Follow up expired and lost quotes on monday.com
An expired quote sets the item's status and pings its owner in an update; a lost one moves the item to your Lost group. Nothing goes quiet because nobody happened to look.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
To follow up expired and lost QuoteCloud quotes on monday.com, build two Zaps. Document Expired runs monday.com's Update Item to set the status to Expired, then Create Update to mention the owner. Document Lost sets the status to Lost and runs Move Item to Group. 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 Saltbush Bakehouse retainer item on Ambergrove Digital's Deals board: status Expired, updated by a Zap, and an update posted by a Zap mentioning Rina Takahashi that proposal AD-R-2231 expired unsigned. In front, the proposal's activity in QuoteCloud: sent, first viewed by Ivy, expired unsigned.
What happens when a quote goes quiet?
Ambergrove Digital puts an expiry date on every proposal. Rina Takahashi's 12-month retainer for Saltbush Bakehouse was opened once by Ivy Tran and then passed its expiry date unsigned. On the deals board, the item still said Viewed.
Two Zaps close the gap. An expired quote sets the status to Expired and posts an update that mentions the owner. A quote marked lost sets the status to Lost and moves the item to the Lost group, so the board's open deals are only the live ones.
Expired: the status changes and the owner is pinged
ZapQuote expired: status and a mention
-
When
QuoteCloudTriggerDocument ExpiredFires when a document passes its expiry date unsigned.Passes on
- Document reference
- Recipient
- monday item ID (data item)
-
Then
monday.comActionUpdate ItemMapped in
- Item ID
- Status: Expired
-
Then
monday.comActionCreate UpdateMentions the deal's owner, with the reference and the client.Mapped in
- Item ID
- Body
- User Mentions
AD-R-2231 expires at midnight on Monday. Rina starts Tuesday with a mention on the Saltbush item: the retainer expired unsigned, and Ivy last looked at it on the 8th.
Result
No expired quote goes unnoticed: the board says Expired and the owner has been told.
Zapier access: Essentials and up
Retainers and renewals for agenciesLost: the item moves to the Lost group
ZapQuote lost: status and group
-
When
QuoteCloudTriggerDocument LostFires when a document's status becomes Lost.Passes on
- Document reference
- monday item ID (data item)
-
Then
monday.comActionUpdate ItemMapped in
- Item ID
- Status: Lost
-
Then
monday.comActionMove Item to GroupMapped in
- Board
- Item
- Group: Lost
How a document becomes Lost depends on how your team uses statuses in QuoteCloud: test with one you mark lost yourself.
Pellwood Pilates decides to run its launch in-house. Ambergrove's founder, Jess Calloway, marks the campaign proposal lost in QuoteCloud, and the item moves to Lost on the board.
Result
The board's open deals are only the live ones, so the pipeline view stays honest.
Zapier access: Essentials and up
The expired quote, and the item it updated
Your retainer
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Retainer | $0 | ||
Be chosen package12 months from 1 Dec 2026
|
Monthly | $5,400 | $5,400.00/mo |
| Once, at the start | $1,800 | ||
Onboarding and strategy workshopQuestionnaire, half-day workshop, access set-up
|
1 | $1,800 | $1,800.00 |
- Subtotal
- $1,800.00
- Tax (10%)
- $180.00
- Total
- $1,980.00
- Monthly retainer, invoiced by Ambergrove
- $5,400.00/mo
Activity
- Sent to Ivy TranMon 5 Oct, 10:00 am
- First viewed by IvyThu 8 Oct, 7:45 pm
- Expired, unsignedMon 19 Oct · the expiry date set on the proposal
Zap
- Document Expired
- Update Item
- Create Update
Deals · Proposals out · Item 1847765320Saltbush Bakehouse · 12-month retainer
- Owner
- Rina Takahashi
- Status
- Expired Updated by a Zap
- Deal value
- $1,800 + $5,400/mo
- Quote
- AD-R-2231
Updates 2
- @Rina Takahashi AD-R-2231 for Saltbush Bakehouse expired unsigned today. Ivy Tran first viewed it on Thu 8 Oct. Time for a call?
