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Follow up expired and lost quotes in HubSpot

An expired quote becomes a task for the deal's owner; a lost one moves the deal to closed lost with a note. Nothing slips because nobody happened to look.

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Build two Zaps. QuoteCloud's Document Expired trigger finds the deal with HubSpot's Find Deal and runs Create Engagement to add a task for the owner. Document Lost finds the deal and runs Update Deal to set the stage to closed lost, with a note. A Filter by Zapier step skips deals that are already closed.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, an illustration of the Orrin Marine Supplies deal's timeline: deal created, quote sent, then a task for Rafael Ortega to call Jess Kowal, added by a Zap when Ashcombe Partners' retainer proposal AP-R-1192 expired unsigned, and the quote status set to Expired. In front, the proposal's activity in QuoteCloud: sent, first viewed by Jess, expired unsigned.

Quotes go quiet. Deals shouldn't.

Ashcombe Partners puts an expiry date on every proposal. Principal Rafael Ortega's operations retainer for Orrin Marine Supplies was opened once by Jess Kowal and then passed its expiry date unsigned. In HubSpot, the deal still said Quote sent.

Two Zaps close the gap. An expired quote becomes a task for the deal's owner, due the next working day. A quote marked lost moves the deal to closed lost, with a note saying why.

Expired: a task for the deal owner

ZapQuote expired: task for the owner

  1. When QuoteCloudTriggerDocument ExpiredFires when a document passes its expiry date unsigned.Passes on
    • Document reference
    • Recipient
    • HubSpot deal ID (data item)
  2. Then HubSpotSearchFind DealSearches on
    • Record ID
  3. Only if Filter by ZapierFilterOnly continue if the deal stage is not Closed won or Closed lost.
  4. Then HubSpotActionCreate EngagementEngagement type Task, Assigned To the deal's owner, associated with the deal.Mapped in
    • Type: Task
    • Assigned To
    • Subject
    • Due date
    • Deal
  5. Or HubSpotAction · optionalUpdate DealMapped in
    • Quote status: Expired

AP-R-1192 expires at midnight on Monday. Rafael starts Tuesday with a task on the Orrin deal: call Jess about the retainer, with the reference in the subject.

Result

No expired quote goes unnoticed: each one is a dated task for the person who owns the deal.

Zapier access: Essentials and up

Retainers and renewals for consultancies

Lost: the deal moves to closed lost

ZapQuote lost: deal closed lost

  1. When QuoteCloudTriggerDocument LostFires when a document's status becomes Lost.Passes on
    • Document reference
    • HubSpot deal ID (data item)
  2. Then HubSpotSearchFind DealSearches on
    • Record ID
  3. Then HubSpotActionUpdate DealMapped in
    • Deal stage: Closed lost
    • Closed lost reason
  4. Or HubSpotAction · optionalCreate EngagementA note for the next time someone looks at the account.Mapped in
    • Type: Note
    • Body
    • Deal

How a document becomes Lost depends on how your team uses statuses in QuoteCloud: test with one you mark lost yourself.

Fennimore Health Group decides to run its change program in-house. Sasha Brennan marks the statement of work lost in QuoteCloud, and the deal closes as lost in HubSpot with her reason.

Result

The pipeline loses the deal the moment the quote does, so forecasts and win rates stay honest.

Zapier access: Essentials and up

The expired quote, and the task it left

Ashcombe PartnersRetainer proposal AP-R-1192 Sample · fictional business

Retainer

ItemQtyRateAmount
Advisory$2,400
Kick-off workshopHalf a day with the leadership team
1 $2,400 $2,400.00
Operations advisoryFour days a month, invoiced monthly by Ashcombe
Monthly $6,800 $6,800.00/mo
Subtotal
$2,400.00
Tax (10%)
$240.00
Total
$2,640.00
Plus, monthly
$6,800.00/mo

Activity

  1. Sent to Jess KowalMon 5 Oct, 10:00 am
  2. First viewed by JessTue 6 Oct, 7:45 pm
  3. Expired, unsignedMon 19 Oct · the expiry date set on the proposal
AP-R-1192: opened once, then expired unsigned on Mon 19 Oct.

