See quote views and signatures on the HubSpot deal
When a buyer opens your quote for the first time, or signs it, a Zap writes it on the HubSpot deal: a note on the timeline, a property you can report on, or both.
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- Building QuoteCloud since 2013
Build a Zap that starts with QuoteCloud's Recipient First Viewed Document trigger, finds the deal with HubSpot's Find Deal search and adds a note with Create Engagement. A second Zap on Recipient Signed Document can set a deal property such as Quote status with Update Deal. The deal's owner sees both on the record.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, an illustration of the Wexley Distribution Group deal's timeline: deal created, stage changed to Quote sent, then notes added by Zaps when Carla Mendes and Tom Haddow first viewed Ashcombe Partners' statement of work AP-SOW-1186, and the quote status set to signed by Carla Mendes. In front, the document's activity in QuoteCloud: sent, first viewed by Carla, first viewed by Tom, signed by Carla.
Knowing when it's opened is half the follow-up
Ashcombe Partners, a strategy consultancy, sends statements of work that several people read before anyone signs. Partner Imogen Hart works from the HubSpot deal, not from QuoteCloud's dashboard.
QuoteCloud already records when each recipient first opens a document and when each one signs. These two Zaps copy that news to the deal, where Imogen and her pipeline reports look.
Recipe 1: a first view becomes a note
Three steps, plus an optional alert for the team.
ZapFirst view: note on the deal
-
When
QuoteCloudTriggerRecipient First Viewed DocumentFires the first time a recipient opens the document.Passes on
- Recipient name
- Viewed at
- Document reference
- HubSpot deal ID (data item)
-
Then
HubSpotSearchFind DealSearches on Record ID, using the deal ID the quote kept in a data item.Searches on
- Record ID
-
Then
HubSpotActionCreate EngagementEngagement type Note, associated with the deal and its contact.Mapped in
- Type: Note
- Body
- Deal
- Contact
-
Or
SlackAction · optionalSend Channel MessageTell the channel too.Mapped in
- Channel
- Message
Carla Mendes opens the statement of work at 8:52 am. A minute later the note is on the Wexley deal, and Imogen calls while the scope is fresh in Carla's mind.
Result
A timeline note for each recipient's first view, with the time and the document's reference, written by the Zap.
Zapier access: Essentials and up
How consultancies connect QuoteCloudRecipe 2: each signature sets a property
ZapSigned by a recipient: deal property
-
When
QuoteCloudTriggerRecipient Signed DocumentFires each time one signer signs.Passes on
- Signer name
- Signed at
- Document reference
- HubSpot deal ID (data item)
-
Then
HubSpotSearchFind DealSearches on
- Record ID
-
Then
HubSpotActionUpdate DealSets a custom deal property you created, such as Quote status.Mapped in
- Quote status
- Last signed by
With two signers, Recipient Signed Document fires twice. For the moment everyone has signed, use Document Signing Complete instead and move the deal to closed won.
Result
A Quote status property you can filter and report on in HubSpot: Signed by Carla Mendes.
Zapier access: Essentials and up
What the owner sees on the deal
The document's activity in QuoteCloud, and the notes and property the Zaps wrote.
Activity
- Sent to Carla Mendes and Tom HaddowMon 19 Oct, 3:10 pm
- First viewed by CarlaTue 20 Oct, 8:52 am
- First viewed by TomWed 21 Oct, 10:20 am
- Signed by Carla MendesWed 21 Oct, 4:05 pm · 1 of 2
Accept and sign
1 of 2 signed
- Carla MendesChief Operating Officer Signed21 Oct 2026
- Tom HaddowProcurement manager Awaiting signature
Certificate of authenticity and audit trail attached
2 Zaps
- Recipient First Viewed Document
- Recipient Signed Document
- Find Deal
- Create Engagement
- Update Deal
Deal · ID 31502877Wexley Distribution Group · Warehouse operations review
- Qualified
- Proposal
- Quote sent
- Closed won
- Amount
- $35,000.00
- Deal owner
- Imogen Hart
- Contact
- Carla Mendes
- Company
- Wexley Distribution Group
- Quote status
- Signed by Carla Mendes Updated by a Zap
- Last quote view
- Wed 21 Oct, 10:20 am Updated by a Zap
Activity timeline
- Quote status: Signed by Carla MendesDeal property updated by the signing ZapWed 21 Oct · 4:06 pm · Added by a Zap
- Quote first viewed by Tom HaddowNote: AP-SOW-1186Wed 21 Oct · 10:21 am · Added by a Zap
- Quote first viewed by Carla MendesNote: AP-SOW-1186 opened for the first timeTue 20 Oct · 8:53 am · Added by a Zap
- Stage changed to Quote sentBy Imogen HartMon 19 Oct · 3:12 pm
- Deal createdBy Imogen HartMon 12 Oct · 2:15 pm
Illustration with sample data: a generic CRM record, not HubSpot’s screen.
