Using an online form tool like Jotform can be a great a way to collect information from your customers and prospects.  From contact forms to order forms, Jotform allows you to build customizable web forms that can improve your business efficiency.

With Formstack Documents, you can automatically take the information that’s being submitted through your Jotform forms, and populate various templates like contracts, invoices, waivers, and more.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically generate an invoice and send it to our customer when they submit an order form using Jotform.  We’ll also be using our friends over at Zapier to help with the integration between Jotform and Formstack Documents.

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

Next, you’ll be taken to the Document Builder where you’ll be able to setup your invoice template.  We’re going to add our logo, contact information, then we’re going to add merge fields for the spots that we want to enter our order information.

These merge fields are text in the document and look like {$Name}, {$Address}, {$OrderDescription}, etc.  You can name these fields anything you’d like (something that describes the info you want to go there).

Here’s what our template looks like:


Once we have our template finished, we’re going to save the document and then move on to the Settings tab.  On the Settings tab, you can modify various settings 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 email delivery so that our invoice is automatically emailed to our customer.  From the Deliver tab, go ahead and edit the default email delivery.  For the To address, we’re going to use the merge field for our customer’s email address.  Feel free to edit any of the other settings.


Once you have saved your email delivery, we’re done with the setup in Formstack Documents and we’re ready to setup the integration with Jotform.

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


Once you authenticate your Jotform account, Zapier is going to load a list of all the forms in your Jotform account.  Go ahead and pick the order form you want to monitor.


Next, we’re going to setup the Action of our Zap.  For the service, 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 all the documents in your Formstack Documents account.  Go ahead and pick the invoice your just setup.  Once you pick the document, 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 fields from your Jotform order form.  This tells Zapier how to send your data over to Formstack Documents so that the data is populated in the correct spot on your template.

Once you have all of your merge fields matched up, go ahead and save your Zap and turn it on.  We’re ready for a test!  Submit a test order through your Jotform form and then Zapier will send that submission data over to Formstack Documents.  Your invoice will be generated and then emailed right to you.

Here’s what our merged invoice looked like:

Congrats, you’re all finished!  You can now automatically populate all kinds of documents from your Jotform submissions.  Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?

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