivery updated, we’re all done with the setup inside WebMerge and we’re ready to setup the integration with Quickbase using Zapier.

Inside Zapier, go ahead and create a new Zap.  For the Trigger service, we’re going to choose Quickbase and then choose New Row as the trigger.

Once we authenticate our Quickbase account, Zapier will have us pick the app that we want to monitor.  Go ahead and pick the Donations table.

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

After we’ve authenticated our WebMerge account, Zapier will load a list of the documents in our WebMerge account.  Go ahead and pick the Donation Receipt document that you just created in WebMerge.

Once you pick the document, Zapier will load a list of the merge fields that are in your document.  For each of the merge fields, you need to pick the corresponding field from Quickbase.  This tells Zapier how to send the data to WebMerge so that it is inserted in the correct spot on the receipt.

Once you finish matching up all of the merge fields, go ahead and save your Zap and turn it on.  It’s time for a test! Login to you Quickbase account and add a new donation to the app.  Soon, Zapier will detect that new row and then the data will be sent over to WebMerge and your receipt will be generated.

Here’s what our receipt looked like:

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

6 min read

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