- Retainer proposal sent to Ivy. She wants it in place before the second store opens.
Illustration with sample data: a generic work-board item, not monday.com’s screen.
And when a quote is lost
Pellwood's item sits in the Lost group the moment the proposal is marked lost, with its status to match.
Keeping lost deals in their own group, rather than deleting them, keeps the history for the next time the client asks.
The won side: hand off on signatureDealsDeals boardIllustration · sample data
| Item | Owner | Status | Deal value | Quote |
|---|---|---|---|---|
| Saltbush Bakehouse · 12-month retainer | Rina Takahashi | Expired | $1,800 + $5,400/mo | AD-R-2231 |
| Orchard Lane Wines · brand refresh | Rina Takahashi | Viewed | $22,700 | AD-P-0418 |
| Item | Owner | Status | Deal value | Quote |
|---|---|---|---|---|
| Pellwood Pilates · launch campaign Moved by a Zap | Jess Calloway | Lost Updated by a Zap | $6,480 | AD-C-0611 |
Updated by a Zap
Illustration with sample data: a generic work board, not monday.com’s screen.
Field map for both Zaps
| monday.com: monday.com field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Expired · Update Item, Create Update | |||||
| Status (Status) | QuoteCloud to monday.com | A fixed label | Status column | Expired |
|
| Body | QuoteCloud to monday.com | Reference, recipient | Update | AD-R-2231 for Saltbush Bakehouse expired unsigned today. |
|
| User Mentions | QuoteCloud to monday.com | A fixed person | Update | Rina Takahashi |
Or one Zap per owner, with a filter on the owner. |
| Lost · Update Item, Move Item to Group | |||||
| Status (Status) | QuoteCloud to monday.com | A fixed label | Status column | Lost |
|
| Group | QuoteCloud to monday.com | A fixed group | Group | Lost |
|
Both Zaps use the item ID the quote 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
Add Get Column Values and a Filter by Zapier step on the item's deal value.
Send a revised quote
When the client is still keen, QuoteCloud's Duplicate or Revise Document can start the next version.
Never lose track of a quote again
Start a free 14-day trial of QuoteCloud and connect it to monday.com through Zapier.
Build the expired Zap in five steps
Set expiry dates on your quotes
Give each QuoteCloud quote an expiry date, and keep the monday item ID in a data item.
Add the labels and group
Add Expired and Lost to the Status column and a Lost group to the deals board.
Start with Document Expired
In Zapier, choose QuoteCloud's Document Expired trigger.
Update the item and ping the owner
Add Update Item for the Expired label, then Create Update with a User Mention.
Test with a short expiry
Send a test quote to an @example.com address that expires the next day, check the item, then turn the Zap on.
Questions about this recipe
Can a Zap remind the buyer before the quote expires?
Not these recipes: they start once a quote has expired or is lost, and they update monday.com, not the buyer. QuoteCloud's Expiring Soon filter shows the sender what's about to expire, so the owner can follow up before the date.
Who gets the mention when a quote expires?
Whoever you choose in monday.com's Create Update User Mentions field. Most teams mention a fixed person, such as the sales lead, or build one Zap per owner with a Filter by Zapier step on the item's Owner column, read with Get Column Values.
Can a lost quote move the monday.com item to another group?
Yes. A Zap on QuoteCloud's Document Lost trigger can run monday.com's Update Item to set the status to Lost, then Move Item to Group with your Lost group. The item keeps its updates and history; it just leaves the open deals on the board.
Do these Zaps carry a QuoteCloud document fee?
No. They read QuoteCloud events and update monday.com; they don't create documents. Zapier access is on the Essentials plan and up, and the per-document fee of US$2.00, $1.80 or $1.60 by volume only applies to documents created through Zapier or the API.
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.
- Create quotes from monday.com deal itemsSet an item's status to Quote needed and a draft quote is created from your template, filled with the item's column values.
- 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.
- 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.
Every quiet quote gets a next step.
Start a free 14-day trial and turn expired quotes into a mention on your monday.com board.