Optimizing your sales process can have a major impact on your business. With a tool like Zendesk Sell, you can have an all-in-one sales platform that keeps your entire sales team at the top of their game. From collecting new leads to managing deals in the pipeline, Base has you covered.
Another way to increase the efficiency of your sales team is using Formstack Documents to automatically generate all of your sales documents like quotes, proposals, contracts, and more. With Formstack Documents, you can set up all of your templates and your team will never copy & paste again.
In this example, we’re going to show you how to automatically generate invoices for deals that are “won” in Zendesk Sell. We’ll automatically email the invoice directly to our customer. Our salesperson doesn’t have to lift a finger!
To get started, we’re going to set up the template for our invoice in Formstack Documents. From the Documents page in Formstack Documents, click the New Document button and enter a name. On the next step, pick the Build Your Own document type and then continue.
Next, you’ll be taken to the Document Builder where you can set up the template for your invoice. We’re going to add our logo, contact information, and then for the spots that we want to insert our deal info, we’re going to use merge fields that look like {$DealName}, {$CustomerName}, {$Amount}, etc.
Here’s what our invoice template looks like:
After you save 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 include the name of our deal in the file name and then generate a PDF.
Next, we’re going to update the email delivery of our document so that it is automatically emailed directly to our customer. From the Deliver tab, click the Edit button on the default email delivery and then for the To address, we’re going to choose the merge field for our customer’s email address. If you don’t have a merge field in your doc, choose <
Once you have saved your email delivery, we’re done with the setup process in Formstack Documents and we’re ready to set up the integration with Zendesk Sell. To help with the integration between Zendesk Sell and Formstack Documents, we’re going to use our friends over at Zapier.
Inside Zapier, create a New Zap and then for the Trigger we’re going to choose Zendesk Sell as the service and then New Deal Won as the trigger.
Once you authenticate your Zendesk Sell account, Zapier is going to load a test deal to make sure that everything is working correctly. Follow those steps and continue.
Next, we’re going to set up the action of Zap. For the service, we’re going to choose Formstack Documents and then Create Document Merge as the action.
After you authenticate your Formstack Documents account, Zapier is going to load a list of all the documents in your account. Go ahead and pick the Invoice template that you just set up and Zapier will load a list of all the merge fields in your template.
For each of the merge fields, you need to pick the corresponding field from Zendesk Sell. This tells Zapier how to send the data over to Formstack Documents so that it is placed in the correct spot in your template.
After you have matched up all of your merge fields, go ahead and save your Zap then turn it on. We’re ready for a test! Login to Zendesk Sell and update your test deal to “Won” and Zapier will detect the change and automatically send the info over to Formstack Documents. Your invoice will be generated and emailed!
Here’s what our merged invoice looked like:
Congrats, we’re all finished! You can now automatically generate all types of documents from your Zendesk Sell account. Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?
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