With a tool like Salesflare you can easily manage your entire sale process from start to finish. Salesflare can automatically track your email communications, calendar appointments, and website tracking – never letting a deal fall through the cracks.
Add Formstack Documents to your sales process and you can instantly populate all kinds of documents like contracts, quotes, invoices and more. You’ll never have to copy & paste data into a template again!
In this example, we’re going to show you how to automatically populate a quote when create an opportunity in our pipeline. We’ll then instantly email this quote directly to our prospect for their review.
To get started, we’re going to setup the template for our quote using a Word document. Inside Word, we’re going to add our repeating information like our logo, contact info, and the details of our services. For the spots that we want to insert our lead’s information, we’re going to use merge fields that look like {$FirstName}, {$LastName}, {$Amount}, etc.
Here’s what our quote 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, choose Office Document as the document type then pick the file from your computer.
After you have uploaded 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 produce a PDF document and include the name of our Opportunitiy in the name of the PDF file that is generated.
Next, we’re going to setup the delivery of our document so that our merged quote is automatically emailed directly to our prospect. Under the Deliver tab, click the Edit button under the default email delivery and we’re going to choose the merge field for our prospect’s email address (for the “To” address).
If you don’t have a merge field in your document for the email address, then you can select <
Feel free to edit any of the other email settings 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 Salesflare. To help with the integration, we’re going to use our friends over at Zapier.
Inside Zapier, we’re going to setup a New Zap. For the Trigger, we’re going to choose Salesflare as the app, then New Opportunity as the trigger.
Once you authenticate your Salesflare account, Zapier will load a test opportunity to make sure everything is working correctly. Follow those steps and continue.
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.
After you authenticate your Formstack Documents account, Zapier is going to load a list of the documents in your account. Go ahead and pick the quote document you just setup and Zapier will load a list of the merge fields in your document.
For each merge field, you’ll need to pick the corresponding field from Salesflare by clicking the button on the right side of each box. 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, go ahead and save your Zap and turn it on. We’re ready for a test! Login to Salesflare and add a new opportunity. Zapier will detect your new opportunity and send the data over to Formstack Documents, and your quote will be generated.
Here’s what our merged quote looked like:
Congrats, you’re all done! You can now instantly populate all kinds of documents from Salesflare when you add new opportunities. Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?