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August 29, 2016

Easily Generate Customized Quotes using Process Street

With a tool like Process Street, you can automate a number of tasks that your teams need to complete in their day-to-day.  From making sure your team follows the same process every time, to ensuring every step is taken, Process Street gives you the tools to keep your team on the same page.

Add WebMerge to the picture, and you can automatically generate all types of documents from your Process Street lists.  From contracts for new customers, to invoices for finished projects, you’ll never have to copy & paste again.

In this example, we’re going to show you how to use Process Street to automatically generate a quote for a project using WebMerge.  We’ll then automatically email this quote directly to our customer.

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 our customer and project information, we’re going to insert merge fields that look like {$CustomerName}, {$ProjectName}, 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 and 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 upload 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 project in the file name.
 


Next, we’re going to setup the email delivery so that our generated quote is automatically sent to our customer.  From the Deliver tab, we’re going to edit the default email delivery.  For the To address, we’re going to pick the merge field from our document that holds our customer’s email address.  Feel free to edit any of the other email settings.
 


Once you have your email delivery saved, we’re done with the setup process in WebMerge and we’re ready to setup the integration with Process Street.  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 Process Street as the service and then New Task Checked as the trigger.
 


Once you authenticate your Process Street account, Zapier is going to load a list of your Checklists.  Go ahead and pick your Checklist, then pick the Task that you want to monitor.
 


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


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

For each of the merge fields in your document, you’ll need to pick the corresponding field from Process Street.  This tells Zapier how to send your 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!  Login to Process Street and go through your checklist.  Zapier will detect when you complete the given task and then WebMerge will generate your quote.

Here's what our merged quote looked like:
 


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

6 min read

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