Optimizing your sales process can save your sales team precious time and help them close more deals faster.  With a tool like Spiro you can easily integrate with your email, track leads, and follow deals through the funnel - never missing a beat. 

Add Formstack Documents to your sales process and you can automatically populate all kinds of documents with data directly from your Spiro account.  From contracts to quotes to invoices, you can take the manual process out of sales paperwork.

In this example, we’re going to show you how to automatically create a proposal for an Opportunity that hits the Proposing stage of our funnel.  We’ll send this proposal directly to our client for their review!

To get started, we’re going to set up a template for our proposal using a Word document.  Inside Word, we’re going to add our logo, contact information, and other repeating parts of our proposal.  For the spots that we want to insert our customer/opportunity data, we’re going to use merge fields that look like: {$Name}, {$Amount}, etc.

Here’s what our proposal template looks like:

Once you have your 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, click Office Document as the document type then pick 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 the type of file that is generated and the name of the file.  For this example, we’re going to produce a PDF file and include the name of the opportunity in the file name.

Next, we’re going to set up the delivery of our document so that it is emailed directly to our customer.  From the Deliver tab, you should see a default email delivery already setup.  Go ahead and click the Edit button 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 document already, you can choose <<Other>> from the dropdown then enter a new merge field like {$Email}.

Feel free to modify any of the other email settings.

Once you have saved your email delivery, we are done with the setup process in Formstack Documents and we’re ready to integrate with Spiro.  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 Spiro as the app, then Opportunity Sales Stage Changed as the trigger.

After we authenticate our Spiro account, Zapier is going to have us pick the stage we want to monitor.  For this example, we’re going to look for opportunities that enter the “Proposing” stage.

Zapier is going to load a test opportunity to make sure everything is working correctly.  Follow those steps and continue.

Next, we’re going to add the Action of our Zap.  For the app, we’re going to choose Formstack Documents and then Create Document Merge as the action.

Once we authenticate our Formstack Documents account, Zapier is going to load a list of the templates in our account.  Go ahead and pick the proposal document that you just set up and Zapier will load a list of the merge fields in your document.

For each merge field, we’re going to pick the corresponding fields from Spiro.  This tells Zapier how to send data over to Documents so that it is populated in the correct spot on your template.

Once 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!  Inside Spiro update one of your opportunities to Proposing and then Zapier will send that opportunity data over to Documents for your proposal.

Here’s what our proposal looked like ready for our customer:

Congrats, you’re all finished!  You can now instantly generate all kinds of documents from your Spiro account.  Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?

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