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July 22, 2015

Populate a Buyer Representation Agreement from Infusionsoft

Collecting, managing, and engaging your leads could not be easier with Infusionsoft.  Whether they come through Facebook, your website, or even referrals, you can automatically engage them and turn those leads into actual clients.

In this example, we’re going to show you how you can take a lead looking to buy a new home and use WebMerge to automatically send them a Buyer Representation Agreement when you’ve converted them into a client.  We’ll also use DocuSign so that the client can sign the agreement without any printing/faxing/scanning.

Our first step in the process is going to be setting up our template for the buyer representation agreement.  We’re just going to use a Word document as our template.  Inside the Word document we’re going to add merge fields like {$buyer_name}, {$start_date}, etc (no spaces or special characters).  These fields can be named anything you’d like, but should describe the data you want put in that spot in the document.

Here’s what our agreement template looks like:

Since we’ll be signing this agreement with DocuSign, we need to add the signature tags to the document so that DocuSign knows exactly where to place the signature fields.  These signature tags go right in your document and you can read more about them here.  We’ll be adding 2 signature fields.  One for the client and one for us (the agent).

Once you finish with the DocuSign tags, it’s time to upload the document to WebMerge.  From the Documents page in WebMerge, click the New Document button.  You’ll be asked to enter a name (we used Buyer Representation Agreement) and then on the next step you’re going to choose the Office Document type.  Then, pick the document from your computer to upload.

After you upload the file, you’ll be taken straight to the Settings page.  Here you can update the file output type, the name of the file that is generated with each populated agreement, and more.  In our case, we’re going to change our Output to PDF and then we’re going to put the client’s name in the File Name setting (pick the buyer_name field from the dropdown).

Go ahead and save the settings and move on to the Deliver tab.  This is where we are going to setup our integration with DocuSign so that the agreements are automatically sent over to DocuSign for signature.  From the Deliver tab, click the New Delivery button, then pick DocuSign. 

You’ll be asked to login to DocuSign and then you’ll see the signer settings.  You’ll need to pick the merge fields for the buyer (or you can choose <<other>> from the dropdown and type in {$buyer_email} to define a new merge field).  For the agent (the 2nd signer) we’re going to a static name and email address, but you can define merge fields here as well.

Great work!  We’re now ready to setup the integration in Infusionsoft so that our client’s information is automatically sent over to WebMerge when we update their status. But before we go, jump over to the Merge tab in WebMerge.  You’ll see a Merge URL listed on that page.  This Merge URL is a unique URL for your document that we’re going to be sending the Infusionsoft data to.  Keep that page open, we’re going to need that URL in a little bit.

Inside Infusionsoft, we’re going to be using the Campaign Builder to setup a workflow that will send an HTTP POST to your document’s Merge URL when an opportunity reaches the stage of “Send Representation Agreement”.

First, we’re going to need to define this custom stage.  From the CRM Settings page, click the Sales Pipeline section and you should see a list of the stages you currently have defined.  At the top you can add a new stage called “Send Representation Agreement”.  Go ahead and click the Add button.

Now that we have the stage setup, we can jump into the Campaign Builder and setup this workflow.  We’re going to add a new Goal (Indicate Interest) to the builder and then we’re going to click the little arrow icon in the bottom left corner of the goal.  This will open a popup to edit the settings of the goal and we are going to select “Moves an Opportunity” from the dropdown.

Save that setting and then double click the Goal again and you’ll see settings for defining which stage to trigger the Goal on.  Here we’ll select the “Send Representation Agreement”

Next, we’re going to add a new sequence.  Go ahead and give the sequence a name then double click to open the sequence builder.  To send data to WebMerge, we’re going to use the Send HTTP POST process type. Go ahead and drag that onto the builder then double click to open the settings.

At the top you’re going to see a place to enter the URL (the Merge URL for your document), then below that you’ll see a place to list the fields you want to send to WebMerge.  You’ll need to add all of your merge fields here and then add the corresponding Infusionsoft fields on the right.  Here’s what our settings look like:

Once you have all of the fields on there, go ahead and save the campaign and let’s run a test!  Open up one of your test opportunities (use a secondary email for yourself so you get the signature email from DocuSign) and change the stage to Send Representation Agreement.  Then go check your email and you should have an email from DocuSign very shortly.

Here’s what our merged agreement looks like:

Great work, you’re all done!  You can now automatically send a buyer representation agreement to your new clients by simply updating a field in Infusionsoft.  The possibilities with Infusionsoft + WebMerge are endless.  Can you think of any other ways that you can use WebMerge to streamline your documentation process?

9 min read

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