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Move the HubSpot deal to closed won on signature

When the last signer signs, Document Signing Complete starts a Zap that finds the deal and updates its stage, amount and close date, so the pipeline is right without anyone touching it.

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Build a Zap with QuoteCloud's Document Signing Complete trigger, which fires once every signer has signed. Add HubSpot's Find Deal search to find the deal by the ID the quote kept, then Update Deal to set the stage to closed won, the amount to the signed total and the close date. Test with a test deal first.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Plinthwork's order form PW-2372 for Tidemark Property Services: 60 Growth plan seats, implementation and training, $38,566.00 including tax, signed by Lena Albright and Marcus Oyelaran. In front, an illustration of the deal at Closed won, its amount $38,566.00 and close date 22 Oct 2026 updated by a Zap.

The pipeline is only as right as its last update

Plinthwork sells maintenance planning software. Account executive Theo Marchetti's order form for Tidemark Property Services needs two signatures, Lena Albright's and Marcus Oyelaran's. The deal should be closed won when the second one lands, not when someone remembers to update it.

QuoteCloud's Document Signing Complete waits for every signer. Recipient Signed Document fires for each one, which suits a note on the deal, not a stage change.

The recipe: signing complete to closed won

Three steps. Two optional ones file the signed PDF in the same Zap.

ZapSigning complete: deal closed won

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Document reference
    • Total
    • Signed date
    • HubSpot deal ID (data item)
  2. Then HubSpotSearchFind DealSearches on Record ID, using the deal ID the quote kept in a data item.Searches on
    • Record ID
  3. Then HubSpotActionUpdate DealMapped in
    • Deal stage: Closed won
    • Amount
    • Close date
    • Quote status
  4. Or QuoteCloudAction · optionalGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
    • Document
  5. Or Google DriveAction · optionalUpload FileFile the signed PDF in the customer's folder.Mapped in
    • File (the PDF link)
    • Folder

Lena signs on Wednesday morning and nothing happens in HubSpot, by design. When Marcus signs on Thursday at 11:17 am, Document Signing Complete fires, and a minute later the Tidemark deal is closed won at $38,566.00.

Result

The deal's stage, amount and close date match the signed order form, and the signed PDF is in Drive, with nobody retyping anything.

Zapier access: Essentials and up

How software vendors connect QuoteCloud

Signed in QuoteCloud, won in HubSpot

PlinthworkOrder form PW-2372 Sample · fictional business

Accept and sign

2 of 2 signed

  • Lena AlbrightChief Operating Officer Signed21 Oct 2026
  • Marcus OyelaranFinance director Signed22 Oct 2026

Certificate of authenticity and audit trail attached

Activity

  1. Sent to Lena Albright and Marcus OyelaranMon 19 Oct, 2:30 pm
  2. First viewed by LenaMon 19 Oct, 5:12 pm
  3. Signed by Lena AlbrightWed 21 Oct, 9:48 am · 1 of 2
  4. Signed by Marcus OyelaranThu 22 Oct, 11:17 am · 2 of 2
  5. Signing completeThu 22 Oct, 11:17 am
PW-2372: both signers signed, so signing is complete.

Zap

  1. Document Signing Complete
  2. Find Deal
  3. Update Deal
CRM · DealPlinthwork Illustration · sample data

Deal · ID 31533190Tidemark Property Services · Growth plan, 60 seats

  1. Qualified
  2. Demo
  3. Proposal
  4. Quote sent
  5. Closed won
Amount
$38,566.00 Updated by a Zap
Deal owner
Theo Marchetti
Contact
Lena Albright
Company
Tidemark Property Services
Close date
22 Oct 2026 Updated by a Zap
Quote status
Signed by every signer Updated by a Zap

Activity timeline

  1. Close date set to 22 Oct 2026The signing dateThu 22 Oct · 11:18 am · Added by a Zap
  2. Amount set to $38,566.00The signed document's totalThu 22 Oct · 11:18 am · Added by a Zap
  3. Stage changed to Closed wonPW-2372 signed by Lena Albright and Marcus OyelaranThu 22 Oct · 11:18 am · Added by a Zap
  4. Stage changed to Quote sentBy Theo MarchettiMon 19 Oct · 2:32 pm
  5. Deal createdBy Theo MarchettiMon 5 Oct · 10:20 am

Illustration with sample data: a generic CRM record, not HubSpot’s screen.

