If you’re in sales, sending the same generic PDF to every lead just doesn’t cut it anymore. Personalization gets responses—but it’s not always clear how to do it fast, without losing your sanity. This is for anyone who wants to send sharp, personalized sales documents using Getaccept, but doesn’t want to waste hours clicking around or get stuck in setup hell.
Below, I’ll walk you through the whole process step-by-step. I’ll also call out what’s worth your time, what’s just fluff, and how to avoid the mistakes I see most often.
Step 1: Get Your Account Ready
Let’s be real: before you do anything fancy, you need to get inside Getaccept and set up your basics.
- Sign up or log in: Obvious, but you’ll need a paid plan for most sales features. The free trial is fine to get a feel, but you’ll hit limits fast.
- Set up your company profile: This is where your logo, contact info, and branding live. It’ll show up on every doc, so take five minutes to make it look decent.
- Add your team: If you’re flying solo, skip this. If not, invite anyone else who sends docs so you’re not duplicating work later.
Pro tip: Don’t obsess over the perfect logo size or color scheme. Prospects care about the content, not whether your orange is Pantone-correct.
Step 2: Build Your Core Templates
Personalization doesn’t mean starting from scratch every time. Templates are your friend. Here’s how to get it right:
- Go to the Templates section.
- Create a new template. Start with a sales proposal, quote, or whatever fits your flow.
- Add placeholders: This is where the magic happens. Drop in fields like “{{FirstName}}” or “{{Company}}” so you can fill them in later.
- Include your core content: Product info, pricing tables, timelines, testimonials—whatever you always include.
What works:
- Short, modular sections: Easier to mix and match per client.
- Space for video or intro message: Getaccept lets you add videos. Keep it under a minute—nobody wants a TED Talk.
What to ignore:
- Overly designed templates. If you’re not a designer, keep it clean and simple. Fancy layouts slow down loading and distract from your message.
Pro tip: Make a “master” template you copy for each deal, then tweak as needed. Don’t reinvent the wheel every time.
Step 3: Personalize for Each Prospect
Now you’ve got your template. Time to make it feel like it was made just for your lead.
- Create a New Document from Template.
- Fill out the placeholders: Enter your prospect’s first name, company, pain points, etc.
- Edit sections: Swap out or tweak sections to address specific needs. Mention something from your last call or email—shows you’re paying attention.
- Add a personal video or message: If you’re up for it, record a quick webcam intro. This isn’t mandatory, but it does set you apart.
What works:
- Name-dropping relevant details: “Saw you’re expanding your sales team—here’s how we help with onboarding.”
- Short, genuine videos: 30 seconds is more than enough.
What doesn’t:
- Overpersonalizing to the point of awkwardness. No need to bring up their dog’s name unless it’s relevant (spoiler: it never is).
Step 4: Add Recipients and Set Up Actions
Getaccept is good at making “signing” or “approving” feel easy. Here’s what you need to know:
- Add your prospect(s) as recipients. Double-check the email address—you’d be surprised how often this step gets botched.
- Assign roles: Who needs to sign? Who just needs to read? Set this up so your doc doesn’t get stuck in limbo.
- Set up reminders: Automated nudges are a lifesaver. You can schedule reminders if they don’t open or sign.
- Add optional fields: Need them to fill in a PO number or comment? Drop in a text field.
What works:
- Automatic reminders: Set it and forget it. Most people need a nudge.
- Clear call-to-action: Make it obvious what you want them to do—“Sign here,” “Approve budget,” etc.
What doesn’t:
- Too many required fields. If you make it a chore, prospects will drop off.
Step 5: Preview and Test
Don’t skip this. There’s nothing worse than sending out a “Hi {{FirstName}}” email.
- Preview your document: Check every field, link, and personalization tag.
- Send a test to yourself: See exactly what your prospect will get.
- Double-check mobile view: Lots of people open these on their phones.
Pro tip: Open the doc in an incognito browser window to see it like a real recipient—no admin privileges.
Step 6: Send and Track Engagement
Here’s where Getaccept actually makes your life easier. Once you send the doc:
- You’ll get notified when it’s opened.
- You’ll see how much time they spend on each section. If they spend ages on pricing, you know what to follow up on.
- You can chat inside the document. There’s a chat feature—use it to answer questions in real time or nudge them along.
What works:
- Prompt follow-up: If they opened but didn’t sign, send a quick, friendly check-in. “Saw you had a look—any questions?”
- Use insights to steer your next call: If they skipped the case study, maybe it’s not interesting. Focus elsewhere.
What doesn’t:
- Pestering. One reminder is fine; three in a day is desperate.
Step 7: Get the Signature (or Approval)
When they’re ready, your prospect can sign electronically—no printing or scanning needed.
- They click the signature box.
- Getaccept records their e-signature and audit trail.
- You both get a copy. Done.
If you need more than one signature, Getaccept can handle that too. Just assign multiple signers during setup.
What works:
- Making it easy: The fewer clicks, the better. Don’t add extra steps unless you really need them (like legal compliance).
What doesn’t:
- Overcomplicating with too many signers. More cooks = slower kitchen.
Step 8: Automate (Carefully)
Once you’ve got your flow down, Getaccept has integrations (CRMs like Salesforce, HubSpot, etc.) and automation features.
- Connect your CRM: So you can send docs from your deal record.
- Automate reminders and follow-ups.
- Set up triggers: Like sending a welcome packet after a doc is signed.
Honest take: Automation makes sense after you’ve nailed your process. Don’t automate chaos. Get the basics right first.
Troubleshooting & Common Pitfalls
Here’s what trips people up most often:
- Personalization tags not populating: Usually means you missed a field. Always preview.
- Docs landing in spam: Keep your subject lines clear, don’t use ALL CAPS, and verify your domain if possible.
- Prospects can’t open the doc: Sometimes their company blocks links. Send a quick heads-up or offer a PDF backup.
- Overdesigned documents: Simple, readable docs get signed faster.
Wrapping Up: Keep It Simple, Iterate as You Go
Don’t overthink it. Start with a basic template, personalize just enough to show you care, and use Getaccept’s tracking to learn what works (and what doesn’t). If you’re waiting for the “perfect” process, you’ll never send anything. Launch, learn, tweak. That’s how you get better—and close more deals.
If something feels like fluff, it probably is. Focus on clear, personal communication, and let the software handle the busywork. You’ll stand out simply by not making things harder than they need to be.