Hubspot CRM

mceclip3.pngWith a CRM tool like Hubspot CRM, you can easily manage your entire sales pipeline from a single place.  Hubspot CRM can automate a number of tasks that your sales team hates to do – allowing them to save time and close more deals.  Plus, it’s free!

Another way to automate your sales efforts is to use Formstack Documents to automatically populate all your sales documents (like proposals, contracts, invoices, and more) with data from Hubspot CRM.  You’ll never have to copy & paste information into a document template again!

In this example, we’re going to show you how to automatically generate an invoice for deals that are closed in Hubspot CRM.  We’ll then automatically email the invoice directly to our customer for processing and payment.

To get started, we’re going to setup our invoice template in Formstack Documents.  From the Documents page in Formstack Documents, click the New Document button and enter a name.  On the next step, choose the Build Your Own document type and continue.


Next, you’ll be taken to the Document Builder where you can build your invoice.  We’re going to add our logo, contact information, then for the spots that we want to insert our deal/customer info, we’re going to use merge fields that look like: {$CustomerName}, {$Description}, {$Amount}, etc.

These merge tags will be replaced with data from Hubspot CRM during the merge process.  You can name them anything you’d like (no spaces or special characters).

Here’s what our invoice template looks like:


After you finish building your template, save and move on to the Settings tab.  Here, you can modify various options like the type of file that we want to generate and the name of the file.  For this example, we’re going to generate a PDF and include the name of our customer in the file name.


Next, we’re going to setup the delivery of our document so that it is emailed directly to our customer after it is generated.  From the Deliver tab, click the Edit button under the default email delivery.  For the To address, we’re going to choose the merge field that has our customer’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} in the box.

Feel free to edit any of the other email settings.


Once you have updated your email delivery, we’re done with the setup process inside Formstack Documents and we’re ready to setup the integration with Hubspot CRM.  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 Hubspot CRM, and New Deal in Stage as the trigger.


Once you authenticate your Hubspot CRM account, Zapier is going to have you pick the stage that you want to look for.  For this example, we’ve created a “Send Invoice” stage in Hubspot, so that’s what we’re going to look for in our Zap.


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 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 that you’ve setup in your account.  Go ahead and pick the invoice template that you just created and Zapier will load a list of the merge fields in your document.

For each merge field, you need to pick the corresponding field from your Hubspot deal.  This tells Zapier how to send your data over to Formstack 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 and let’s run a test!  Login to Hubspot CRM and update one of your deals to the “Send Invoice” stage (or the stage you picked) and Zapier will detect this change and send the data over to Formstack Documents.  Your invoice will be populated and sent over to your customer.

Here’s what our invoice looked like ready for the customer:

Congrats, you’re all done!  You can now automatically generate all types of documents from your Hubspot CRM data.  Can you think of any other ways that you can use Formstack Documents to simplify your paperwork process?

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