Stuart Lansdale

Cheap Alternative to Webmerge / Docupilot using Zapier!

Before I start, I’m not saying not to use these tools but there is a cheaper alternative to them. It is somewhat limited so if you are looking for a fuller solution then eat your heart out. Coming from a startup founder’s perspective where we’re watching every penny we spend, there is a way to create the effects of Webmerge and Docupilot without having to spend the money on another bit of SaaS.

For context, Webmerge has a starting plan of $29 but only includes 30 merges so realistically most businesses would be on the next plan which is $99. Docupilot does 100 documents for $29 and 500 for $99. Do you as a small business have an extra $1,000+ to spend on something like this? That is a decision you need to make!

Why Create Documents from Templates?

There are various reasons why your business might be able to save time by creating documents from templates. If you provide tickets, receipts or personalized guides then creating specific tailored documents to your users shows them that you are providing them with that extra service! It also can help your business document receipts / invoices where no two documents are the same. Doesn’t sound bad and it isn’t!

For context, how do I use a document merge service? At Roomfilla, we provide all guests with an e-ticket after booking. The e-ticket has all their booking details on with the check in and check out date. Providing this to guests makes check in easy as they can provide it at the reception of properties and hey presto, smooth, simple and effective checkins take place. We handle quite a volume of bookings on a monthly basis so were looking for a way to do this with the systems that we already use in a cheap and effective manner. I am sure if we used a service like Docupilot or Webmerge then our e-tickets would look a lot prettier, but for the sake of hacking a solution together which doesn’t really cost anything. We decided to use Google Docs. Yes, that is correct – Google Docs.

The Workflow is Simple

Firstly, you probably want to go to Google Docs and create a new document. Use this as your template so create the document as you need it to look. Where you want to add the custom data, just put fields like ‘{{PASSENGERNAME}}’, ‘{{BOOKINGID}}’ etc. It is important to put the double brackets round them. These fields will automatically be detected in Zapier later. Call the file something like ‘Ticket Template’ and remember where you put it in your Google Drive.

This is pretty easy to follow right?

The next step is to actually create the flow in Zapier. If you aren’t familiar with Zapier, it is pretty much a badass product which connects all the tools you use. They have a ton of integrations and you can create some quite advanced stuff relatively simply on it. For this use case, you need to have a trigger – which is where you will get the information you need from and then the action which will be to create the Google Doc document.

A trigger can be anything from a Stripe payment, Typeform submission, Webhook received or in the case I use it an email is parsed with Parseur. We parse all of our confirmed booking emails and then use the data fields from the parse to create our document. After you have set up your trigger source you can go to the action. Here you want to set up your Google Doc permissions and hit the create document from template option.

On the next page, you will need to find the document and fill in the custom fields. When you pull the document in, it will auto generate those fields. Pretty cool right!

What I have done here just for the demo purpose is to take the fields from a push by zapier trigger. You can see how I auto generate those fields, so they will change every time we receive a booking. I can even change the name of the document each time. Here I am using <guest name> – <confirmation code>.

Now that this has been done. It is time to test it and see if it works! Once you have the success message in Zapier, go back to your Google Drive and find the file. Open it up and have a look to see if you have success or not.

Woohoo, it works!

That’s pretty cool right! So that is the basics of creating a document merging data from other software you may use into it. Now that this has been done, there is a ton of other things you can automatically generate. For example, in the workflow I use for Roomfilla, we keep all guest details in a CRM system. We can automatically take this Google Doc document, convert it to PDF. Upload the PDF to a specific dropbox folder, get the share link for that document and add it to the CRM profile of the guest.

This works super well as we have an automated message triggered from our systems 3 days before check in providing them with the e-ticket. This is a separate Zapier flow but grabs this document and sends it to guests and helps us with smooth checkins.

I hope this post has been useful for those looking for a cheap alternative to their document merging needs. There are of course some costs involved in this. You will need to be able to use Zapier, have a source of data which works with Zapier and proficiency in using Google Docs. There are so many things which can be automated and I hope this can spark the interest in some people to try a few things outside of their comfort zone!

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