Close

Let’s face it, closing deals faster is the number one goal of any sales team.  While some deals are slowed down by red tape and other processes outside the control of the sales person, there are a number of ways that you can speed up the sales process.  Through the use of software like Close, you can manage the entire sales process with ease.

With Close you can track all of your calls, emails, leads, and opportunities automatically.  Gone are the days of manually entering in all that information each time you make contact with a lead.  Spending more time working with leads and staying organized, you won’t lose any deals through the cracks and you’ll close more deals.

One part of the sales process that still need to be automated is the paperwork process.  With Formstack Documents you can automatically generate letters, contracts, quotes and more.  All without typing or copy & pasting information from Close into a template.

In this example, we’re going to show you how you can automatically generate a quote when you add a new Opportunity to Close.  You’ll never need to search for a template again.

To get started, we’re going to setup our template in Documents.  When setting up a template, you can choose from a fillable PDF, Word, Excel, PowerPoint, or you can use the online document builder.  For this example, we’re going to setup our template in Word.

Most likely, you already have a quote template setup in Word with your logo, address, and quote info.  To indicate where you want the deal specific info (customer, amount, etc) to be placed into the document, we’re going to use Merge Fields like {$Customer}, {$Description}, etc.  These merge fields can named anything you’d like but can only contain letters and numbers.

Here’s what our template looks like:
 


Once you have your template finished, it’s time to upload it to.  From the Documents page, click the New Document button.  Enter a name for the document, then choose I have a document I would like to use and upload your file.
 

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After you upload your file, you’re going to be taken to the Settings tab.  From here you can change settings like the type of file that is generated, the name of the file, and more.  For this example, we’re going to output a PDF and include the First and Last Name in our file name.
 

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Next, we need to setup the delivery of our quote after it is generated.  For this example, we’re just going to email the quote directly to our customer.  From the Deliver tab, there’s already an email delivery setup, so we’ll click the Edit button to change the information.  For the “To” address, we’re going to use the merge field we used for the customer’s email and then we can customize the rest of the email settings.
 

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After we’ve finished setting up how we want the quote to be delivered, it’s time to setup the integration with Close so that our quote is generated automatically as we add new opportunities.

To help with the integration, we’re going to use our friends over at Zapier who can automatically detect when we add new opportunities to Close and send that information over to Documents.

From inside Zapier, we’re going to create a New Zap and then setup the Trigger.  We’ll choose Close as the trigger service and New Opportunity as the trigger.
 

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Zapier will have you connect your Close account so that they can pull information about your opportunities.  Follow those steps and click Finish when you are done.

Next, we’re going to add the connection to Formstack Documents as the Action and we’ll want to pick Create Document Merge as the action.
 

Again, Zapier will have you connect your Documents account so that they can communicate with the API (you can setup and API Key here).

Once you authenticate your Documents account, you’re going to be asked to pick the document that you want to generate.  Go ahead and pick your Quote document that you just set up and then Zapier will load a list of all the merge fields that you have setup in your document.

For each of the merge fields, you need to “match” it up with the corresponding field from Close.  You can click the little button on the right to add the Close fields.
 

Once you have all of the merge fields mapped, go ahead and click Finish and you’ll be taken back to the Zap Overview page.  Your last step is to Turn On your Zap and then every time you add a new opportunity to Close, Zapier will grab that information, send it over to Documents, and then we'll generate the Quote and email it to your customer!

Let’s run a quick test!  Jump into Close and add a new opportunity using your email address.  Then, go check your email and you should have an email with the Quote attached!

Here’s what our quote looked like:
 


Congrats, you’re finished!  Now that you can send out Quotes in seconds without having to even think about it, what other ways could you use Formstack Documents to simplify your paperwork process?
 

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