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Mail Merge Replacement

Pelcro Product

Problem Statement

Several Pelcro clients have indicated that the platform does not currently provide a native way to generate print renewal notices for subscriptions.

Today, clients must rely on a manual, multi-step workaround:

  1. Create a List or Segment in Pelcro that filters subscriptions expiring within a specific timeframe.

  2. Export the list as a CSV file.

  3. Use the CSV data in Microsoft Word mail merge with a manually prepared invoice or renewal notice template.

  4. Generate a separate print renewal notice for each subscriber.

The CSV typically includes data such as:

  1. Subscription ID

  2. Customer email

  3. Expiration date

  4. Customer information

  5. Plan details

While functional, this process is time-consuming, error-prone, and dependent on external tools. Clients who rely on print renewal notices for billing or compliance (especially print publishers) would benefit from the ability to generate and print renewal notices directly within the Pelcro platform.

User Story

As a Pelcro admin managing subscription renewals, I want to generate and print renewal notices directly from Pelcro using lists or segments, so that I can efficiently send print invoices to subscribers without exporting data or using external mail merge tools.

Definition of Done (DoD)

  1. Template Creation

    1. Admins can create and manage renewal notice templates within the Pelcro platform.

    2. Templates support dynamic placeholders mapped to Pelcro subscription and customer attributes.

  2. Dynamic Data Population

    1. Templates can reference attributes such as:

      1. Subscription ID

      2. Customer name and email

      3. Plan name

      4. Subscription expiration date

      5. Renewal amount

      6. Billing address.

  3. Segment Integration

    1. Admins can select a Segment of subscriptions and generate renewal notices using a selected template.

  4. Batch Document Generation

    1. The system generates print-ready documents for each subscription in the selected list or segment.

  5. Output Options

    1. Generated renewal notices can be exported as:

      1. A single merged PDF

      2. Individual PDFs per subscription.

  6. Permissions

    1. Feature accessible only to authorized admin roles.

Posted by Maxwell Bauman ·
6 comments

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Comments6

  • Rana Haleem

    Team•

    Apr 13

    @Mike Flaherty @Cindy @Spike @subsales@towtimesmag.com @Maxwell Bauman

    Hi everyone,

    We’ve updated the task description to include the problem statement and acceptance criteria.

    Please take a moment to review and share your thoughts:

    • Does this approach work for your workflow, or is there anything you’d like to suggest or add?

    • What do you think of the renewal notice template we’ve attached?

    Feel free to leave your comments directly on the task so we can take them into consideration.

    renewal_notice_template (1).txt

    2.3 KB• Text

    • Mike Flaherty

      •

      Apr 13

      I think the template is file, thank you. The main issue is there are 2 or 3 export files that need to be downloaded in order to create a merge file for the renewal notices. If you could create 1 file that would help.

      • Rana Haleem

        Team•

        Apr 27

        Thanks for your feedback! We’ve reached out to gather a bit more detail—please get back to us whenever you have the chance.

        Appreciate your time!

  • Rana Haleem

    Team•

    Apr 6

    renewal_notice_template.txt

    2.3 KB• Text

    @Maxwell Bauman @everyone -
    We’ve put together an initial print-ready renewal notice template based on how many of you are currently generating these via CSV + mail merge.

    This version includes:

    • A structured renewal notice layout (invoice-style)

    • Dynamic fields (customer, subscription, plan, expiration date, amount, etc.)

    • A dotted cut line ✂ with a return slip section (instead of “please return this portion”)

    • Billing + shipping sections

    • Payment fields (Amount Paid, Term)

    The goal is to replicate your current workflow directly inside Pelcro, but make it faster, less error-prone, and fully automated.

    Would love your feedback:

    • Does this template match your current print renewal format?

    • Is anything missing?

  • Michael Ghattas

    Team•

    Dec 11, 2025

    can you please provide more info here.

    • Maxwell Bauman

      •

      Dec 11, 2025

      Sure Michael, the mail merge takes info from the excel spreadsheet of customers (first name, last name, street address, city, state, and zip) and turns it into printable labels