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Post quote activity as monday.com item updates

When a client opens the proposal, answers its form or pays the deposit, a Zap posts it as an update on the item, mentioning the person who needs to act, so the whole team sees it where they work.

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To post QuoteCloud activity on a monday.com item, build a Zap on a QuoteCloud trigger such as Recipient First Viewed Document, Form Submitted on Document or Document Paid, and run monday.com's Create Update with the item's ID and a body built from the event. Zapier access is on QuoteCloud's Essentials plan and up.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, an illustration of the Hannah & James wedding enquiry item's updates, newest first: deposit paid on TP-2741 by card, posted by a Zap and mentioning Tom Achebe; Tom's note that the kitchen has the dietary list; the form answers posted by a Zap; and the first view posted by a Zap. In front, the proposal's activity in QuoteCloud: sent, first viewed, form submitted, signed and deposit paid.

Why post quote activity as item updates?

Tidewell Pavilion, a waterside wedding and function venue, keeps every enquiry as an item on a monday.com board. Functions manager Elena Brooks sends the proposals from QuoteCloud; coordinator Tom Achebe and the kitchen plan the day from the item.

Updates are where monday.com teams talk about an item. Posting the proposal's moments there, the first view, the guest form, the deposit, means Tom reads them in the same thread as everyone else's notes, and a mention makes sure he does.

Recipe 1: a first view becomes an update

ZapFirst view: update on the item

  1. When QuoteCloudTriggerRecipient First Viewed DocumentFires the first time a recipient opens the document.Passes on
    • Recipient name
    • Viewed at
    • Document reference
    • monday item ID (data item)
  2. Then monday.comActionCreate UpdateOn the enquiry item, with the recipient's name and the reference.Mapped in
    • Item ID
    • Body

Hannah Lee opens the proposal at 7:02 pm. A minute later the update is on the item, and Elena calls the next morning while the day is fresh in Hannah's mind.

Result

An update on the item for each first view, written by the Zap, in the thread the team already reads.

Zapier access: Essentials and up

How venues automate QuoteCloud

Recipe 2: form answers in the item's thread

ZapForm submitted: answers as an update

  1. When QuoteCloudTriggerForm Submitted on DocumentFires when the recipient submits a form in the document.Passes on
    • Each answer
    • Submitted by
    • monday item ID (data item)
  2. Then monday.comActionCreate UpdateThe answers, one per line.Mapped in
    • Item ID
    • Body

Forms in documents use QuoteCloud's Form Builder, on the Essentials plan and up.

The proposal has a guest form: numbers, dietary needs, the ceremony and a wet-weather choice. Hannah fills it in on Wednesday night, and the kitchen has the dietary list on Thursday morning.

Result

The client's answers where the team plans the day, without anyone copying them out of the proposal.

Form Builder and Zapier access: Essentials and up

Recipe 3: a paid deposit, with a mention

ZapDeposit paid: update for the coordinator

  1. When QuoteCloudTriggerDocument PaidFires when the payment on the document is made.Passes on
    • Amount
    • Document reference
    • monday item ID (data item)
  2. Then monday.comActionCreate UpdateMentions the coordinator, so it reaches them.Mapped in
    • Item ID
    • Body
    • User Mentions

Taking a deposit in the proposal uses QuoteCloud Payments, on the Essentials plan and up.

Hannah signs on Friday and pays the 20% deposit, $4,922.28, by card. The update mentions Tom: the date is confirmed.

Result

The person who books the day hears the moment it's paid for.

QuoteCloud Payments and Zapier access: Essentials and up

The form in the proposal, the answers on the item

Tidewell PavilionWedding reception proposal TP-2741 Sample · fictional business

Your guests Forms block

  1. Expected guest numbersNumber96
  2. Dietary requirementsText4 vegetarian, 2 gluten-free, 1 nut allergy
  3. Ceremony on the lawn?ChoiceYes, at 4 pm
  4. If it rainsChoiceBoathouse Terrace, covered

Submitted by Hannah Lee · Wed 21 Oct, 8:15 pm

Tidewell's proposal TP-2741: the guest form as Hannah submitted it.

