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April 26, 2017

Instantly Generate Quotes for New Opportunities in Vtiger

Your sales team is the lifeblood of your business and it’s important to make their lives as easy as possible.  With the right CRM like Vtiger, you can keep your sales team focused on leads and closing more deals.

Add WebMerge to the process, and you can automatically generate all kinds of documents like contracts, quotes, proposals, letters, and more.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically generate a quote when we add a new Opportunity to Vtiger and then automatically email it directly to our customer.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word, we’re going to add our repeating information like our company logo, contact information, and details of our services.  For the spots that we want to insert our customer/deal info, we’re going to use merge fields that look like {$FirstName}, {$Amount}, {$Description}, etc.

Here’s what our quote template looks like:

Once you have your template finished, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and 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 quote 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 file and we’ll include the name of our customer in the file name.

Next, we’re going to setup the delivery of our document so that the quote is automatically emailed directly to our customer.  Under the Deliver tab, click the Edit button under the default email delivery, then for the To address, pick the email merge field. 

If you don’t have a merge field in your template for the customer’s email address, choose <<Other>> from the dropdown then enter something like {$Email}.

Feel free to customize any of the other email settings.  You can use merge fields in those settings as well.

After you have saved your email delivery, we are done with the setup process in WebMerge and we’re ready to integrate with Vtiger.  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 of our Zap, we’re going to choose Vtiger as the app, then New Opportunity as the trigger.

Once you authenticate your Vtiger account, Zapier is going to load a test opportunity to make sure that everything is working correctly.  Follow those steps and continue.

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

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

For each of the merge fields, you need to pick the corresponding field from Vtiger.  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 then turn it On.  We’re ready for a test!  Login to Vtiger and add a New Opportunity.  Zapier will detect this new Opportunity and send the data over to WebMerge and your quote will be sent.

Here's what our quote looked like ready for the customer:

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

6 min read

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