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February 14, 2017

Automatically Send Proposals to New Contacts in Solve CRM

With a CRM tool like Solve you can easily manage your sales process from a single interface.  From tracking new leads to building relationships with current customers, Solve can keep your entire sales team on the same page.

Add WebMerge to your sales process and you can automatically populate documents like contracts, letters, quotes, and more.  You’ll never have to search for that template or copy and paste again!

In this example, we’re going to show you how to automatically send a proposal to a new contact when they are added to Solve.  The proposal will be populated and automatically emailed directly to our contact in seconds.

To get started, we’re going to setup the template for our proposal using a Word document.  Inside Word, we’re going to add our logo, contact info, and other information that won’t change.  Then for the spots that we want to insert our contact’s information, we’re going to use merge fields that look like {$CustomerName}, {$Email}, etc.

Here’s what our Proposal 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 then enter a name.  On the next step, select Office Document and then pick the file from your computer.
 


After you’ve uploaded your template, 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’re going to include the name of our customer in the file name and we’re going to send a PDF.
 


Next, we’re going to setup the email delivery so that our proposal is emailed directly to our customer.  From the Deliver tab, Edit the default email delivery.  For the To address, we’re going to use the merge field for the customer’s email address.  If you don’t have a merge field for email in your template, select <<Other>> from the dropdown then enter something like {$EmailTo}.

Feel free to edit any of the other settings as well.
 


Once you have saved your email delivery, we are done with the setup in WebMerge and we’re ready to integrate with Solve.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to setup a New Zap.  For the Trigger, we’re going to choose Solve and then New Contact as the trigger.
 


Once you authenticate your Solve account, Zapier is going to load a test contact to make sure everything is working.  Follow those steps and continue.

Next, we’re going to setup the Action of our Zap.  For the app 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 the documents in our WebMerge account.  Go ahead and pick the Proposal template that you just setup and Zapier will load a list of the merge fields in your template.

For each merge field, you need to pick the corresponding field from Solve.  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 and we’re ready for a test!  Login to Solve and add a new contact.  Zapier will detect this new contact and send the information over to WebMerge where your proposal will be generated and emailed.

Here’s what our merge proposal looked like:
 


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

6 min read

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