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March 15, 2017

Instantly Populate Sales Quotes from Ninja Forms

Ninja Forms is a fantastic web form builder for your Wordpress website.  You can build an online form in minutes and post directly on your website.  Whether you’re collecting new leads or closing sales, Ninja Forms can help you collect the data with ease.

Once you collect the data, you can use Formstack Documents to automatically populate all types of documents like contracts, reports, proposals, invoices, and more.  You’ll never have to search for a template or copy & paste again!

In this example, we’re going to show you how to automatically generate a quote from a sales/lead form using Ninja Forms.  We’ll have prospects fill out this form on our website and then we’ll automatically email them a quote for their review.

To get started, we’re going to setup a template for our quote using a Word document.  Inside Word, we’re going to add our boilerplate quote info like our logo, company description, etc.  Then for the spots that we want to insert our customer/deal info, we’re going to use merge fields that look like {$Name}, {$Address}, etc.

Here’s what our quote template looks like:

Once we have our template ready, we need to upload it to Formstack Documents.  From the Documents page in Formstack Documents, click the New Document button and then enter a name.  On the next step, pick Office Document as the document type and then pick the file from your computer.

After you have uploaded 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 customer in the file name.

Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our customer.  Under the Deliver tab, go ahead and Edit the default email delivery.  For the To address, we’re going to choose the merge field we used for the customer’s email address.

If you don’t have an email merge in your document, choose <> from the dropdown and then enter something like {$EmailTo}.  Feel free to customize any of the other email settings.

After you have saved your email delivery, we are done with the setup process in Formstack Documents and we’re ready to setup the integration with our NinjaForm!

Inside Ninja Forms, go to your Emails and Actions section on your form.  Go ahead and add a New Action then choose Formstack Documents.  Next, you’ll want to choose the quote template that you just setup in Formstack Documents. 

Formstack Documents and then Ninja Forms will load the merge fields in your template. 

For each of the merge fields, you need to pick the corresponding fields from your form.  This tells Ninja Forms how to send the data over to Formstack Documents 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 settings.  We’re ready for a test!  Open up your form and submit a new entry, then Ninja Forms will send that data over to Formstack Documents and your quote will be generated.

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

Congrats, you’re all done!  You can now generate all types of document from Ninja Forms submissions.  Can you think of any other ways that you can use Formstack Documents to simplify your paperwork process?

5 min read

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