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October 11, 2017

Automatically Send Welcome Letters to New Chargebee Subscriptions

With a tool like Chargebee you can easily setup subscription billing in a matter of hours and focus on selling your product and running your business.  Chargebee handles upgrades, cancels, and even payment failures – all automatically.

With WebMerge, you can take payment or subscription information from Chargebee and automatically populate all kinds of documents like receipts, invoices, letters, and more.  You’ll never have to manually create documents again!

In this example, we’re going to show you how to automatically generate a Welcome Letter when a new subscription is started in Chargebee then we’ll mail it (yes, real postal mail) to our customer using Lob.

To get started, we’re going to setup the template for our Welcome Letter using a Word document.  Inside Word, we’re going to add our letter info like our logo, contact information, and the text of our letter.  Then for the spots that we want to insert our customer’s information, we’re going to use merge fields like {$FirstName}, {$StreetAddress}, etc.

Here’s what our letter template looks like:

Once you have your 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 as the document type and then select the file from your computer.

After 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 document and include the name of our customer in the name of the file.

Next, we’re going to setup the delivery of our document so that it is automatically sent over to Lob.  From the Deliver tab, click the New Delivery button and select Lob from the list.  After you enter your Lob API Key, you’ll need to pick the merge fields for the customer’s address.

Once you have saved your Lob delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with Chargebee.  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 Chargebee as the app, then New Subscription as the trigger.

Once you authenticate your Chargebee account, Zapier is going to load a test subscription 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, choose WebMerge then Create Document Merge as the action.

Once you authenticate your WebMerge account, Zapier is going to load a list of the documents in your account.  Go ahead and pick the welcome letter that you just setup and Zapier will load a list of the merge fields in your document.

For each merge field, you need to pick the corresponding field from Chargebee.  This tells Zapier how to send the 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 your Zap and turn it on.  We’re ready for a test!  Create a new subscription inside Chargebee and then Zapier will detect the subscription and send the data over to WebMerge.  Your letter will be created and sent over to Lob for mailing.

Here’s what our letter looked like ready to mail:

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

6 min read

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