The deal at Closed won, with the signed total and the signing date.

Before the last signature

Until every signer has signed, the deal stays where your rep left it: Quote sent, with the amount from the negotiation. Nothing in this Zap fires on the first signature.

That's the difference between Document Signing Complete and Recipient Signed Document, and why this recipe uses the first.

Log each signature as it lands
CRM · DealPlinthwork Illustration · sample data

Deal · ID 31533190Tidemark Property Services · Growth plan, 60 seats

  1. Qualified
  2. Demo
  3. Proposal
  4. Quote sent
  5. Closed won
Amount
$34,000.00
Deal owner
Theo Marchetti
Contact
Lena Albright
Company
Tidemark Property Services
Close date
30 Oct 2026
Quote status
Sent

Activity timeline

  1. Stage changed to Quote sentBy Theo MarchettiMon 19 Oct · 2:32 pm
  2. Deal createdBy Theo MarchettiMon 5 Oct · 10:20 am

Illustration with sample data: a generic CRM record, not HubSpot’s screen.

Field map for this recipe

Signing complete to closed won: QuoteCloud fields and where they land on the HubSpot deal
HubSpot: HubSpot fieldDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Record ID (Find Deal) QuoteCloud to HubSpot HubSpot deal ID Search value 31533190 The data item the quote kept when it was created.
Deal stage QuoteCloud to HubSpot A fixed value Deal property Closed won Pick the stage from your pipeline in the Update Deal step.
Amount QuoteCloud to HubSpot Document total Deal property $38,566.00 Check the trigger's test data shows the total, and map the figure your team reports on.
Close date QuoteCloud to HubSpot Signed date Deal property 22 Oct 2026
Quote status (custom property) QuoteCloud to HubSpot A fixed value Deal property Signed by every signer

All values are sample data.

Variations on this recipe

  • File the signed PDF

    Add Generate or Fetch Document PDF Link, then Google Drive's Upload File, in the same Zap: the link is short-lived.

  • Celebrate in the channel

    Add Send Channel Message for Slack or Microsoft Teams: who signed, the total and the deal.

  • Paid, not just signed

    If the quote takes a payment on signing, a second Zap on QuoteCloud's Document Paid trigger can set a Deposit paid property on the deal. QuoteCloud Payments is on Essentials and up.

  • Each signer on the timeline

    Add a Zap on Recipient Signed Document for a note per signature, and keep this one for the stage.

Build it with a free trial

Zapier access is on QuoteCloud's Essentials plan and up. Start a free 14-day trial, connect HubSpot and test with a sample deal.

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Build it in five steps

  1. Keep the deal ID in the quote

    Quotes created from the deal carry its Record ID in a data item.

  2. Start with Document Signing Complete

    In Zapier, choose QuoteCloud and Document Signing Complete, and test it with a fully signed test quote.

  3. Find the deal

    Add HubSpot's Find Deal, searching on Record ID mapped from the data item.

  4. Update the deal

    Add Update Deal: the closed won stage, the amount from the total and the close date from the signed date.

  5. Test with two signers

    Send a test quote to two @example.com signers, sign as both, check the test deal, then switch the Zap on.

Questions about this recipe

Should I use Document Signing Complete or Recipient Signed Document?

Use Document Signing Complete to change the deal's stage: it fires once every signer has signed. Recipient Signed Document fires for each signer, so with two signers the deal would close after the first. It's the right trigger for a note per signature.

Can the deal amount be the signed total?

Yes, when the trigger carries the document's total, which you can check in the Zap's test data. Map it into the Amount field in Update Deal. The total includes the optional items the buyer ticked, so the deal shows what was actually signed.

Can the signed PDF go into HubSpot or Google Drive?

QuoteCloud's Generate or Fetch Document PDF Link gives a short-lived link, so upload the file in the same Zap, for example with Google Drive's Upload File. Don't store the link itself: it stops working.

Does this Zap carry a QuoteCloud document fee?

No. It reads a signed document and updates HubSpot; it doesn't create a document. The per-document fee applies to documents created through Zapier or the API. Zapier access itself is on the Essentials plan and up.

More HubSpot questions

More on QuoteCloud and HubSpot

Six recipes with the exact Zapier steps, then how to connect, test and what it costs.

Closed won, the minute it's signed.

Start a free 14-day trial and build the Zap that closes your HubSpot deals on signature.

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