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December 05, 2018

Automatically Populate Sales Proposals from Wufoo

Using a form tool like Wufoo can be a great way to collect information from leads and customers on your website. Add WebMerge to the mix, and you can automatically populate documents with data from your Wufoo forms—think contracts, quotes, letters, and more!

In this example, we’re going to show you how to automatically populate a sales proposal from a lead capture Wufoo form on our website. We’ll then instantly email the proposal directly to the lead for their review.

To get started, we’re going to set up the template for our proposal using a Word document. Inside Word, we’re going to add our repeating information, which is our logo, contact info, and details of our services. For the spots in which we want to insert our lead’s information, we’re going to use merge fields that look like {$FirstName}, {$Address}, etc.

These merge fields can be named anything you’d like, but don't use spaces or special characters.

Here’s what our proposal template looks like:

Once we have our template ready, 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, select Office Document as the document type, then choose the file from your computer.

After you’ve uploaded your template to WebMerge, you’ll be taken to the Settings page, 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 produce a PDF document and include the name of our lead in the file name.

Next, we’re going to set up the delivery of our document so that the proposal will automatically be emailed to our lead. From the Deliver tab, click the Edit button under the default email delivery.  For the “To” address, we’re going to select the merge field for our lead’s email address. If you don’t have a merge field for the email address in your document, choose <<Other>> from the dropdown, then enter something like {$Email} in the box.

Feel free to customize any of the other email settings.

Once you've saved your email delivery, we are done with the setup process inside WebMerge, and we’re ready to integrate with our Wufoo form. 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 Wufoo as the app, then New Entry as the trigger.

Once you authenticate your Wufoo account, Zapier is going to load a list of the forms in your account. Go ahead and select your lead capture form and continue.

Next, we’re going to create the Action of our Zap. For the app, choose WebMerge and then Create Document Merge as the action.

After you’ve authenticated your WebMerge account, Zapier is going to load a list of the documents in your account. Go ahead and pick the proposal document you just set up, and Zapier will load a list of all the merge fields in your document.

For each merge field, choose the corresponding Wufoo field by clicking the button to the right of the box below each merge field. This tells Zapier how to send your data over to WebMerge so that it’s populated in the correct spot on your template.

Once you’ve matched up all of your merge fields, save your Zap and turn it on! We’re ready for a test. Submit a new entry to your Wufoo form, and Zapier will automatically send the data to your template in WebMerge.

Here’s what our proposal looked like ready for our customer:

Congrats, you’re all finished! You can now automatically populate all kinds of documents from your Wufoo form entries. Can you think of any other ways you could use WebMerge to simplify your paperwork process?

6 min read

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