With software like LessAccounting, you can simplify your bookkeeping efforts and focus on other areas of your business.  From managing contacts, creating invoices, and recording expenses, LessAccounting can save you a lot of time and headaches.

With LessAccounting you can track your employees and sub-contractors all in one place.  In this example, we’re going to show you how to use Formstack Documents to automatically generate an NDA agreement for all new sub-contractors that are added to LessAccounting and then collect a signature using CudaSign.

To get started, we’re going to setup the template for our NDA using a Word document.  Inside the Word document, we’re going to add our boilerplate legal terms and then for the spots we’d like our sub-contractor’s information inserted, we’re going to use merge fields like {$FirstName}, {$LastName}, etc.

Here’s what our NDA template looks like:

Since we’ll be sending this NDA over to CudaSign for signature, we need to indicate where the signature needs to go in the document.  We can do that using text tags that looks like: {{t:s;r:y;o:”Signer”}}

Here’s what that looks like in our document:

Once we have our template ready to go, we’re going to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  Next, pick Office Document as the document type and then pick the file from your computer.

After you’ve uploaded the template, you’ll be taken to the Settings tab where you can update different options like the name of the file and the type of document that is generated.  For this example, we’re going to generate a PDF and we’re going to include the name of the sub-contractor in the file name.

Next, we’re going to setup the delivery of our document to CudaSign so that it is automatically sent out for signature.  Jump over to the Deliver tab and click the New Delivery button.  Select CudaSign from the list and then login to your CudaSign account.

After you login to CudaSign, you’ll be taken back to WebMerge where you’ll see the settings for the delivery.  We’re going to define our signer using an email address (merge field) and then we give the role “Signer” (this matches the role we put in our text tag in the document).

Once you have finished the settings for the CudaSign delivery, go ahead and save the delivery.  That finishes the setup process within WebMerge and now we’re ready to connect up this NDA with LessAccounting.

To help with the integration between LessAccounting and WebMerge, we’re going to use a service called Zapier.  With Zapier we’ll be able to automatically detect when a new sub-contractor is added to LessAccounting and send that information over to WebMerge.

Inside Zapier, click the New Zap button.  For the Trigger, we’re going to pick LessAccounting as the service and then New Contact as the trigger.

In order to only trigger this merge when the contact is a sub-contractor, we need to add a filter after the trigger.  Go ahead and add a new filter, then pick the Is Contractor field and look for the value “True”

Next, we’re going to setup the action of the Zap.  Go ahead and pick WebMerge as the service and then Create Document Merge as the action.

Next, Zapier will load a list of documents that you have in your WebMerge account.  Go ahead and pick the NDA template that you just setup.  Once you pick the document, Zapier will load a list of all the merge fields in your document.

For each of the merge fields, you need to pick the corresponding fields from LessAccounting.  You can click the button on the right of the box to see a list of the LessAccounting fields.

Once you have all of the fields mapped, go ahead and save your zap and turn it on!  Now it’s time to run a quick test.  Login to your LessAccounting account and add a new sub-contractor to your contacts. When you add the contact, Zapier will detect the new contact and the information will be sent over to WebMerge and the NDA will be sent to CudaSign for signature.

Here’s what our NDA looked like ready for signature

Congrats, you’re all done!  You can now automatically populate all kinds of documents from your LessAccounting account.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?

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