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June 21, 2016

Send Welcome Letters to New Leads in Infusionsoft

Infusionsoft is a great marketing and sales platform that gives you the ability to track your leads from first contact to sale and every step in between.  With Infusionsoft, you can setup various campaigns to optimize your marketing and sales efforts to make sure that no potential customers fall through the cracks.

Communication is an important piece of the puzzle and with a tool like WebMerge, you can easily generate letters, notices, offers, and more.  In this example, we’re going to show you how to use WebMerge to automatically generate a welcome letter to new leads in Infusionsoft and we’ll mail it to them using Lob.

To get started, we’re going to setup the template for our letter using a Word document.  Inside our Word document, we’re going to add our normal letter text, then for the spots that we want our lead’s information to go, we’re going to use merge fields that look like {$FirstName}, {$LastName}, {$StreetAddress}, etc.

Here’s what our letter template looks like:
 


After 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.
 


Once you have uploaded your template, you’re going to be taken to the Settings tab where you can change 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 lead 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 lead.  From the Deliver tab, click the New Deliver button and select Lob.  After you enter your Lob API Key, you can define the “To” address of the letter using merge fields.  Then you’ll want to enter your From address as well.
 


After we finish the Lob delivery settings, we’re ready to setup the integration with Infusionsoft.  To integrate with Infusionsoft, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create New Zap and then for the Trigger, we’re going to choose Infusionsoft are the service and New Contact as the trigger.
 


After you authenticate your Infusionsoft account, Zapier will load a test contact to make sure everything is working correctly.  Follow those steps.

Next, we’re going to setup the Action of our Zap.  For the service, pick WebMerge and then pick Create Document Merge as the action.
 


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

For each of the merge fields, you need to pick the corresponding fields from Infusionsoft.  This tells Zapier how to send your contact’s info over to WebMerge so that it is populated in the correct spot on the letter.
 


After you have matched up all of your merge fields, go ahead and save your Zap then turn it on.  We’re ready to run a test!  Login to Infusionsoft and add a new contact.  Zapier will detect the new contact, send the information over to WebMerge, and then your letter will be send to Lob for mailing.

Here’s what our letter looked like ready to mail:
 


Congrats, you’re all finished!  You can now automatically generate all types of documents from your Infusionsoft 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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