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August 17, 2016

Automatically Send Quotes for new Deals in Smartsheet

Automating your sales process can be a great way to simplify your pipeline and maximize your efforts.  With a tool like Smartsheet, you can keep track of all your sales data in a single application and easily share with your team.

Add WebMerge to your sales process and you can automatically generate all kinds of documents like contracts, invoices, quotes, and more.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically generate a quote for a new deal we have saved in Smartsheet.  We’ll then automatically email the quote to our customer for their review.

To get started, we’re going to setup our quote template using a Word document.  Inside Word, we’re going to add our boilerplate quote information, then for the spots that we want to insert data from Smartsheet, we’re going to add merge fields that look like {$Name}, {$Amount}, etc.

Here’s what our quote template looks like:
 


Once you have your quote template finished, 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 from the list then pick the file from your computer.
 


After you’ve 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 produce a PDF and then we’ll include the name of our deal in the file name.
 


In order to email our quote directly to our customer, we need to setup the email delivery.  From the Deliver tab, we’re going to edit the default email delivery.  For the “To” address, we’re going to choose Merge Field and then pick the merge field that will hold our customer’s email address.  If you don’t have a merge field in your document for the email address, choose <<Other>> then type in something like {$Email}.
 


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

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


After we authenticate our Smartsheet account, Zapier is going to load list of sheets in our Smartsheet account.  We need to pick that sheet that we want to monitor.
 


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


After we’ve authenticated our WebMerge account, Zapier is going to load a list of all the documents in our account.  Go ahead and pick the quote document that you just setup in WebMerge.

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 Smartsheet.  This tells Zapier how to send the Smartsheet data over to WebMerge so that it is populated in the correct spot on your template.
 


Once you have matched up all of your merge fields, go ahead and save the Zap and turn it on.  It’s time to run a test!  Login to Smartsheet and enter a new row in your deal sheet.  Zapier will detect this new row and then send the data over to WebMerge and your quote will be generated.

Here’s what our merged quote looked like:
 


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

6 min read

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