Create quotes from monday.com deal items
When a deal item's status changes to Quote needed, a Zap creates the quote from your QuoteCloud template with the item's name, owner, budget and contact filled in, ready for the rep to check and send.
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To create a QuoteCloud quote from a monday.com item, build a Zap that starts with monday.com's Specific Column Value Changed in Board trigger on your Status column, filtered to Quote needed. Get Column Values reads the item, and QuoteCloud's Create Document fills your template's data items. Zapier access is on QuoteCloud's Essentials plan and up.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Larkspur Garden Co.'s draft garden design and build proposal LG-2417 for Ava and Leo Marsh, its data items filled from the monday.com item: project, monday item ID 1843092215, prepared by Noah Field, client budget $16,000 and preferred start. In front, an illustration of the Garden leads board with the Marsh item's status set to Quote needed.
Why start the quote from the monday.com item?
Larkspur Garden Co. runs every garden design and build lead as an item on a monday.com deals board. By the time garden designer Noah Field is ready to quote, the item already holds the client's name, the budget, the preferred start date and the email address. Copying them into a proposal by hand is slow, and it's where the typos come from.
With one Zap, changing the item's status to Quote needed is all Noah does. QuoteCloud creates the proposal from the garden design template, fills its data items from the item's columns and adds Ava Marsh as the recipient. Noah adds the planting plan and sends it.
- The template decides the content, the price table and the options; the Zap fills the details.
- Starting from a status change, not a new item, means the columns are filled in before the Zap reads them.
- The item's ID goes into a data item, so later Zaps can set the item's status without searching for it.
How do I create a quote from a monday.com item?
The recipe: a status change to a draft quote. Every name is the exact event you pick in Zapier.
ZapStatus is Quote needed: draft quote
-
When
monday.comTriggerSpecific Column Value Changed in BoardPick the deals board and its Status column.Passes on
- Item ID
- Item name
- New status
- Only if Filter by ZapierFilterOnly continue if the new status is Quote needed.
-
Then
monday.comSearchGet Column ValuesReads every column of the item: owner, budget, start date and email.Searches on
- Board ID
- Item ID
-
Then
QuoteCloudSearchFind or Create ContactUses the contact already in QuoteCloud, or creates it.Searches on
- First name
- Last name
-
Then
QuoteCloudActionCreate DocumentFrom your template. Data items take the item's values; price-table rows are optional.Mapped in
- Template
- Project
- monday item ID
- Prepared by
- Client budget
- Preferred start
-
Then
QuoteCloudActionAdd Document RecipientMapped in
- Document
- Contact
-
Or
monday.comAction · optionalUpdate ItemWrites the quote's reference to a Quote column and moves the status on.Mapped in
- Item ID
- Quote
- Status: Quote drafted
monday.com sends a brand-new item to Zapier as soon as it's created, often before anyone has filled its columns. Starting from a status change avoids half-empty quotes.
Noah sets the Marsh item to Quote needed at 9:02 am. At 9:04 the draft is waiting in QuoteCloud with the project, the budget and his name filled in, and Ava Marsh added as the recipient.
Result
A draft proposal from the garden design template, filled from the item two minutes after the status change. Noah adds the planting plan and sends it himself.
Essentials and up · per-document fee for documents a Zap creates
How garden designers connect QuoteCloudThe item goes in, the draft comes out
The draft LG-2417 in QuoteCloud, beside the item that started it.
Data items filled by the Zap
Project- Marsh residence · backyard makeoverFrom monday.com · Item name
monday item ID- 1843092215From monday.com · Item ID
Prepared by- Noah FieldFrom monday.com · Owner column
Client budget- $16,000From monday.com · Budget column
Preferred start- Mon 16 Nov 2026From monday.com · Start column
Your garden
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Hardscape | $11,230 | ||
Sandstone pavingSawn sandstone, laid on a compacted base
|
38 m² | $125 | $4,750.00 |
Spotted gum deckIncluding posts, bearers and oil finish
|
18 m² | $360 | $6,480.00 |
| Planting & irrigation | $4,000 | ||
Buffalo turfSupplied and laid
|
70 m² | $26 | $1,820.00 |
Drip irrigation, 3 zonesWith a smart controller
|
1 | $2,180 | $2,180.00 |
| Optional extras Tick to add | |||
Garden lightingSix path and uplights on a timer
|
1 | $1,720 | $1,720.00 |
Rainwater tank & pump3,000 L slimline tank
|
1 | $2,400 | $2,400.00 |
- Subtotal
- $15,230.00
- Tax (10%)
- $1,523.00
- Total
- $16,753.00
- Plus, monthly
- $0.00/mo
Zap
- Specific Column Value Changed in Board
- Get Column Values
- Create Document
Garden leadsDeals boardIllustration · sample data
| Item | Owner | Status | Budget | Start | Quote | |
|---|---|---|---|---|---|---|
| Marsh residence · backyard makeover | Noah Field | Quote drafted Updated by a Zap | $16,000 | 16 Nov | ava.marsh |
LG-2417 Updated by a Zap |
| Raman courtyard & terrace | Noah Field | Quote sent | $34,500 | 7 Dec | priya.raman |
LG-2431 |
| Item | Owner | Status | Budget | Start | Quote | |
|---|---|---|---|---|---|---|
| Holloway front garden | Noah Field | New lead | $8,000 | Jan | tom.holloway |
– |
Updated by a Zap
Illustration with sample data: a generic work board, not monday.com’s screen.
