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June 22, 2015

Send an Order Invoice from Smartsheet

Smartsheet is a pretty cool tool that allows you to easily collect data from customers and team members, plus offering an easy platform to manage that information.  It’s like Excel, but on steroids.  In this example, we’re going to show you how to send an invoice created with WebMerge directly from Smartsheet as a new order is entered into our sheet.

The first thing we are going to do is setup our document (template) inside WebMerge.  We going to use the online document builder, so when creating a new document choose the “Build Your Own” option.  In our document we’re going to include our merge field tags like {$CustomerName}, {$CustomerAddress}, etc.  This is where the data from our Smartsheet is going to be placed.  Here’s what our invoice looks like:

After we’ve got our document built, let’s go ahead and setup the Delivery of the document so that it is emailed directly to our customer.  Go ahead and jump over to the Deliver tab and you should see an email delivery already setup.  This is there by default and we’re just going to edit those settings.

After clicking the Edit button next to the email delivery you should see all the settings in a popup.  Feel free to change any of the settings, but what we’re going to focus on is the “To” address.  We’re going to select the Merge Field option then pick our merge field that corresponds to the customer’s email address.  If you didn’t add an email address to the invoice, go ahead and select <<other>> then enter {$email_to} in the box.  This is going to setup a new merge field, even though it isn’t in your document.

Great news!  We’re ready to integrate our Smartsheet with your newly created invoice template.  To help with the integration, we’re going to use a service called Zapier, which is an API connector service that makes it super easy to send data between hundreds of web applications/services.

To setup the integration, go ahead and login to your Zapier account then create a New Zap.  For the “trigger” we’re going to select Smartsheet and then we’ll choose the “New Row” option.  For the action, go ahead and pick WebMerge and then “Create Document Merge”.

The next step is going to ask you to authenticate your Smartsheet and WebMerge accounts.  This will give Zapier access to be able to send the data between Smartsheet and WebMerge.  After you’ve setup the accounts, you’re going to have to pick which Smartsheet you want to integrate with.

Once you pick the sheet, go to the step where you pick your WebMerge document and select the Invoice you just created.
After you select your document, Zapier is going to load a list of the merge fields that you used in that template and it gives you an option to “map” your Smartsheet fields (columns) to the corresponding WebMerge fields.  This tells Zapier how to send your data to WebMerge so that the information is placed in the correct spot on your invoice.

Perfection, you’re ready to do a quick test!  In the last step Zapier gives you an option to run a test zap.  This will load sample data from Smartsheet and then allow you to automatically send that to WebMerge.  Go ahead and do that test and make any adjustments to your document or the integration that you see are needed.  Here’s what our invoice looks like:

Once you save the Zap, you’re all done!  Now every time a new row is added to that sheet, it’s going to automatically be sent over to WebMerge and we’ll generate the invoice.  As Ron Popeil says, “Set it and forget it!”

Can you think of other ways that you could use WebMerge and Smartsheet to simplify your paperwork processes?  You’ll be an office hero!

5 min read

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