Create and Send a Custom Payment Receipt from Freshbooks September 23, 2014

Freshbooks is one of the leading accounting solutions on the market and they do a great job of helping your manage your invoices, time, and expenses.  You can keep track of all of your customers and send invoices in minutes.  But what if you want to create a customized invoice or send a receipt to your customer when you receive payment?  Your options are very limited.

With WebMerge you can create a fully customized invoice to send to your customer or automatically send them a receipt when you receive their payment.  For this example we’re going to show you how to generate a receipt when you receive a new Payment in Freshbooks.  All with the help of Zapier.

To get started, let’s create the receipt template in WebMerge.  We’re going to add our logo, details about the customer and the specifics of the invoice/payment.  Here’s what we have setup:
 


Next, we want to setup the email delivery of the receipt to go directly to the customer so we need to jump over to the Delivery tab in WebMerge and update the “To” address to be the email address for the customer.  If you aren’t including an email address on the receipt, simply choose <<Other>> from the dropdown and enter {$EmailAddress} into the box.  This will add it as a merge field when integrating with Zapier.  If you want a copy of the invoice as well, click More Options and add your email address under the BCC option.
 


Now that we have our delivery setup, let’s jump over to Zapier and setup a new Zap.  This Zap will automatically send the Payment information over to WebMerge when a new payment is recorded in Freshbooks.
 


Once you have selected Freshbooks as the trigger and WebMerge as the action, it will ask you to select your account for each and then it will load a list of your WebMerge documents for you to choose from.  Go ahead and pick the receipt document you just created and then a list of your merge fields will be loaded below.  Your next step will be to “match” the merge fields with the corresponding Freshbooks Payment fields.
 


Great, now you’ve got the mapping all done and you’re ready to test!  Zapier allows you to run a test right there during the setup so go ahead and follow the instructions and an example payment will be sent to WebMerge and the receipt will be emailed out.  Here’s what our sample receipt looked like:
 


How’s that for easy?  Can you think of any other ways you can use WebMerge to automate your accounting processes?  Think of the hours that you can save!




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"I depend on WebMerge every day to quickly create letters to vendors, generate invoices, or any other documents needed by the executive team."

— Katrina W.