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April 12, 2017

Automatically Send Quotes for New Deals in ActiveCampaign

Your sales team’s success is centered around an efficient sales process and with a tool like ActiveCampaign, you can supercharge your marketing and sales efforts.  From tracking an initial lead to closing deals, ActiveCampaign can empower your sales team to be successful.

Another way to improve your sales and marketing efforts is to use WebMerge to automatically generate your sales documents like proposals, quotes, and contracts.  You’ll never have to fill out a template or copy & paste again!

In this example, we’re going to show you how to automatically send out a quote when we add a new deal in ActiveCampaign.  We’ll automatically email this quote directly to our prospect for their review.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word, we’re going to add our standard quote information like our logo, contact info, and business information, then for the spots that we want to insert our customer/deal info, we’re going to use merge fields that look like {$FirstName}, {$CompanyName}, {$Amount}, 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 then enter a name.  On the next step, pick Office Document as the document type and then pick the file from your computer.

After you have 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’re going to generate a PDF and we’ll include the name of our customer in the file name.

We’re also going to turn on Debug Mode and turn on the Field Map (under Advanced Settings) so we can see the data being sent over from ActiveCampaign.  More on this later.

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 a merge field for the customer’s email address. 

If you don’t have a merge field in your document for the email address, select <<Other>> from the dropdown and then enter something like {$Email} in the box.

After you have updated your email delivery, we’re done with the setup process inside WebMerge and we’re ready to integrate our document with ActiveCampaign.  We’re going to use ActiveCampaign’s Automation feature to send a webhook when we update a deal status to “Send Quote”.

For the webhook, we’re going to need our document’s Merge URL, so go to the Merge tab and copy your Merge URL:

Inside ActiveCampaign, we’re going to go to the Automations page and create a new Automation that is triggered based on the stage of a deal being changed.  We have a stage called “Send Quote” that we’re going to look for.

Next, we’re going to add a new Action to our automation and we’ll select Webhook.  For the URL, we’re going to enter our document’s Merge URL in that box.

Once you have your webhook setup, go ahead and save your automation.  We’re ready for a test!  Open one of your deals and change the status to “Send Quote”.  Then if you go back to WebMerge and go to the Overview tab of your document, you’ll see a View Data button.

Click the View Data button and you’ll see the data WebMerge is receiving from ActiveCampaign.  If you click on each field, you can see the merge field that you need to use in the Field Map.

Inside your Field Map, you need to insert the field code from the View Data popup that matches up with your merge field in your document.   This tells the system which fields to populate in your template.

Note: the field map is optional.  You can also change the merge fields in your template to match the fields coming over from ActiveCampaign.

Once you have updated your Field Map, go ahead and save, then you’re all done.  Do one more test from ActiveCampaign to make sure everything is working correctly.

Here’s what our populated quote looks like ready for the customer:

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

7 min read

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