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May 30, 2018

Instantly Send Thank You Letters to Clients in Bidsketch

Looking for a unique way to impress your clients after you close a deal in Bidsketch?  Add Formstack Documents to your sales process and you can automatically populate all type of documents like contracts, invoices and more. 

In this example, we’re going to show you how to instantly populate a thank you letter and mail it (using a print and mail service called Lob) to our client after they accept our proposal.  That’s a nice touch, right?!

To get started, we’re going to setup the template for our letter using a Word document.  Inside Word, we’re going to add the details of the letter like our logo and contact information.   For the spots that we want to insert our client’s details, we’re going to use merge fields that look like {$FirstName}, {$StreetAddress}, etc.

Here’s what our letter 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 enter a name.  On the next step, choose Office Document as the document type and then select the file from your computer.

After you’ve uploaded your template, you’ll be taken to the Settings tab where you can modify various settings like the type of file that is generated and the name of the merged document.  For this example, we’re going to produce a PDF and then include the name of our client in the file name.

Next, we’re going to setup the delivery of our document to Lob so that it is automatically printed and mailed to our client.  Under the Deliver tab, click the New Delivery button and select Lob from the list.  After you enter your Lob API Key, you’ll need to select the merge fields for your client’s address.

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

Once you have saved your Lob delivery, you are done with the setup process inside Formstack Documents and we’re ready to setup the integration with Bidsketch.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to create a New Zap.  For the Trigger, we’re going to choose Bidsketch as the app, then Proposal Accepted or Declined as the trigger.

Once you have authenticated your Bidsketch account, Zapier is going to load a test proposal to make sure everything is working correctly. Follow those steps and then you’ll want to add a filter to only trigger the merge when the proposal is accepted.

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

Once you have authenticated your WebMerge account, Zapier is going to load a list of the documents in your account.  Go ahead and pick your letter you just setup and then Zapier will load a list of the merge fields in your document.

For each merge field, you need to pick the corresponding fields from Bidsketch by clicking the button on the right side of each box.  This tells Zapier how to send your data over to Formstack Documents 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 your Zap and you can turn in On.  We’re ready for a test!  Login to Bidsketch and create a test proposal then “Accept” the proposal.  Zapier will detect this proposal and send the info over to Formstack Documents, where your letter will be generated.

Here’s what our thank you letter looked like ready for the client:

Congrats, you’re all done!  You can now automatically populate all types of documents from your Bidsketch account.  Can you think of any other ways you can utilize Formstack Documents to simplify your paperwork process?

5 min read

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