Instantly Send Proposals for New Deals in Base CRM

Using a CRM like Base to keep track of your sales process can have a big impact on your business.  From tracking new leads, to closing deals, Base can help you every step of the way.

Add WebMerge to your sales process and you can streamline your document generation to instantly populate quotes, letters, invoices, and more.  You’ll never have to manually create a sales document again!

In this example, we’re going to show you how to automatically populate a proposal when we add a new deal to Base and then email it directly to our customer.

To get started, we’re going to setup the template for our Proposal using a Word document.  Inside Word, we’re going to insert our company information like our logo, services description, etc.  The for the spots that we want to customize with deal/customer information, we’re going to use merge fields that look like {$FirstName}, {$Description}, {$Amount}, etc.

You can name these merge fields anything you’d like, but no spaces or special characters.

Here’s what our proposal template looks like:
 

Once you have your template ready, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and then enter a name.  On the next step, select Office Document and pick the file from your computer.
 

After you’ve uploaded your document, you’ll be taken to the Settings page where you can modify various options like the type of file that is generated and the name of the merged document.  For this example, we’re going to generate a PDF and then include the name of our customer in the document name.
 

Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our customer for their review.  Under the Deliver tab, click the Edit button under the default email delivery.  Then for the “To” address, we’re going to use a merge field.

If you don’t have a merge field in your document for the customer’s email address, choose <<Other>> from the dropdown then enter something like: {$Email}

Feel free to edit any of the other email settings.
 

Once you have updated your email delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with Base.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to create a New Zap.  For the Trigger, we’re going to choose Base as the app, then New Deal as the trigger.
 

Once you authenticate your Base account, Zapier will load a test deal to make sure everything is connected properly.  Follow those steps and continue.

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

Once you authenticate your WebMerge account, Zapier is going to load a list of the documents in your account.  Go ahead and pick the Proposal document that you just setup and Zapier will load a list of the merge fields in your document.

For each merge field, you need to pick the corresponding Base field by clicking the button to the right of each box.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.
 

After you have matched up all of your merge fields, we’re done with the setup process and we’re ready to test!  Save your Zap and turn it on, then login to Base and add a new deal.  Zapier will detect the new deal and send the information over to WebMerge where your proposal will be populated and emailed.

Here’s what our merged proposal looked like ready for our customer:
 

Congrats, you’re all finished!  You can now automatically populate all kinds of documents with data from Base CRM.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

New Plugin: Send Contracts for Closed Potentials in Zoho CRM

We're excited to announce that we have partnered up with Zoho CRM to provide a direct integration to WebMerge.  With the WebMerge plugin, available in the Zoho Marketplace, you can generate documents (invoices, contracts, quotes, etc) with the click of a button right inside Zoho CRM!  You’ll never have to copy & paste data from Zoho into documents again!

For this example, we’re going to show you how you can generate contracts for a Potential that has been closed/won in Zoho CRM.  We’ll also be sending the contract over to DocuSign for signature.  Zoho CRM has released a new plugin that we’ll be using to send data over to WebMerge – more on that in a bit.

To get started, we’re going to setup the template for our contract using a Word document.  Inside our contract template, we’ll add our boilerplate contract info and then for the spots that we want our customer and potential data to go, we’re going to use merge fields that looks like {$FirstName}, {$Amount}, etc.

Here’s what our contract template looks like:
 

Since we’ll be collecting a signature for the contract using DocuSign, we need to add a signature tag to the doc so that DocuSign knows where to place the signature.  This signature tag is just like any other text in our document and looks like:   \s1\
 

Once we have our contract template finished, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name for your document.  On the next step, pick Office Document as the document type and select the file from your computer.
 

After we upload our template, we’ll be taken to the Settings tab where we can change 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 the deal in the file name.
 

Next, we’re going to setup the delivery of our document so that it is automatically sent over to DocuSign for signature.  From the Deliver page, click the New Delivery button and select DocuSign from the list.  After you authenticate your DocuSign account, you’ll need to pick the merge fields for the signer’s name and email address.
 

After you have setup the DocuSign delivery, we are done with the setup in WebMerge and we’re ready to integrate with Zoho CRM.

To integrate with Zoho CRM, we’re going to use the WebMerge plugin that is available from Zoho Marketplace.  You can install this plugin here: https://crm.zoho.com/market/installPlugin.do?portalName=zohoplugin&nameSpace=webmergedocumentgeneration

Inside Zoho CRM, to go the WebMerge Mappings module and create a New Mapping.  Give the mapping a descriptive name and then pick Potential as the module.  We’re going to choose Document as the WebMerge Resource and then choose the document that we just steup in WebMerge.
 

Once you pick your WebMerge document, Zoho will load a list of all the merge fields that are in your document.  For each of the merge fields, you need to pick the corresponding CRM fields.  This tells Zoho how to send your data over to WebMerge so that it gets populated in the correct spot on your template.
 

After you have matched up all of your merge fields, go ahead and save the mapping.  We’re ready to generate the contract!  Open up one of your Potentials and then click the WebMerge button.  This will generate the contact and send it over to DocuSign for signature.

Here’s what our contract looked like ready to sign:
 

Congrats, you’re all finished!  You can now generate all types of documents from your Zoho CRM account.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

Instantly Populate Sales Quotes from Zoho CRM

With a tool like Zoho CRM, you can easily manage your entire sales cycle from a single interface, leading to improved efficiencies and closing more deals.  Another way you can improve your sales process is to use WebMerge to automatically populate documents like proposals, contracts, quotes, and more.

In this example, we’re going to show you how to automatically populate sales quotes from data in Zoho CRM then we’ll email the quote directly to our customer for their review.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word, we’re going to add our repeating information like our logo, contact information, and details of our company.  For the spots that we want to insert our deal/customer info, we’re going to use merge fields that look like {$FirstName}, {$Address}, {$Amount}, etc.

Here’s what our quote template looks like:
 

Once we have our template finished, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, select Office Document as the document type and then pick the file from your computer.
 

After you upload your quote 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 use the name of our deal in the file name and we’re going to generate a PDF.
 

Next, we’re going to setup the email delivery for our document so that the quote 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 email merge field for our customer’s email address.  If you don’t have a merge field in your document, you can choose <<Other>> from the dropdown then enter something like {$Email} in the box.

Feel free to edit any of the other email settings.  Here’s what our email delivery looks like:
 

Once we have saved our email delivery, we are done with the setup process in WebMerge and we’re ready to integrate with Zoho CRM.  If you haven’t already, please make sure to install the WebMerge plugin from the Zoho Marketplace.

Inside Zoho, we’re going to go to the WebMerge Mappings module and we’re going to create a New Mapping.  After you give the mapping a name, we’re going to choose the Module we want to use (Potentials), then we’re going to choose the WebMerge Document we want to merge.
 

Next, we’re going to match up the merge fields in our document with the fields from our CRM.  This tells Zoho how to send the data over to WebMerge so that it’s populated in the correct spot on your template.
 

Once you have matched up all of your merge fields, go ahead and save your mapping.  We’re ready for a test!  Open up one of your Potentials and then click the WebMerge button (it might be under the “…” dropdown).  This will generate the quote and email it out!

Here’s what our quote looked like ready for the customer:
 

Congrats, you’re all finished!  You can now instantly generate all kinds of documents from your Zoho CRM data.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?