Quickbooks Online

Quickbooks Online is a great accounting tool for your small business.  You can easily keep track of all your customers, invoices, and other billing activities from a single interface.

With Formstack Documents, you can automatically take information that you have saved in Quickbooks Online and populate various documents like customized invoices, letters, contracts, and more.  You’ll never copy & paste again!

In this example, we’re going to show you how to automatically generate a contract for new customers added to Quickbooks Online and we’ll send the contract over to DocuSign for signature.

To get started, we’re going to set up the template for our contract using a Word document.  Inside our document, we’re going to add our boilerplate contract information and then for the spots that we want to add our customer’s information, we’re going to use merge fields that look like {$FirstName}, {$LastName}, {$Email}, etc.

Here’s what our contract template looks like:

Since we’ll be sending our contract over to DocuSign for signature, we need to add a signature tag to our document so that DocuSign knows where to put the signature in our document.  This signature tag is just like any other text in our document and looks like:   \s1\

Once we have our template finished, 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 and then pick the file from your computer.

After you upload your template, you’ll be taken to the Settings tab where you can modify different settings 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 we’re going to include the name of our customer in the file name.

Next, we’re going to set up the integration with DocuSign so that our document is automatically sent out for signature.  From the Deliver tab, click the New Delivery button and select DocuSign from the list.  After you authenticate your DocuSign account, you’ll need to define the name and email address of your signer using merge fields.

After you have saved the DocuSign delivery, we are done with the setup process in Formstack Documents and we’re ready to integrate with Quickbooks Online.  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 pick Quickbooks Online as the service and then New Customer as the trigger.

After you authenticate your Quickbooks Online account, Zapier will load a test customer to make sure everything works correctly.  Follow those steps and move on.

For the Action of our Zap, we’re going to choose WebMerge as the service and then Create Document Merge as the action.

Once you have authenticated your Formstack Documents account, Zapier is going to load a list of all the documents in your Formstack Documents account.  Go ahead and pick the contract document that you just set up and Zapier is going to load a list of all the merge fields in your document.

For each of the merge fields in your document, you need to pick the corresponding field from Quickbooks Online.  This tells Zapier how to send the data from Quickbooks 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.  We’re ready for a test!  Login to Quickbooks Online and add a new customer, then Zapier will detect this new customer and send the data over to Formstack Documents.  Your contract will be generated and then sent over to DocuSign for signature.

Here's what our contract looked like ready to sign:

Congrats, you’re all finished!  You can now automatically generate all kinds of documents from Quickbooks Online.  Can you think of any other ways that you could use Formstack Documents to simplify your paperwork process?

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