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August 31, 2016

Automatically Send Invoices for New Deals in Highrise

Simplifying your billing process can be a great way to save you time and money.  With a tool like Highrise, you can keep track of all your prospects, deals, and billing activies.

With WebMerge, you can automatically take data from Highrise and populate various documents like contracts, invoices, proposals, and more.  You’ll never have to copy and paste again!

In this example, we’re going to show you how to automatically send data from a new deal in Highrise over to WebMerge to generate an invoice and email it to our customer.  We’ll be using our friends over at Zapier to help with the integration between Highrise and WebMerge.

To get started, we’re going to setup the template for our invoice.  Inside WebMerge, click the New Document button and enter a name.  On the next step, select Build Your Own document type and then continue.
 


In the Document Builder we’re going to add our boilerplate invoice information (our logo, contact info, etc), then for the spots that we want to insert our customer’s information, we’re going to use merge fields like {$CustomerName}, {$DealName}, etc.

Here’s what our invoice template looks like:
 


Once you have your template finished, go ahead and save the Document Builder and move on to the Settings tab.  Here you can modify various options like the type of file that is generated and the name of the file.  For this example, we’re going to generate a PDF and include the name of our deal in the file name.
 


Next, we’re going to setup our email delivery so that our invoice is automatically emailed to our customer.  On 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’s email address.  Feel free to edit any other settings.
 


Once we have saved our email delivery, we’re done with the setup process in WebMerge and we’re ready to setup the integration with Highrise and Zapier.

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


Once you have authenticated your Highrise account, Zapier is going to load a deal from Highrise to make sure everything is working correctly.  Follow those steps and continue.

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


Once you have authenticated your WebMerge account, Zapier is going to load a list of all the documents in your WebMerge account.  Go ahead and pick the document that you just setup.  Once you pick the document, 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 Highrise.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.
 


After you have matched up all of your merge fields, go ahead and save your zap then turn it on.  It’s time to run a test!  Login to Highrise and add a new deal to your account.  Zapier will detect this new deal and send the data over to WebMerge and your invoice will be generated.

Here’s what our merged invoice looked like:
 


Congrats, you’re all done!  You can now automatically generate all kinds of documents from your Highrise 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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