Using a CRM tool like Insightly is a fantastic way to improve your sales cycle.  From managing your new leads to tracking deals in the pipeline, Insightly gives you a single interface to manage it all.

Add Formstack Documents to your sales process and you can automatically generate all of your sales documents like contracts, quotes, proposals, invoices, and more.  You’ll never have to copy & paste information into a template again!

In this example, we’re going to show you how to automatically generate a sales proposal for new opportunities that are added to Insightly.  We’ll then automatically email that proposal directly to our customers for their review.

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

Here’s what our proposal template looks like:

Once we have our 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, pick Office Document as the document type and 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 and we’ll include the name of our customer in the merged document name.

Next, we’re going to set up the email delivery so that our document is automatically emailed directly to our customer.  Under the Deliver tab, go ahead and Edit the default email delivery.  For the To address, we’re going to choose the merge field we used in our template for the customer’s email address. 

If you don’t have a merge field for the email address, choose <<Other>> from the dropdown and then enter something like {$Email}.

Feel free to customize any of the other settings and the message of the email.

Once you have saved your email delivery, you are done with the setup process in Formstack Documents and we’re ready to set up the integration with Insightly.  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 Insightly as the app and then New Opportunity as the trigger.

Once you authenticate your Insightly account, Zapier is going to load a test Opportunity to make sure that everything is working correctly.  Follow those steps and continue.

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

After 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 proposal that you just set up and Zapier will load a list of all the merge fields in your template.

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

Here’s what our merged proposal looked like:

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

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