Zap

  1. Document Expired
  2. Find Deal
  3. Create Engagement
CRM · DealAshcombe Partners Illustration · sample data

Deal · ID 31478830Orrin Marine Supplies · Advisory retainer

  1. Qualified
  2. Proposal
  3. Quote sent
  4. Closed won
Amount
$2,400 + $6,800 a month
Deal owner
Rafael Ortega
Contact
Jess Kowal
Company
Orrin Marine Supplies
Quote status
Expired Updated by a Zap
Next step
Call Jess about the retainer

Activity timeline

  1. Quote status set to ExpiredDeal property updatedMon 19 Oct · 12:01 am · Added by a Zap
  2. Task for Rafael Ortega: call Jess KowalAP-R-1192 expired unsigned. Due Tue 20 OctMon 19 Oct · 12:01 am · Added by a Zap
  3. Stage changed to Quote sentBy Rafael OrtegaMon 5 Oct · 10:02 am
  4. Deal createdBy Rafael OrtegaMon 28 Sep · 11:30 am

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

The Orrin deal: a task for Rafael and the quote status, both from the Zap.

And when a quote is lost

Fennimore's deal closes as lost the moment the statement of work is marked lost, with the reason on the timeline.

Closed lost reason is a standard deal property; map it from a fixed text plus the document's reference, or keep the reason in the note.

The won side: closed won on signature
CRM · DealAshcombe Partners Illustration · sample data

Deal · ID 31460219Fennimore Health Group · People & change program

  1. Qualified
  2. Proposal
  3. Quote sent
  4. Closed lost
Amount
$64,000.00
Deal owner
Sasha Brennan
Contact
Hamish Cole
Company
Fennimore Health Group
Closed lost reason
Lost in QuoteCloud: AP-SOW-1173 Updated by a Zap
Close date
21 Oct 2026 Updated by a Zap

Activity timeline

  1. Note: why it was lostHamish chose to run the program in-house this year. Review again in March.Wed 21 Oct · 3:22 pm · Added by a Zap
  2. Stage changed to Closed lostAP-SOW-1173 marked Lost in QuoteCloudWed 21 Oct · 3:22 pm · Added by a Zap
  3. Stage changed to Quote sentBy Sasha BrennanMon 12 Oct · 1:40 pm
  4. Deal createdBy Sasha BrennanMon 21 Sep · 9:10 am

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

Field map for both Zaps

Expired and lost: QuoteCloud fields and where they land in HubSpot
HubSpot: HubSpot fieldDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Expired · Create Engagement (task)
Subject QuoteCloud to HubSpot Recipient name and reference Task Call Jess Kowal: AP-R-1192 expired unsigned
Assigned To QuoteCloud to HubSpot The deal owner (from Find Deal) Task Rafael Ortega
Due date QuoteCloud to HubSpot A date you set in the step Task Tue 20 Oct 2026
Quote status (custom property) QuoteCloud to HubSpot A fixed value Deal property Expired
Lost · Update Deal
Deal stage QuoteCloud to HubSpot A fixed value Deal property Closed lost
Closed lost reason QuoteCloud to HubSpot Fixed text and the reference Deal property Lost in QuoteCloud: AP-SOW-1173

Both Zaps find the deal by its Record ID, kept in a data item. All values are sample data.

Variations on these Zaps

  • Tell the channel

    Add Send Channel Message for Slack or Microsoft Teams when a big quote expires.

  • Only deals worth chasing

    Extend the filter: continue only when the deal's amount is over a figure you choose.

  • Hand it to a HubSpot workflow

    Set a property such as Quote status to Expired and let your own HubSpot workflow decide what happens next.

Never lose track of a quote again

Start a free 14-day trial of QuoteCloud and connect it to HubSpot through Zapier.

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Build the expired Zap in five steps

  1. Set expiry dates on your quotes

    Give each QuoteCloud quote an expiry date, and keep the HubSpot deal ID in a data item.

  2. Start with Document Expired

    In Zapier, choose QuoteCloud's Document Expired trigger.

  3. Find the deal and filter

    Add HubSpot's Find Deal, then a Filter by Zapier step that skips deals already closed.

  4. Add the task

    Add Create Engagement as a Task, assigned to the deal owner, with the reference in the subject.

  5. Test with a short expiry

    Send a test quote to an @example.com address that expires the next day, check the task, then turn the Zap on.

Questions about this recipe

Can a Zap remind the buyer before the quote expires?

These recipes start when a quote has expired or is lost; they don't email the buyer. QuoteCloud's Expiring Soon filter shows what's about to expire, and customer reminders are a QuoteCloud feature on the Business plan.

Who gets the task?

Whoever owns the deal. Find Deal returns the deal's owner, and Create Engagement's Assigned To field takes it. You can also assign every expired-quote task to one person, such as a sales manager.

What if the deal was already won another way?

The Filter by Zapier step after Find Deal stops the Zap when the deal is already closed won or closed lost, so no one gets a task for a deal that's done.

Do these Zaps carry a QuoteCloud document fee?

No. They read QuoteCloud events and update HubSpot; they don't create documents. Zapier access 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.

Every quiet quote gets a next step.

Start a free 14-day trial and turn expired quotes into tasks in HubSpot.

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