Connect HubSpot to QuoteCloud, step by step
Everything happens in Zapier: connect both accounts once, then build each Zap from a trigger, its actions and the fields you map. Here's the first one, with sample data.
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You need QuoteCloud on Essentials or higher, a HubSpot account and a Zapier account. In Zapier, create a Zap, choose a trigger in one app and an action in the other, and sign in to QuoteCloud and HubSpot when asked. Map the fields, test with a test deal and an @example.com contact, then turn the Zap on.
Last reviewed by the QuoteCloud team
Three illustrative Zap editor panels with sample data, taking turns at the front. Step 1: HubSpot's Updated Deal Stage trigger on the Sales pipeline, stage Proposal; the test found the Kinroy Outdoor Co. deal. Step 6: QuoteCloud's Create Document with the campaign proposal template and four data items mapped from earlier steps; the test created draft AD-P-2231. And HubSpot's Find Deal, searching on Record ID.
Six steps to your first Zap
Check your plans
QuoteCloud's Zapier access is on Essentials and up. You also need a HubSpot account and a Zapier plan that covers the tasks your Zaps will run.
Prepare the template
Add the data items your Zaps will fill, such as Deal name and HubSpot deal ID, to the QuoteCloud template. Custom data items are on Essentials and up.
Create a Zap, pick the trigger
In Zapier, choose HubSpot or QuoteCloud as the trigger app and its event, such as Updated Deal Stage or Document Signing Complete.
Sign in to both apps
Zapier asks you to connect QuoteCloud and HubSpot the first time you use each. Use accounts that can see the deals and templates the Zap needs.
Add actions, map fields
Add each step, such as Find Deal then Update Deal, and map fields from earlier steps. The field map lists what goes where.
Test, then turn it on
Test each step with a test deal and an @example.com contact, check both apps, then switch the Zap on.
Step 1: the trigger, and its test data
Choose HubSpot, then Updated Deal Stage, then your pipeline and the stage that means a quote is needed. Zapier fetches a recent deal as test data.
Check that test deal has everything you plan to map: the name, amount, owner and Record ID. If a field is missing, HubSpot's trigger has an option for additional properties to retrieve.
The full recipe: quotes from deals1HubSpotTrigger
Updated Deal Stage
- Account
- Ambergrove Digital (HubSpot)
- Pipeline
- Sales pipeline
- Stage
- Proposal
Test: Found a deal: Kinroy Outdoor Co. · Spring launch campaign
Illustration with sample data, not Zapier’s screen.
Step 6: Create Document, mapped
Choose QuoteCloud and Create Document, pick the template, then map each data item to a field from an earlier step. The numbers show which step each value comes from.
- Data items take text, numbers and dates from HubSpot.
- Price-table rows are optional: label, note, price, qty, term, tax and discount.
- Options and content blocks stay as your template sets them: a Zap never ticks options.
Each document a Zap creates carries the per-document fee
What the per-document fee comes to6QuoteCloudAction
Create Document
- Template
- Campaign proposal
- Data item · Deal name
- 1. Deal name
- Data item · HubSpot deal ID
- 1. Record ID
- Data item · Prepared by
- 2. Owner first name + last name
- Data item · Agreed budget
- 1. Amount
Test: Draft AD-P-2231 created in QuoteCloud
Illustration with sample data, not Zapier’s screen.
Ready to build your first Zap?
Start a free 14-day trial of QuoteCloud, then connect it to HubSpot in Zapier.
Finding the deal again
Zaps that start in QuoteCloud have to find the HubSpot deal. Find Deal searches on a property you choose; the Record ID the quote kept in a data item is the surest match.
Without it, search on a value you keep in both apps, such as the deal name used as the document title, and test with deals whose names look alike.
When Find Deal finds nothing2HubSpotSearch
Find Deal
- Search by
- Record ID
- Value
- HubSpot deal ID (the data item from step 1)
- If no deal is found
- Stop the Zap and show it as halted
Test: Found deal 31447512
Illustration with sample data, not Zapier’s screen.
Before you start
QuoteCloud Essentials or higher
Zapier and API access, custom data items and Form Builder are on Essentials and up.
A Zapier plan for your volume
Each step a Zap runs uses Zapier tasks; paths and filters depend on your Zapier plan.
Test records only
A test deal, a test template and @example.com contacts, so nothing reaches a real client.
HubSpot properties first
Create custom deal and contact properties, such as Quote status, before you map them.
Set-up questions
Do I need a developer to connect HubSpot to QuoteCloud?
No. Zapier is built for people who aren't developers: you pick a trigger, actions and the fields to map. A developer can use QuoteCloud's API instead, which is also on the Essentials plan and up.
Which accounts should I connect in Zapier?
Connect QuoteCloud and HubSpot with accounts that can see the templates, documents and deals the Zap uses. Many teams use a shared admin account so Zaps keep running when someone leaves.
Where do I start: HubSpot or QuoteCloud?
With whichever app the event happens in. A deal reaching a stage starts in HubSpot; a quote being viewed, signed, expiring or a form being submitted starts in QuoteCloud. Each Zap has one trigger and runs one way.
How do I test without contacting a real client?
Use a test deal, a test template and contacts at @example.com addresses. A test of Create Document makes a real document in QuoteCloud, so keep tests few and archive them afterwards.
More on QuoteCloud and HubSpot
Six recipes with the exact Zapier steps, then how to connect, test and what it costs.
- Create quotes from HubSpot dealsA deal reaches your proposal stage and a draft quote is created from your template, filled with the deal's details.
- See quote activity on the HubSpot dealFirst views and signatures logged on the deal, so the owner knows when to follow up.
- Move the deal to closed won on signatureWhen every signer has signed, the deal's stage, amount and close date update.
- Keep HubSpot and QuoteCloud contacts matchedNew HubSpot contacts found or created in QuoteCloud, and new QuoteCloud contacts created or updated in HubSpot.
- Follow up expired and lost quotesAn expired quote becomes a task for the deal owner; a lost one moves the deal to closed lost.
- Send document form answers to HubSpotAnswers from a form in a QuoteCloud document update the contact's or deal's properties.
- HubSpot to QuoteCloud field mapEvery field the recipes on this site pass, which way it goes and where it lands.
- Test and troubleshoot your HubSpot ZapsTest with sample data, then fix the usual problems: no deal found, echoes, missing fields, expired PDF links.
- What the HubSpot connection can and can't doThe honest limits: one way per Zap, no ticking options, short-lived PDF links, plans and fees.
- What the HubSpot connection costsThe plan you need and the per-document fee for documents created through Zapier, worked out for your volume.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and HubSpot.
Your first Zap, this afternoon.
Start a free 14-day trial, connect HubSpot in Zapier and test with a sample deal.