Field map for these recipes
| HubSpot: HubSpot field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Recipe 1 · first view | |||||
| Record ID (Find Deal) | QuoteCloud to HubSpot | HubSpot deal ID | Search value | 31502877 |
The data item the quote kept when it was created. |
| Note body (Create Engagement) | QuoteCloud to HubSpot | Recipient name, viewed at, reference | Note | Quote first viewed by Carla Mendes · AP-SOW-1186 · Tue 20 Oct, 8:52 am |
|
| Last quote view (custom date property) | QuoteCloud to HubSpot | Viewed at | Deal property | Wed 21 Oct, 10:20 am |
Optional: add Update Deal to the same Zap. |
| Recipe 2 · each signature | |||||
| Record ID (Find Deal) | QuoteCloud to HubSpot | HubSpot deal ID | Search value | 31502877 |
|
| Quote status (custom property) | QuoteCloud to HubSpot | Signer name | Deal property | Signed by Carla Mendes |
Write 'Signed by ' then map the signer's name. |
Create the custom deal properties in HubSpot before you map them. All values are sample data.
Variations on these recipes
Alert the team as well
Add Send Channel Message for Slack or Microsoft Teams in the same Zap, so the owner hears about the view straight away.
Only for bigger deals
Add a Filter by Zapier step after Find Deal, for example to continue only when the deal's amount is over $20,000.
A task instead of a note
Set Create Engagement's type to Task and assign it to the deal owner: a call to make, not just a line on the timeline.
A property for reports and lists
Use Update Deal with a date property such as Last quote view, so HubSpot views and reports can sort deals by it.
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
Keep the deal ID in the quote
Quotes created from the deal carry its Record ID in a data item. For others, add the data item when you create the quote.
Start with Recipient First Viewed Document
In Zapier, choose QuoteCloud and the Recipient First Viewed Document trigger, then test it with a document you've opened.
Find the deal
Add HubSpot's Find Deal search on Record ID, mapped from the HubSpot deal ID data item.
Add the note
Add Create Engagement, type Note, with a body built from the recipient's name, the time and the reference.
Test, then turn it on
Open a test quote sent to an @example.com address, check the note on the test deal, then switch the Zap on.
Questions about this recipe
Does every view create a note?
No. Recipient First Viewed Document fires the first time a recipient opens the document, so later views add nothing to the deal. QuoteCloud's own activity still shows the document's history for the sender.
How does the Zap find the right HubSpot deal?
It needs a value both apps share. Keep the deal's Record ID in a data item when the quote is created, then Find Deal searches on it. If a quote wasn't created from HubSpot, search on something else you keep in both, such as the deal name used as the document title.
Can the note go on the contact instead of the deal?
Yes. HubSpot's Create Engagement action creates the note for a contact and has association fields for other records such as the deal. Choose the records your team looks at, and check the association in the Zap's test before turning it on.
What's the difference between Recipient Signed Document and Document Signing Complete?
Recipient Signed Document fires each time one signer signs, which suits a note or a status. Document Signing Complete fires once every signer has signed, which suits moving the deal to closed won.
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.
- 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.
Follow up while the quote is still open.
Start a free 14-day trial and log your first quote view on a HubSpot deal.