Using a CRM like Capsule CRM can be a great way to improve your sales process and ensure your sales team is maximizing their efforts to close more deals.  From tacking new leads to maintaining relationships with current customers, Capsule has got you covered.

Another way you can improve your sales process is by using Formstack Documents to automatically generate all of your sales documents such as contracts, proposals, invoices, and more.  You’ll never have to copy & paste again.

In this example, we’re going to show you how to automatically generate quotes for new opportunities that we add to Capsule CRM.  To help with this integration between Capsule and Formstack Documents, we’re going to use our friends over at Zapier.

To get started, we’re going to set up the template for our quote using a Word document.  Inside our Word document, we’re going to add our boilerplate quote details (our contact information, logo, etc) and then for the spots that we want to insert our opportunity details, we’re going to use merge fields like that look like {$OpportunityName}, {$CustomerName}, etc.

Here’s what our quote template looks like:

Once you have your template set up, 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 and 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 generate a PDF 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 automatically emailed directly to our customer.  Under the Deliver tab, we’re going to edit the default email delivery.  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, select <<other>> from the dropdown then enter a field like {$Email}.

After you have saved your email delivery, we’re done with the setup process in WebMerge and we’re ready to integrate with Capsule CRM.

Inside Zapier, go ahead and create a New Zap.  For the Trigger, we’re going to choose Capsule CRM as the service and then New Opportunity as the trigger.

Once you authenticate your Capsule CRM account, Zapier will load a test opportunity to make sure that everything is working correctly.  Follow those steps and move on.

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

Once you authenticate 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 quote that you just set up in Formstack Documents and Zapier will load a list of all the merge fields in your document.

For each merge field in your document, you need to pick the corresponding field from Capsule.  This tells Zapier how to send the data from Capsule 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 the zap and turn it on.  We’re ready for a test!  Login to Capsule and add a new opportunity.  Zapier will detect this opportunity and send the information over to Formstack Documents and your quote will be generated.

Here’s what our populated quote looked like:

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

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