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November 30, 2016

Instantly Populate Proposals for New Opportunities in ProsperWorks

Using a CRM like ProsperWorks can be a great way to increase the productivity of your sales team.  From tracking new leads to closing deals, ProsperWorks can make sure nobody falls through the cracks.

Another way to increase the productivity of your sales team is to automate their paperwork with WebMerge.  From creating quotes and proposals for new deals to sending contracts for deals closed, WebMerge can streamline the entire paperwork process.

In this example, we’re going to show you how to automatically generate proposals for new opportunities that we add to ProsperWorks.  We’ll then automatically email this proposal directly to our customer as well.

To get started, we’re going to setup the template for our proposal using a Word document.  Inside our Word document, we’re going to include our boilerplate information like our logo, contact info, etc. and then for the spots that we want to insert our opportunity/customer info, we’re going to use merge fields like {$Name}, {$Address}, {$DealName}, etc.

Here’s what our proposal template looks like:
 


Once we have our 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 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 and include the name of our opportunity in the file name.
 


Next, we’re going to setup the email delivery so that our merged proposal is automatically emailed directly to our customer.  From the Deliver tab, click the Edit button on the default email delivery.  For the To address, we’re going to use the merge field for our customer’s email address.  If you don’t have a merge field in your template for the email address, choose <<other>> from the dropdown then enter something like {$Email}.  Feel free to edit any of the other settings.
 


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

Inside Zapier, create a New Zap.  For the Trigger, we’re going to choose ProsperWorks as the service and then New Opportunity as the trigger.
 


Once you have authenticated your ProsperWorks account, Zapier is going to load a test opportunity to make sure that everything is working correctly.  Follow those steps and move on.

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


Once you authenticate your WebMerge account, Zapier is going to load a list of all the documents in your WebMerge account.  Go ahead and pick the proposal 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 fields from ProsperWorks.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.
 


After 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 ProsperWorks and create a new opportunity.  Zapier will detect this new opportunity and send the data over to WebMerge where your proposal will be populated and emailed.

Here’s what our proposal looked like when emailed to our customer:
 


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

6 min read

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