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May 24, 2017

Instantly Generate Quotes for Deals in Airtable

Looking for an easy way to manage your leads, customers, and deals in the pipeline?  With a tool like Airtable, you can track all of your sales data with one tool and make it available to your entire team.  Then, with WebMerge you can instantly populate templates with data from Airtable like contracts, invoices, proposals, and more.

In this example, we’re going to show you how to automatically populate quotes for deals that we have saved in Airtable.  We can even automatically email the quote directly to our customer.

To get started, we’re going to setup the template for our quote.  We’re going to use the online Document Builder inside WebMerge.  From the Documents page, click the New Document button and enter a name.  On the next step, select Build Your Own and continue.

In the Document Builder, we’re going to add our company logo, contact information, then for the spots that we want to insert the data from Airtable, we’re going to use merge fields that look like {$Name}, {$Email}, {$Deal_Description}, etc.  These fields can be named anything you’d like (no spaces or special characters).

Here’s what our quote template looks like:

Once we have our template finished, go ahead and save the document then move on to the Settings tab.  Here, 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 include the name of our deal in the file name and we’ll generate a PDF.

Next, we’re going to setup the delivery of our document so that it is automatically emailed to our customer.  Under the Deliver tab, click the Edit button on the default email delivery.  For the “To” address we’re going to choose the merge field for our customer’s email address.

If you don’t have an email address merge field in your document, choose <<Other>> from the dropdown then enter something like {$Email} in the box.

Feel free to modify any of the other email settings.

Once you save your email delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with Airtable.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create a New Zap.  For the trigger, we’re going to choose Airtable as the app then New Record in View as the trigger.

Once you authenticate your Airtable account, Zapier will load a list of the Views in your Airtable account.  Go ahead and pick the view that you want to use (we’re going to have a view setup for deals that are ready for quote).

Next, we’re going to setup the Action of our Zap.  For the app, we’ll choose WebMerge and then Create Document Merge as the action.

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

For each merge field, you need to pick the corresponding fields from Airtable.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.

One you have matched up all of your merge fields, go ahead and save your Zap and we’re ready for a test!  Login to Airtable and then move a record into your view to trigger the Zap.  Zapier will then send that data over to WebMerge and we’ll populate the quote.

Here’s what our merged quote looked like:

Congrats, you’re all finished!  You can now automatically generate all kinds of documents from your Airtable data.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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