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August 03, 2014

Generate Sales Contracts From Quickbase

Managing your data can be a very unorganized and cumbersome if you don’t have the help of a good piece of software.  With Quickbase by Intuit you can create customized business apps that allow you to easily organize your data and enable collaboration with your teams.  Build any number of “apps” to help your track your customers, deals, projects, and more.

In this example, we’re going to show you how to generate a sales contract from an Opportunity in our Quickbase system.  When a new Opportunity is added to Quickbase, we’ll use itDuzzit to automatically send that Opportunity information to WebMerge and we’ll generate the contract.

First let’s jump into WebMerge and setup the contract template.  We’re just going to use a Word document as our template since we already use one in our business.  We’ve added the merge fields to the template using codes like {$FirstName} and {$LastName} along with other information about the deal.  Once the template is ready, we’ll upload that to WebMerge

After we’ve got the document uploaded to WebMerge, we’re going to setup the delivery of the document. We’re going to automatically send this document over to the customer, requested their e-signature.  To do this, we’re going to setup a delivery to SignNow and then the document will be automatically sent to the customer through the signature platform.

Now that we’ve got everything setup on the WebMerge side, let’s jump into itDuzzit and hook up the connection from Quickbase to WebMerge.  The process is fairly straight forward, but you’ll create a new Duzzit, connect your itDuzzit account with your Quickbase and WebMerge accounts, then pick the contract document in your WebMerge account.

When you pick the document, itDuzzit will load a list of the merge fields that are in your document and then you need to “match” them to the corresponding fields from Quickbase. This tells WebMerge where to put your data in the document.

Once you have the mapping complete, it’s time to run a test!  Jump into your Quickbase account and add a new Opportunity. You should then see your merged document come through to the email address you prvided..  From there you can make updates to your document in WebMerge and make any changes to the Duzzit that you need.  If you add more fields to your WebMerge document, don’t forget to update your Duzzit to include those new fields in the mapping.

Here’s what our test looked like:

Can you think of any other ways that you can use Quickbase and WebMerge to automate your document generation from your business apps?

4 min read

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