Create quotes from HubSpot deals
When a deal reaches your proposal stage, a Zap creates the quote from your QuoteCloud template with the deal's name, amount, owner and contact filled in, ready for the rep to check and send.
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- Building QuoteCloud since 2013
Build a Zap that starts with HubSpot's Updated Deal Stage trigger and runs QuoteCloud's Create Document with your template. Map the deal's name, Record ID, amount and owner into data items and add the contact as recipient. Leave the quote as a draft for the rep, or add Send Document to send it straight away.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ambergrove Digital's draft campaign proposal AD-P-2231 for Kinroy Outdoor Co., its data items filled from the HubSpot deal: deal name, HubSpot deal ID 31447512, prepared by Rina Takahashi, company and the agreed budget of $12,000. In front, an illustration of the deal at the Proposal stage, owned by Rina Takahashi, contact Elena Marsh.
The deal is in HubSpot. The quote shouldn't start from blank.
Ambergrove Digital, a marketing agency, runs every new client as a HubSpot deal. By the time account director Rina Takahashi is ready to quote, the deal already holds the client's name, the agreed budget, the owner and the contact. Copying those into a proposal by hand is slow, and it's where the typos come from.
With one Zap, moving the deal to Proposal is all Rina does. QuoteCloud creates the proposal from the agency's campaign template, fills its data items from the deal and adds Elena Marsh as the recipient. Rina edits the strategy section and sends it.
- The template decides the content, the price table and the options; the Zap fills the details.
- The quote can wait as a draft for the rep, or go out straight away for small standard deals.
- The deal's Record ID goes into a data item, so later Zaps can find the deal again.
The recipe: deal stage to draft quote
Most of the steps are lookups. Every name is the exact event you pick in Zapier.
ZapDeal reaches Proposal: draft quote
-
When
HubSpotTriggerUpdated Deal StagePick the pipeline and the stage that means a quote is needed, such as Proposal.Passes on
- Record ID
- Deal name
- Amount
- Deal owner ID
- Close date
-
Then
HubSpotSearchGet Owner by IDTurns the deal owner's ID into a name for the quote.Searches on
- Deal owner ID
-
Then
HubSpotSearchFind AssociationsFinds the contact associated with the deal.Searches on
- Record ID
-
Then
HubSpotActionGet ContactReads the contact's name, email and company.Mapped in
- Contact ID
-
Then
QuoteCloudSearchFind or Create ContactUses the contact already in QuoteCloud, or creates it.Searches on
- First name
- Last name
- Company
-
Then
QuoteCloudActionCreate DocumentFrom your template. Data items take the deal's details; price-table rows are optional.Mapped in
- Template
- Deal name
- HubSpot deal ID
- Prepared by
- Company
- Agreed budget
-
Then
QuoteCloudActionAdd Document RecipientMapped in
- Document
- Contact
-
Paths
Paths by ZapierPathsSend now, or leave a draft.
- Path A · small standard dealsAmount under $5,000: QuoteCloud's Send Document sends it straight away.
- Path B · everything elseNo more steps: the quote waits as a draft for the rep to edit and send.
-
Or
HubSpotAction · optionalUpdate DealWrites the quote's reference to a custom deal property.Mapped in
- Quote reference
Find Associations and Get Contact are only needed when the trigger doesn't already carry the contact's details: check your Zap's test data. The field map lists every field.
Rina moves the Kinroy Outdoor Co. deal to Proposal at 9:02 am. At 9:04 the draft is waiting in QuoteCloud with the deal's name, the budget and her name filled in, and Elena Marsh added as the recipient.
Result
A draft proposal from the agency's template, filled with the deal's details two minutes after the stage change. Rina edits the strategy section and sends it herself.
Essentials and up · per-document fee for documents a Zap creates
How marketing agencies connect QuoteCloudThe deal goes in, the draft comes out
The draft AD-P-2231 in QuoteCloud, beside the deal that started it.
Data items filled by the Zap
Deal name- Kinroy Outdoor Co. · Spring launch campaignFrom HubSpot · Deal name
HubSpot deal ID- 31447512From HubSpot · Record ID
Prepared by- Rina TakahashiFrom HubSpot · Deal owner
Company- Kinroy Outdoor Co.From HubSpot · Company name
Agreed budget- $12,000From HubSpot · Amount
Campaign investment
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Spring launch | $12,000 | ||
Strategy & media planAudience research, channel plan and launch KPIs
|
1 | $3,200 | $3,200.00 |
Paid social set-upTwo platforms: campaigns, audiences and tracking
|
1 | $2,400 | $2,400.00 |
Launch contentShort videos and carousels
|
8 pieces | $450 | $3,600.00 |
Landing pageDesigned, built and tested
|
1 | $2,800 | $2,800.00 |
| Add if you'd like Tick to add | |||
Email welcome sequenceFour emails for new subscribers
|
1 | $1,500 | $1,500.00 |
- Subtotal
- $12,000.00
- Tax (10%)
- $1,200.00
- Total
- $13,200.00
- Plus, monthly
- $0.00/mo
Zap
- Updated Deal Stage
- Create Document
- Add Document Recipient
Deal · ID 31447512Kinroy Outdoor Co. · Spring launch campaign
- Qualified
- Proposal
- Quote sent
- Closed won
- Amount
- $12,000.00
- Deal owner
- Rina Takahashi
- Contact
- Elena Marsh
- Company
- Kinroy Outdoor Co.
