Getting Started with MergeNinja

Welcome to MergeNinja. This guide walks you through creating your account, connecting a data source, and running your first mail merge, from nothing to a finished batch of documents in your inbox.

Step 1: Create your account

1. Sign up: Create your account at app.mergeninja.com/Account/Register.
2. Fill in your details: Enter your name, email address, and a secure password. Double-check the email: that’s where your finished documents will be delivered.
3. Verify your email: Click Create Account, then open the verification link we send you.
4. Your trial: Every new account starts with a 7-day free trial. No card is required to start; add payment details before the trial ends to keep access.

Step 2: Log in

Once your email is verified, go to app.mergeninja.com, click Log In, and enter your credentials.

Step 3: Connect your data

MergeNinja pulls data from three kinds of sources. Pick whichever one holds your customer data:

• QuickBooks Online: Click Connect to QuickBooks on your dashboard, sign in with Intuit, and click Authorize. The connection is read-only: MergeNinja can see your customers and invoices but cannot create, change, or delete anything in your books.
• Stripe: Click Connect Stripe and approve the authorization screen. MergeNinja reads customers, invoices, subscriptions, and payments, and does nothing else: no charges, no refunds, no subscription changes. The security page explains which scope Stripe grants and why.
• Excel or CSV upload: No connection needed. Upload the file and map its columns so MergeNinja knows which column is a name, which is an amount, and so on.

Disconnecting either integration revokes access at Intuit’s or Stripe’s end, not just ours. The details are on the security page.

Step 4: Get to know the dashboard

From the dashboard you can reach everything you’ll use day to day:

• Templates: upload and manage your Word templates
• Data: your synced QuickBooks or Stripe datasets and uploaded spreadsheets
• Reports: finished mail merge runs, ready to download
• Account settings: billing, plus your company’s date and currency formats, which control how those values appear in merged documents

Step 5: Upload your first Word template

Templates in MergeNinja are ordinary .docx files: your fonts, your logo, your wording.

1. Build the letter in Microsoft Word.
2. Wherever a customer-specific value belongs, insert a merge field (Mailings tab → Insert Merge Field). Word shows these with chevrons, like «FirstName» or «AmountDue».
3. In MergeNinja, go to Templates, click Upload, and pick the file.

Once uploaded, the template is available for any merge against that dataset.

Step 6: Run your first mail merge

1. Sync your data: Open your dataset and click Sync. For Stripe invoices you can filter by status first: for example, only open and past-due invoices.
2. Review the table: Names, amounts, and dates load into a table you can check before merging.
3. Pick your template: Choose it from the dropdown.
4. Start the merge: Click Generate. The merge runs in the background: for a large customer list that’s minutes, not seconds.
5. Check your email: You’ll get a message when the run is complete. Download the finished documents from there or from the Reports section.

That’s the full loop. The next time you need a run, the setup is already done: sync, merge, done.

Need help?

Browse the rest of the knowledge base or contact support using the email address on the site. It reaches a real person who can get you unstuck.