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October 19, 2016

Automatically Send Quotes for New Deals in Agile CRM

With a tool like Agile CRM, your sales team can easily manage their prospects, customers, and deals.  Never have another deal fall through the cracks or miss an important milestone.

Add WebMerge to the mix and you can automatically populate all types of documents like contracts, proposals, invoices and more.  You’ll never have to search for a template again or risk entering incorrect information.

In this example, we’re going to show you how to automatically populate a quote from a deal in Agile CRM and then instantly send it to our customer for approval.  To help with the integration between Agile CRM and WebMerge, we’ll be using our friends over at Zapier.

To get started, we’re going to setup our quote template in WebMerge using a Word document.  Inside Word, we’re going to add our boilerplate quote details and then for the spots that we want to enter our customer/deal information, we’re going to use merge fields like {$FirstName}, {$Company}, etc.

Here’s what our quote template looks like:
 


After we have our template setup, 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 select the file from your computer.
 


Once you have 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 generate a PDF and include the name of our customer in the quote name.
 


Next, we’re going to setup the delivery of our quote so that it is automatically emailed directly to our customer.  From the Deliver tab, go ahead and Edit the default email delivery.  For the “To” address, we want to choose the merge field that holds the customer’s email address. Feel free to modify any of the other settings.
 


Once we have saved our email delivery, we are done with the setup inside WebMerge and we’re ready to setup the integration with Agile CRM.

Inside Zapier, go ahead and create a New Zap.  For the Trigger, we are going to choose Agile CRM as the service and then New Deal as the trigger.
 


Once you authenticate your Agile CRM account, Zapier is going to load a test deal just to make sure everything is working.  Follow those steps and continue.

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

For each of the merge fields, you’ll need to pick the corresponding fields from Agile CRM.  This tells Zapier how to send your data over to WebMerge so that it populates in the correct spot on your template.
 


Once you have matched up all of your merge fields, go ahead and save your zap then turn it on.  We’re ready for a test!  Login to Agile CRM and add a New Deal.  Zapier will detect this new deal and then send the information over to WebMerge and your quote will be generated.

Here's what our quote looked like when sent to customer:
 


Congrats, you’re all done!  You can now automatically generate all types of documents from your Agile CRM account.  You’ll never need to copy & paste again!  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?
 

6 min read

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