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October 28, 2015

Instantly Generate Proposals for Deals in Pipedrive

The sales process can be a time consuming process.  From finding leads to closing the deal, there are many steps (and hours) in between.  Using a system like Pipedrive can be an important part in managing your sales process and keeping deals moving along quickly.

Finding ways to simplify your sales process can have a dramatic effect on the number of deals you can close. One way you can simplify your sales process is by automatically generating sales documents (quotes, proposals, contracts, etc) using WebMerge when deals hit a certain stage.

In this example, we’re going to show you how to automatically generate sales proposals when a deal in Pipedrive hits the “Proposal Presented” stage – all without any extra work!

To get started, we’re going to setup our proposal template using a Word document that we’ll upload to WebMerge. Inside the Word document, we’re going to add our logo, generic information about the proposal and then merge fields for where we want the deal specific information to be added.  These merge fields look like {$DealName}, {$Price}, etc.

Here’s what our proposal template looks like:

Once you have the template ready to go, it’s time to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button then enter a name.  On the next step, pick Office Document as the document type and then pick the file from your computer.  This will upload your file.

After you upload the document, you’ll be taken to the Settings tab.  Here you can update settings like the type of the 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 the deal in the file name.

Also, in order to map the fields from Pipedrive to your template, we’re going to need to turn on the Field Map under Advanced Settings.

Next, we’re going to setup our delivery email so that our proposal is emailed directly to our customer.  Jump over to the Deliver tab and you should see an email delivery already there.  We’re just going to edit this email, and for the “To” field, we’re going to select the email field from our proposal.

Go ahead and update any of the other settings that you’d like to customize.  You can use merge fields anywhere in the settings.

Once we have the email updated, we’re going to setup a new Data Route so that we only generate a proposal when the deal hits the “Proposal Presented” stage.  From the Data Routing page, click New Data Route and then enter a name.

On the next step, you’re going to be taken to the Rules tab.  Here, you’re going to pick the Proposal template for Rule 1.  Later, we’re going to add conditions so that this rule is only fired when the deal changes stage to “Proposal Presented”.

In order to see what data is being sent over from Pipedrive (and how to map the fields in our document), we need to turn on Debug Mode for our Data Route.  Under the settings tab, click Test Mode then click the checkbox below to save the data.

Next we’re going to jump over to the Merge tab and grab the Merge URL for our data route.  This URL is unique to our data route and we’re going to use this URL in Pipedrive so that data is sent directly to this data route using their Notifications feature.  Go ahead and copy this URL.

Next, let’s head over to Pipedrive and setup a new Webhook under the Settings page.  From the Webhooks page, click the New Webhook button and you should see a popup.  Enter the Merge URL for your data route in the URL box, then for the Events box, we’re going to enter “updated.deal”.  This will send the notification when we update a Deal.

After you save the push notification, go ahead and run a test by moving one of your deals into the “Proposal Presented” pipeline.  This will trigger the push notification to be sent over to WebMerge.

Inside WebMerge, go to the Overview tab for your data route.  You should see a “View Data” button on the page – click that.  In the popup, you’re going to see a list of all the data that was sent over from Pipedrive.  You can click on the field names to see the merge field codes that you should be using. 

We’re going to use those codes to update 2 things.  First, we’re going to update our Data Route rule so that it only fires when the stage is updated to “Proposal Presented”

Next, we’re going to use the Field Map on the document (go back to your Proposal document and click the Field Map tab) so that we can map the fields from Pipedrive to the fields that we setup in our document.

That’s it – you’re all done!  Now you can do another final test to make sure everything is working properly.  Simply update another deal in Pipedrive and it will send the data over to WebMerge and we’ll generate your proposal.

Here’s what our proposal looked like:

Congrats! You can now automatically generate all kinds of documents from your Pipedrive account.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

8 min read

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