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July 12, 2016

Send Proposals to Prospects in Hubspot CRM

Managing your sales process using a tool like Hubspot CRM can be an easy way to maximize your sales efforts.  When combined with Hubspot’s marketing platform, you can track website visitors from leads to sales.

In this example, we’re going to show you how you can use WebMerge to automatically generate proposals for new contacts that are added to Hubspot CRM.  To help integrate WebMerge and Hubspot CRM, we’re going to use our friends over at Zapier.

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 add our logo, contact info, and boilerplate proposal information.  For the spots that we want our contact’s information to go in the proposal, we’re going to use merge fields that look like {$FirstName}, {$LastName}, 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 output a PDF and we’re going to include the name of our customer in the file name.

Next, we’re going to setup the delivery of our proposal so that it is automatically emailed directly to our customer.  Go ahead and head over to the Deliver tab and we’re going to edit the default email delivery.  For the “To” address, we’re going to use a merge field.  Feel free to change any of the other settings for the email as well.

Once we have our email delivery setup, we’re ready to setup the integration with Hubspot CRM using Zaper.

Inside Zapier, go ahead and create a new Zap.  For the trigger, we’re going to choose Hubspot CRM as the service and then New Contact as the trigger.

After you authenticate your Hubspot CRM account, Zapier will load a test contact to make sure everything is working properly. Follow those steps and move on.

Next, we’re going to setup the Action of our Zap.  For the service, we’re going to pick WebMerge 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 you have in your WebMerge account.  Go ahead and pick the proposal template that you just setup and Zapier will then load a list of all the merge fields in your document.

For each of the merge fields in your document, you’ll need to pick the corresponding field from Hubspot CRM.  This tells Zapier how to send the data over to WebMerge so that it is populated in the correct spot on your document.

Once you have all of your merge fields matched up, go ahead and save your Zap and then turn it on.  We’re ready to run a test!  Login to Hubspot CRM and add a new contact.  Zapier will detect this new contact and will send the information over to WebMerge where your proposal will be generated.

Here’s what our proposal looked like:

Congrats, you’re all finished!  You can now automatically generate all different kinds of documents from your Hubspot CRM 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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