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March 20, 2019

Automatically Generate Sales Proposals with Airtable

Airtable is a great tool to help you organize, store, and share your spreadsheet data. It helps your organization stay flexible and organized by making business data accessible from anywhere. Setting up an Airtable integration with WebMerge helps you to make the most of your data by automating the tasks you do everyday. 

In this example, we’re going to show you how to use WebMerge to automatically generate sales proposals from deal data saved in Airtable. We’ll set up our Airtable integration using Zapier.

To get started, we’re going to set up the template for our proposal. You can build your own template from scratch or use the sales proposal template listed on our examples page. Once your template is ready, it’s time to add the repeating information, which may include your logo, contact info, and a detailed list of services. For the spots in which we want to insert our lead’s information, we’re going to use merge fields that look like {$FirstName}, {$Address}, etc.
Here's what our invoice template looks like:

Once your template is ready, it's time to upload it to your WebMerge account. From the Documents page in WebMerge, click the New Document button and enter a title for your template. Select Office Document as the document type, then add the file from your computer.

WebMerge offers flexible delivery options for your merged data. After you upload your template, you’ll be given a few options for delivery. You can choose to send your data via email or save it automatically in Stash

Now that you’ve added your template to your WebMerge account, navigate to the Settings tab.  Here, you can change options like the type of file you’d like generated and the name of the file.  For this example, we’ll change our output option to PDF and include the name of our contact in the file name.

Next, we need to setup how we want our proposal delivered. For this example, we’re going to email the invoice directly to our lead on this deal. Under the Deliver tab, select New Delivery and choose the email option. Under Send Email To, select the Merge Field radio button so that the email is sent directly to your lead. If you don’t have a merge field for the email address in your document, choose <> from the dropdown, then enter something like {$Email} in the box.

Once you have the email delivery setup, we’re all finished with the document setup inside WebMerge and we’re ready to setup the integration with Zapier.

Inside Zapier, we’re going to make a Zap. For the Trigger, we’re going to choose Airtable as the service and then New Record as the Trigger.

After you authenticate your Airtable account with your API key, Zapier will take you to a page where you can pick the table in Airtable that you want to monitor. Go ahead and pick your proposals table.

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

After you authenticate your WebMerge account, Zapier will take you to a page where you can select the WebMerge document that you want to merge. Choose your invoice template and then 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 fields from Airtable. This tells Zapier how to send your data over to WebMerge so that it is populated correctly.
Now that you’ve matched up all of your merge fields, save your Zap and turn it on! Now you’re ready to run a test to see how everything works. Login to Airtable and add a new proposal to your Opportunities table. Zapier will detect the new row and send the data over to WebMerge and your sales proposal will be generated.

Here’s what our merged sales proposal looked like:

Congrats, you’re all finished! Now you can now automatically generate all kinds of sales documents from your Airtable account. Can you think of any other ways that you could use WebMerge to simplify your sales process? We have plenty of ideas on the WebMerge blog


6 min read

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