With a tool like Salesmate you can easily keep track of all your leads and deals in your sales pipeline.  With built-in automation tools, Salesmate can do a lot of the heavy lifting and help you close more deals, faster.

Add Formstack Documents to your sales process and you can take the automation one step further and you can automatically populate documents like invoices, contracts, proposals, and more.  You’ll never have to search for a template or copy & paste again!

In this example, we’re going to show you how to automatically populate a quote for deals in Salesmate when we move the deal into the “Qualified” stage.  We’ll then automatically email this quote directly to the client.

To get started, we’re going to set up the template for our Quote using a Word document.  Inside Word, we’re going to add our repeating information (logo, contact info, etc), then for the spots that we want to insert our client’s information, we’re going to use merge fields that look like {$FirstName}, {$Company}, etc.

Here’s what our quote template looks like:

Once we have finished our template, we need to upload it to Formstack Documents.  From the Documents page in Formstack Documents, click the New Document button then enter a name.  On the next step, select Office Document as the document type, then pick the file from your computer.

After you have 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 the name of the file.  For this example, we’re going to generate a PDF and include the name of our client in the merged file name.

Next, we’re going to set up the delivery of our document so that the merged quote is emailed directly to our client.  From the Deliver tab, go ahead and Edit the default email delivery.  For the To address, we’re going to use a merge field for the client’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}.

Feel free to customize any of the other email settings.

Once you have updated your email delivery and saved, we are done with the setup process inside Formstack Documents and we’re ready to integrate with Salesmate!  Before we head over to Salesmate, we need to grab our document’s Merge URL under the Merge tab.  We’ll use this in a little bit.

Inside Salesmate, we’re going to set up a Webhook to automatically send our deal information over to Formstack Documents when we update the stage of a deal.  Under Setup, click on the Workflow Management button, then create a New Rule.

For the Module, we’re going to select Deal and then give the rule a name.

Next, we’re going to choose when we want to trigger this webhook.  We want to execute this webhook when we update a deal pipeline so choose “Field Update” from the list, then pick “Pipeline” as the field and choose “Qualified”.

Next, we’re going to skip the filter and move on to step 4 where we are going to add a New Webhook.  For the Method, we’re going to choose POST and then we’ll paste our document’s Merge URL in the URL box.

For the Body of the request, we are going to send over Form Data, then we need to add all of our merge fields.  This tells Salesmate how to send our deal info over to Formstack Documents so that it is populated in the correct spot on our template.

Once you have added all of your merge fields to the webhook, go ahead and save your settings.  We’re ready for a test!  Open up one of your deals and then update the deal to the “Qualified” pipeline.  This will trigger the webhook and send the data over to Formstack Documents.  Your quote will be populated and emailed directly to your customer.

Here’s what our populated quote looked like:

Congrats, you’re all done!  You can now instantly populate all kinds of documents from your Salesmate account.  Can you think of any other ways that you could use Formstack Documents to simplify your paperwork process?

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