Keep HubSpot and QuoteCloud contacts matched
Two small Zaps, one for each direction, keep your QuoteCloud contacts and your HubSpot contacts matched on email address, so quotes reach the right person and new recipients reach your CRM.
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Use two Zaps. The first starts with HubSpot's New Contact trigger and runs QuoteCloud's Find or Create Contact. The second starts with QuoteCloud's New Contact Created trigger and runs HubSpot's Create or Update Contact, which matches on email address. Each Zap runs one way; together they cover both directions.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Plinthwork's QuoteCloud contacts: Noor Haddad, found or created by a Zap from HubSpot; Ivo Petrov, added in QuoteCloud and sent to HubSpot; Lena Albright, found by a Zap. In front, an illustration of Noor Haddad's contact record: head of facilities at Calloway Retail Group, noor.haddad@example.com, owner Theo Marchetti.
Two address books drift apart
Plinthwork's account executives add contacts in HubSpot after discovery calls. While quoting, they add people in QuoteCloud too: a procurement lead, a finance director who has to sign. Without a link, one list always lags behind the other.
Matching on the email address keeps it simple: the same email is the same person in both apps. Two Zaps do the rest, one in each direction.
Zap 1: from HubSpot into QuoteCloud
ZapNew HubSpot contact: find or create in QuoteCloud
-
When
HubSpotTriggerNew ContactFires when a contact is added in HubSpot.Passes on
- First name
- Last name
- Company name
- Only if Filter by ZapierFilterOnly continue if Email exists: QuoteCloud matches on it.
-
Then
QuoteCloudSearchFind or Create ContactFinds the contact by email, or creates it with the name and company.Searches on
- First name
- Last name
- Company
Theo adds Noor Haddad, head of facilities at Calloway Retail Group, after the discovery call. The Zap finds her in QuoteCloud by email, or creates her, so she's there when the quote is.
Result
Every new HubSpot contact with an email is in QuoteCloud, without duplicates.
Zapier access: Essentials and up
How software vendors connect QuoteCloudZap 2: from QuoteCloud back to HubSpot
ZapNew QuoteCloud contact: create or update in HubSpot
-
When
QuoteCloudTriggerNew Contact CreatedFires when a contact is added in QuoteCloud.Passes on
- First name
- Last name
- Company
-
Then
HubSpotActionCreate or Update ContactCreates the contact, or updates the one with the same email address.Mapped in
- Contact Email
- First name
- Last name
- Company name
A contact created by Zap 1 also fires Zap 2. Create or Update Contact then finds the same email and only updates it: no duplicate, just one extra Zap task.
While quoting Calloway, Theo adds procurement lead Ivo Petrov in QuoteCloud as a second recipient. The Zap creates Ivo in HubSpot, so he's on the account before the quote is signed.
Result
New QuoteCloud contacts land in HubSpot, matched on email.
Zapier access: Essentials and up
The same people, in both apps
Contacts QuoteCloud address book
- Noor HaddadHead of facilities · Calloway Retail Groupnoor.haddad@example.com Found or created by a Zap from HubSpot
- Ivo PetrovProcurement lead · Calloway Retail Groupivo.petrov@example.com Added in QuoteCloud by Theo · sent to HubSpot
- Lena AlbrightChief Operating Officer · Tidemark Property Serviceslena.albright@example.com Found by a Zap (already in QuoteCloud)
Zap 2
- New Contact Created
- Create or Update Contact
Contact · ID 70391Ivo PetrovProcurement lead · Calloway Retail Group
- ivo.petrov@example.com
- Company
- Calloway Retail Group
- Job title
- Procurement lead
- Contact owner
- Theo Marchetti
Activity timeline
- Contact created by a ZapNew contact in QuoteCloud, matched on email: none found, so createdWed 21 Oct · 9:30 am · Added by a Zap
Illustration with sample data: a generic CRM record, not HubSpot’s screen.
Field map for both Zaps
| HubSpot: HubSpot field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap 1 · HubSpot to QuoteCloud (Find or Create Contact) | |||||
| HubSpot to QuoteCloud | Contact field | noor.haddad@example.com |
The match key. | ||
| First name, Last name | HubSpot to QuoteCloud | Name | Contact field | Noor Haddad |
|
| Company name | HubSpot to QuoteCloud | Company | Contact field | Calloway Retail Group |
|
| Zap 2 · QuoteCloud to HubSpot (Create or Update Contact) | |||||
| Contact Email | QuoteCloud to HubSpot | Contact property | ivo.petrov@example.com |
HubSpot matches on it: an existing contact is updated, not duplicated. | |
| First name, Last name | QuoteCloud to HubSpot | Name | Contact property | Ivo Petrov |
|
| Company name | QuoteCloud to HubSpot | Company | Contact property | Calloway Retail Group |
|
Each Zap runs one way. All values are sample data.
Variations on these Zaps
Copy changes, not only new contacts
Add Zaps on QuoteCloud's Contact Updated and HubSpot's New Contact Property Change, running Update Contact in the other app.
Only contacts you quote
Add a Filter by Zapier step to Zap 1, for example to continue only when the contact's lifecycle stage is Opportunity.
Add new recipients to a list
After Create or Update Contact, HubSpot's Add Contact to List can put new QuoteCloud contacts on a static list.
The company too
HubSpot's Find or Create Company and Create Associations can link a new contact to their company.
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 both Zaps in five steps
Agree the match key
Use the email address: it's what Find or Create Contact and Create or Update Contact match on.
Zap 1: New Contact to Find or Create Contact
HubSpot's New Contact trigger, a Filter by Zapier step on Email, then QuoteCloud's Find or Create Contact.
Zap 2: New Contact Created to Create or Update Contact
QuoteCloud's New Contact Created trigger, then HubSpot's Create or Update Contact with the email mapped.
Test with @example.com contacts
Add a test contact in each app and check it appears once in the other.
Turn both on
Switch both Zaps on, and watch the first day's runs in Zapier's history.
Questions about this recipe
Does this keep both apps identical?
No. Two one-way Zaps copy the moments you choose: a contact created in one app is found, created or updated in the other. Edits outside those triggers, and deletions, aren't copied unless you add Zaps for them, such as QuoteCloud's Contact Updated or Contact Removed triggers.
Will the Zaps create duplicate contacts?
Not when each one matches on email. QuoteCloud's Find or Create Contact uses the contact it finds, and HubSpot's Create or Update Contact updates the contact with the same email. Contacts without an email are skipped by the filter in Zap 1.
Can the two Zaps trigger each other in a loop?
A contact Zap 1 creates in QuoteCloud fires Zap 2 once, which updates the same HubSpot contact. HubSpot's New Contact trigger fires only for new contacts, so it stops there. You use one extra Zapier task, not a loop.
Do contact Zaps carry a QuoteCloud document fee?
No. The per-document fee is for documents created through Zapier or the API. Finding, creating or updating contacts doesn't create documents. Zapier access is on the Essentials plan and up.
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.
- 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.
One person, one email, both apps.
Start a free 14-day trial and keep your HubSpot and QuoteCloud contacts matched.