- Close date
- 30 Oct 2026
- Quote reference
- AD-P-2231 Updated by a Zap
Activity timeline
- Quote reference set to AD-P-2231Draft quote created in QuoteCloudTue 20 Oct · 9:04 am · Added by a Zap
- Stage changed to ProposalBy Rina TakahashiTue 20 Oct · 9:02 am
- Deal createdBy Rina TakahashiMon 19 Oct · 4:40 pm
Illustration with sample data: a generic CRM record, not HubSpot’s screen.
A Zap never ticks options or chooses content blocks: the email sequence stays for Elena to tick.
Field map for this recipe
What each step maps, with the sample values from the Kinroy Outdoor Co. deal.
| HubSpot: HubSpot field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Into the document (Create Document, Add Document Recipient) | |||||
| Deal name | HubSpot to QuoteCloud | Deal name | Data item | Kinroy Outdoor Co. · Spring launch campaign |
Also a good document title. |
| Record ID | HubSpot to QuoteCloud | HubSpot deal ID | Data item | 31447512 |
The shared value later Zaps search on to find this deal. |
| Amount | HubSpot to QuoteCloud | Agreed budget | Data item | $12,000 |
Shown in the text; the price table's total comes from its own rows. |
| Deal owner (from Get Owner by ID) | HubSpot to QuoteCloud | Prepared by | Data item | Rina Takahashi |
|
| Company name (from Get Contact) | HubSpot to QuoteCloud | Company | Data item | Kinroy Outdoor Co. |
|
| Email (from Get Contact) | HubSpot to QuoteCloud | Contact email | Contact field | elena.marsh@example.com |
Find or Create Contact matches on it; Add Document Recipient adds that contact. |
| First name, Last name | HubSpot to QuoteCloud | Contact name | Contact field | Elena Marsh |
|
| Optional | |||||
| A value you map | HubSpot to QuoteCloud | Price-table row: label, note, price, qty | Price-table column | Strategy & media plan · $3,200 · 1 |
Create Document can add rows with a label, note, price, qty, term, tax and discount. Deal line items are not covered here. |
| Quote reference (custom deal property) | QuoteCloud to HubSpot | Document reference | Deal property | AD-P-2231 |
The optional Update Deal step. |
HubSpot names are its default properties; data item names are the ones in your template. All values are sample data.
Variations on this recipe
Small changes to the same Zap, each one an extra step or a different trigger.
Only some pipelines or deal types
Add a Filter by Zapier step after the trigger, for example to continue only when the pipeline is New business.
Start when the deal is created
Use HubSpot's New Deal trigger instead of Updated Deal Stage when every new deal needs a quote.
A different template per deal type
Use Paths by Zapier on a deal property, with a Create Document step and its own template in each path.
Tell the rep the draft is ready
Add Send Channel Message after Create Document: Slack or Microsoft Teams.
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.
Build it in five steps
Add data items to the template
In QuoteCloud, add data items such as Deal name, HubSpot deal ID and Prepared by to the template the quote starts from. Custom data items are on Essentials and up.
Start with Updated Deal Stage
In Zapier, choose HubSpot's Updated Deal Stage trigger, your pipeline and the stage that means a quote is needed.
Look up the owner and the contact
Add Get Owner by ID, and Find Associations with Get Contact if the trigger doesn't carry the contact.
Create the document
Add QuoteCloud's Find or Create Contact, then Create Document with your template, then Add Document Recipient.
Test, then turn it on
Move a test deal with an @example.com contact to the stage, check the draft in QuoteCloud, then switch the Zap on.
Questions about this recipe
Which HubSpot trigger should start the quote?
Updated Deal Stage, when a quote belongs to one stage of your pipeline, or New Deal when every new deal needs a quote. Both are HubSpot triggers in Zapier. Add a Filter by Zapier step if only some pipelines or deal types should create a quote.
Can the deal's products become price-table rows?
Create Document can add price-table rows with a label, note, price, quantity, term, tax and discount from values you map. Reading every line item on a HubSpot deal into separate rows isn't covered by these recipes, so most teams keep products in the template's price table and map deal details into data items.
Will the quote be sent automatically?
Only if you add QuoteCloud's Send Document step. Without it the quote stays as a draft for the rep to check, edit and send. Many teams send straight away only for small standard deals, using a Zapier path or filter on the deal amount.
Does each quote the Zap creates carry a fee?
Yes. Documents created through Zapier or the API carry a per-document fee of US$2.00, $1.80 or $1.60 by volume, and Zapier access is on the Essentials plan and up. The steps that only read or update HubSpot don't create documents.
More on QuoteCloud and HubSpot
Six recipes with the exact Zapier steps, then how to connect, test and what it costs.
- 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.
- Connect HubSpot to QuoteCloud, step by stepSign in to both apps in Zapier, pick a trigger, map the fields, test with sample data and turn it on.
- 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.
A draft quote, the moment the deal is ready.
Start a free 14-day trial, add data items to your template and build the Zap with a test deal.