A Zap never ticks options or chooses content blocks: the lighting and the rainwater tank stay for Ava and Leo to tick.
Field map for this recipe
What each step maps, with the sample values from the Marsh item.
| monday.com: monday.com column | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Into the document (Create Document, Add Document Recipient) | |||||
| Item name | monday.com to QuoteCloud | Project | Data item | Marsh residence · backyard makeover |
Also a good document title. |
| Item ID | monday.com to QuoteCloud | monday item ID | Data item | 1843092215 |
Later Zaps use it to update this item. |
| Owner (People) | monday.com to QuoteCloud | Prepared by | Data item | Noah Field |
If the test data shows a user ID, not a name, add Get User Details. |
| Budget (Numbers) | monday.com to QuoteCloud | Client budget | Data item | 16000 |
Numbers arrive without a currency sign: write it in the template. |
| Start (Date) | monday.com to QuoteCloud | Preferred start | Data item | 2026-11-16 |
|
| Email (Email) | monday.com to QuoteCloud | Contact email | Contact field | ava.marsh@example.com |
Find or Create Contact matches on it; Add Document Recipient adds that contact. |
| Optional | |||||
| A value you map | monday.com to QuoteCloud | Price-table row: label, note, price, qty | Price-table column | Sandstone paving · $125 · 38 |
Create Document can add rows with a label, note, price, qty, term, tax and discount. |
| Quote (Text) | QuoteCloud to monday.com | Document reference | Text column | LG-2417 |
The optional Update Item step. |
| Status (Status) | QuoteCloud to monday.com | A fixed label | Status column | Quote drafted |
Use a label that already exists on the column. |
Column names are Larkspur's own; data item names are the ones in your template. All values are sample data. The column field map covers every column type.
Variations on this recipe
Small changes to the same Zap, each one an extra step or a different trigger.
Start when an item is added
Use New Item in Board instead, then Delay by Zapier for a few minutes and Get Column Values, so the item's columns are filled before Create Document reads them.
Only some groups or owners
Extend the Filter by Zapier step, for example to continue only for items in the Quoting group or owned by a designer.
A different template per job type
Use Paths by Zapier on a Job type column, with a Create Document step and its own template in each path.
Tell the rep the draft is ready
Add monday.com's Create Update on the item, or Send Channel Message for 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 monday.com and test with a sample item.
Build it in five steps
Add data items to the template
In QuoteCloud, add data items such as Project, monday item ID and Prepared by to the template. Custom data items are on Essentials and up.
Add a Quote needed label
On the deals board's Status column, add the label that means a quote is needed, and a Quote text column if you want the reference back.
Start with the status change
In Zapier, choose monday.com's Specific Column Value Changed in Board, the board and the Status column, then a Filter by Zapier step on Quote needed.
Read the item, create the document
Add Get Column Values, QuoteCloud's Find or Create Contact, Create Document with your template and Add Document Recipient.
Test, then turn it on
Set a test item with an @example.com email to Quote needed, check the draft in QuoteCloud, then switch the Zap on.
Questions about this recipe
Which monday.com trigger should start the quote?
Specific Column Value Changed in Board, on your Status column, with a Filter by Zapier step for the label that means a quote is needed. It fires after someone has filled the item in. New Item in Board fires as soon as an item is created, often before its columns are filled, so add a delay if you use it.
Can monday.com subitems become price-table rows?
Not with these recipes. Create Document can add price-table rows with a label, note, price, quantity, term, tax and discount from values you map, but reading every subitem into separate rows isn't covered here. Most teams keep products in the template's price table, or the Product Library, and map the item's 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 jobs, using a Zapier filter or path on the item's budget.
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 monday.com don't create documents.
More on QuoteCloud and monday.com
Six recipes with the exact Zapier steps, then how to connect, which columns to map, the limits and the cost.
- Show quote status in a monday.com status columnViewed, signed, expired or lost: each QuoteCloud event sets the item's status column, so the board shows where every quote is.
- Hand a signed quote to your project boardWhen every signer has signed, the deal is marked Won and a new item lands on the delivery board with the signed PDF.
- Post quote activity as monday.com item updatesFirst views, form answers and payments posted as updates on the item, with the right person mentioned.
- Keep monday.com and QuoteCloud contacts matchedNew contacts on your monday.com contacts board found or created in QuoteCloud, and new QuoteCloud contacts added to the board.
- Follow up expired and lost quotes on monday.comAn expired quote sets the status and pings the owner in an update; a lost one moves the item to your Lost group.
- Connect monday.com to QuoteCloud, step by stepSign in to both apps in Zapier, pick the board and column, map the values, test with a sample item and turn it on.
- monday.com columns to QuoteCloud field mapWhich monday.com column types map well to QuoteCloud data items, and which to leave alone: text, numbers, status, people, date, email, mirror.
- Test and troubleshoot your monday.com ZapsTest with a sample item, then fix the usual problems: half-filled items, no item found, status labels, expired PDF links.
- What the monday.com connection can and can't doThe honest limits: one way per Zap, no ticking options, read-only mirror columns, short-lived PDF links, and the API route for developers.
- What the monday.com connection costsThe plan you need and the per-document fee for documents created through Zapier or the API, worked out for your volume.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and monday.com.
A draft quote, the moment the item says so.
Start a free 14-day trial, add data items to your template and build the Zap with a test item.