With a CRM like AmoCRM you can easily keep track of your leads and track their progress through your sales funnel all the way to a sale. Add Formstack Documents to your sales process and you can instantly populate all kinds of documents like letters, proposals, contracts, and more. You’ll never need to copy & paste again!
In this example, we’re going to show you how to automatically populate a sales proposal when we move a lead in to the “Offer Made” stage. We’ll then automatically email the proposal directly to our lead for their review.
To get started, we’re going to setup the template for our proposal using a Word document. Inside Word, we’re going to add our repeating information like our company info, logo, and services provided, then for the spots that we want to insert our lead’s information, we’re going to use merge fields that look like {$Name}, {$Amount}, etc.
Here’s what our proposal template looks like:
Once we have our template ready, 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 and choose the file from your computer.
After you’ve uploaded your template, you’ll be taken to the Settings tab where you can modify various options like that type of file that is generated and the name of that file. In this example, we’re going to produce a PDF and include the name of our lead in the file name.
Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our lead. Under the Deliver tab, click the Edit button under the default email delivery. For the “To” address, we’re going to pick the merge field for our lead’s email address.
If you don’t have a field in your document for the email address, choose <
Feel free to customize any of the other email settings.
Once you’ve updated your email delivery, we are done with the setup process inside Formstack Documents and we’re ready to integrate with AmoCRM. 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 AmoCRM as the app, then Lead Status Changed as the trigger.
Once you’ve authenticated your AmoCRM account, Zapier is going to ask you to pick the status that you want to trigger the document on. We’re going to choose “Offer Made” for this example.
Next, we’re going to setup the Action of our Zap. For the app, choose Formstack Documents and then Create Document Merge as the action.
Once you authenticate your Formstack Documents account, Zapier is going to load a list of the documents in your account. Go ahead and pick the proposal that you just setup and Zapier will load a list of the merge fields in your document.
For each merge field, you need to pick the corresponding fields from AmoCRM by clicking the button on the right side of each box. This tells Zapier how to send the data over to Formstack Documents so that it’s populated in the correct spot on your template.
Once you have matched up all of your merge fields, go ahead and save your Zap and turn it on. We’re ready for a test! Login to AmoCRM and update one of your contacts to “Offer Made” (or the status that you picked in your Zap) and Zapier will send that data over to Formstack Documents and your proposal will be generated.
Here’s what our sales proposal looked like ready for the client:
Congrats, you’re all finished! You can now instantly populate all kinds of documents from AmoCRM. Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?