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August 29, 2018

Instantly Populate Invoices from PipelineDeals

Using a CRM tool like PipelineDeals can be an excellent way to accelerate your sales process and help your sales team close more deals.  Add WebMerge to your sales toolbelt and you can instantly populate all of your sales documents.  You’ll never have to copy & paste into a template again.

In this example, we’re going to show you how to automatically populate an invoice when we update the status of a deal to Send Invoice.  We’ll then automatically email this invoice directly to our customer for their review/processing.

To get started, we’re going to setup the template for our invoice.  Inside WebMerge, we’re going to create a new document by clicking the New Document button on the Documents page.  Once you enter a name, click Next then choose the Build Your Own document type.

Once you create the document, you’ll be taken to the Document Builder.  Here’s where you can create your template.  We’re going to add our logo, contact information, then for the spots that we want to insert our deal/customer information, we’re going to use merge fields that look like: {$FirstName}, {$Amount}, {$Description}, etc.

These merge fields can be named anything you’d like, but no spaces or special characters.  We’ll hook these up to our PipelineDeals fields later.

Here’s what our template looks like:

After you’ve finished your template, go ahead and save the document and continue on to the Settings tab.  Here’s where you can modify various settings like the type of file that is generated and the name of the file.  For this example, we’re going to produce a PDF and include the Deal ID in the file name.

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

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

Feel free to customize any of the other email settings.

After you have saved your email delivery, we are done with the setup process inside WebMerge, and we’re ready to integrate with PipelineDeals.  To help with this integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to create a New Zap.  For the Trigger, choose PipelineDeals as the app, then Deal Status Changed as the trigger.

Once you authenticate your PipelineDeals account, Zapier is going to load a test deal to make sure everything is working correctly, then you will have the option to select the status that you want to trigger on.  Go ahead and select the “Send Invoice” status (or the status you created for this).

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

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

For each merge field, you’ll need to pick the corresponding fields from PipelineDeals by clicking the button on the right side of each box.  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, you’re done with the setup process and we’re ready for a test!  Turn your Zap on, then login to PipelineDeals and change the status of one of your test deals.  This will trigger Zapier to send the data over to WebMerge and your invoice will be send to your customer.

Here’s what our invoice looked like ready for review by our customer:

Congrats, you’re all done!  You can now instantly populate all kinds of documents with data from your PipelineDeals account.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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