Sales can be a very time-consuming process if the right tools and automation are not put in place. With a tool like Streak, you can manage all of your leads and deals from your Gmail inbox. Easily track all of your communications with customers and set up automated emails as well.
Add Formstack Documents to your sales process and you can automatically generate all your sales documents like contracts, proposals, quotes, invoices, and more. You’ll never have to search for a template again or copy & paste data from your CRM.
In this example, we’re going to show you how to automatically generate a proposal for a lead that we’re tracking in Streak. When we update the stage of our lead (Box) to “Send Proposal”, this will trigger our proposal to be sent directly to our lead.
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 normal proposal details like our company logo, contact information, and details of our services. For the spots that we want to insert our lead/deal info, we’re going to use merge fields that look like {$FirstName}, {$Phone}, {$Amount}, etc.
Here’s what our proposal template looks like:
Once you have your template finished, we need to upload it to Formstack Documents. From the Documents page in Formstack Documents, click the New Document button and enter a name. On the next step, select Office Document as the document type and then select the Word document from your computer.
After you’ve uploaded your template to Formstack Documents, you’ll be taken to the Settings tab where you can modify various options like the type of file that is generated and even the name of the merged file. For this example, we’re going to produce a PDF and we’re going to include the name of our lead in the file name.
Next, we’re going to set up the delivery of our document so that it is automatically emailed directly to our lead. From the Deliver tab, go ahead and Edit the default email delivery. For the To address, we’re going to choose the merge field for the lead’s email address. If you don’t have a merge field in your document for the email address, select <
Feel free to customize the other settings of the email as well.
Once you have updated your email delivery, we are done with the setup process inside Formstack Documents and we’re ready to integrate with Streak CRM. To help with the integration, we’re going to use our friends over at Zapier.
Inside Zapier, we’re going to set up a New Zap. For the Trigger, we’re going to choose Streak as the app and then Box Change Stage as the trigger.
Once you authenticate your Streak account, we’re going to need to choose the stage that we want to monitor. We’re going to need to add a new Action to our Zap. We’re going to choose Zapier Utilities, then
choose Filter from the list.
Then, we’re going to choose “Stage” as the field and we’re going to look for “Send Proposal”.
Next, we’re going to set up the Action of our Zap. For the app, choose WebMerge and then Create Document Merge as the action.
After you authenticate your Formstack Documents account, Zapier is going to load a list of the templates in your account. Go ahead and pick the proposal document you just setup and Zapier will load a list of the merge fields in your document.
For each of the merge fields, you need to pick the corresponding fields from your Streak account. This tells Zapier how to send your data over to Formstack Documents so that it is populated in the correct spot on your template.
After you have matched up all of your merge fields, you’re done with the Zap set up, so go ahead and save the Zap and turn it on. We’re ready for a test! Login to Streak and update the stage of one of your Boxes. Zapier will detect this update and send the Box’s data over to Formstack Documents. Then your proposal will be emailed directly to your lead.
Here’s what our merge proposal looked like ready for our customer:
Congrats, you’re all finished! You can now automatically generate all kinds of documents from your Streak account. Can you think of any other ways that you could use Formstack Documents to simplify your paperwork process?