3 Zaps

  1. Recipient First Viewed Document
  2. Form Submitted on Document
  3. Document Paid
  4. Create Update
Item · Wedding enquiriesTidewell Pavilion Illustration · sample data
Illustration · sample data

Wedding enquiries · Proposals out · Item 1839921746Hannah & James · 13 Mar 2027

Updates 4

  1. Posted by a Zap Fri 23 Oct · 9:42 am@Tom Achebe Deposit paid on TP-2741: $4,922.28 by card. The date is confirmed.
  2. Tom Achebe Thu 22 Oct · 9:05 amKitchen has the dietary list. Holding the lawn for 4 pm.
  3. Posted by a Zap Wed 21 Oct · 8:16 pmForm answers on TP-2741 from Hannah Lee: 96 guests · 4 vegetarian, 2 gluten-free, 1 nut allergy · ceremony on the lawn at 4 pm · if it rains, the covered Boathouse Terrace.
  4. Posted by a Zap Mon 19 Oct · 7:03 pmHannah Lee opened proposal TP-2741 for the first time.

Illustration with sample data: a generic work-board item, not monday.com’s screen.

The item's updates: three posted by Zaps, one by Tom.

Field map for the update Zaps

Quote activity: QuoteCloud fields and what Create Update posts on the monday.com item
monday.com: monday.com fieldDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Every update Zap
Item ID QuoteCloud to monday.com monday item ID Search value 1839921746 The data item the proposal kept when it was created.
First view
Body QuoteCloud to monday.com Recipient name, reference Update Hannah Lee opened proposal TP-2741 for the first time.
Form submitted
Body QuoteCloud to monday.com Each answer Update 96 guests · 4 vegetarian, 2 gluten-free, 1 nut allergy Type a label before each answer you map.
Document paid
Body QuoteCloud to monday.com Amount, reference Update Deposit paid on TP-2741: $4,922.28
User Mentions QuoteCloud to monday.com A fixed person Update Tom Achebe

All values are sample data.

Variations on these recipes

  • A status as well as an update

    Add monday.com's Update Item to the same Zap, so the board's status column shows the quote's stage.

  • Threaded replies

    Create Update has a Parent Update ID field: keep every event for one proposal in a single thread.

  • Mention a team

    Use Team Mentions instead of User Mentions to reach everyone on the kitchen or install team.

  • Or tell a channel

    Send the same news to Slack or Microsoft Teams when the team works there.

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.

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Build an update Zap in five steps

  1. Keep the item ID in the quote

    Proposals created from the item carry its ID in a data item.

  2. Pick the event

    In Zapier, choose QuoteCloud and Recipient First Viewed Document, Form Submitted on Document or Document Paid.

  3. Add Create Update

    Choose monday.com's Create Update and map the item ID from the data item.

  4. Write the body

    Build the text from the event's fields, and add User Mentions for the person who should act.

  5. Test, then turn it on

    Open, fill in or pay a test proposal sent to an @example.com address, check the item, then switch the Zap on.

Questions about update Zaps

Can QuoteCloud post an update on a monday.com item?

Yes, through Zapier. A QuoteCloud trigger such as Recipient First Viewed Document, Form Submitted on Document or Document Paid starts a Zap that runs monday.com's Create Update on the item, with a body you build from the event's fields. It appears in the item's updates like any other.

Can the update mention a person?

Yes. monday.com's Create Update has User Mentions and Team Mentions fields. Choose the person, such as the coordinator or job lead, and the update reaches them as a mention. Use a fixed person, or map one from the item if your test data carries it.

Can form answers from a QuoteCloud document go to monday.com?

Yes. QuoteCloud's Form Submitted on Document trigger carries the answers, and monday.com's Create Update posts them on the item, one per line; Update Item can also put an answer into a column, such as Guests. Forms use QuoteCloud's Form Builder, on the Essentials plan and up.

Does every view post an update?

No. Recipient First Viewed Document fires the first time a recipient opens the document, so later views add nothing to the item and the thread stays readable. QuoteCloud's own activity still shows the document's full history, every view included, to the sender.

More monday.com questions

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.

The proposal's news, in the item's thread.

Start a free 14-day trial and post your first QuoteCloud update on a monday.com item.

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