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Keep monday.com and QuoteCloud contacts matched

Two small Zaps, one for each direction, keep your monday.com contacts board and your QuoteCloud contacts matched on email address, so quotes reach the right person and new recipients reach your board.

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To keep monday.com and QuoteCloud contacts matched, use two Zaps that match on email. The first starts with monday.com's New Item in Board on your contacts board and runs QuoteCloud's Find or Create Contact. The second starts with QuoteCloud's New Contact Created, searches with Find Items and runs Create Item when nobody matches.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Ambergrove Digital's QuoteCloud contacts: Maya Osei, found or created by a Zap from monday.com; Leah Duncan, added in QuoteCloud and sent to monday.com; Ivy Tran, found by a Zap. In front, an illustration of the Contacts board: Maya Osei and Ivy Tran under Clients, and Leah Duncan under From QuoteCloud, added by a Zap.

Why do two contact lists drift apart?

Ambergrove Digital, a marketing agency, keeps its people on a monday.com contacts board, next to the deals board. Account director Rina Takahashi adds a contact after every first call. While quoting, she adds people in QuoteCloud too: a practice manager, a finance contact 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 the contacts board into QuoteCloud

ZapNew contact item: find or create in QuoteCloud

  1. When monday.comTriggerNew Item in BoardPick the contacts board.Passes on
    • Item ID
    • Item name
  2. Then Delay by ZapierActionDelay ForA few minutes, so the email and company are typed in before the next step reads them.
  3. Then monday.comSearchGet Column ValuesSearches on
    • Board ID
    • Item ID
  4. Only if Filter by ZapierFilterOnly continue if Email exists: QuoteCloud matches on it.
  5. Then QuoteCloudSearchFind or Create ContactFinds the contact by email, or creates it with the name and company.Searches on
    • Email
    • First name
    • Last name
    • Company

Zapier's own note on New Item in Board: monday.com sends the item as soon as it's created, so add a delay and fetch the item before using its values.

Rina adds Maya Osei, principal of Harbourline Physio, after the discovery call. Five minutes later the Zap finds Maya in QuoteCloud by email, or creates her, so she's there when the proposal is.

Result

Every new contact item with an email is in QuoteCloud, without duplicates.

Zapier access: Essentials and up

How marketing agencies connect QuoteCloud

Zap 2: from QuoteCloud back to the board

ZapNew QuoteCloud contact: add to the contacts board

  1. When QuoteCloudTriggerNew Contact CreatedFires when a contact is added in QuoteCloud.Passes on
    • Email
    • First name
    • Last name
    • Company
  2. Then monday.comSearchFind ItemsSearches the contacts board's Email column.Searches on
    • Board
    • Column to Search: Email
    • Email
  3. Only if Filter by ZapierFilterOnly continue if Find Items found no item with that email.
  4. Then monday.comActionCreate ItemIn a From QuoteCloud group, so someone can check it.Mapped in
    • Board: Contacts
    • Group: From QuoteCloud
    • Item Name
    • Email
    • Company

A contact Zap 1 creates in QuoteCloud also fires Zap 2. Find Items then finds the same email on the board, the filter stops the Zap, and nobody is added twice.

While quoting Harbourline, Rina adds practice manager Leah Duncan in QuoteCloud as a second recipient. Find Items finds nobody with Leah's email, so the Zap adds her to the contacts board.

Result

New QuoteCloud contacts land on the board once, matched on email.

Zapier access: Essentials and up

The same people, in both apps

QuoteCloud · ContactsAmbergrove Digital Sample data

Contacts QuoteCloud address book

  • Maya OseiPractice principal · Harbourline Physiomaya.osei@example.com Found or created by a Zap from monday.com
  • Leah DuncanPractice manager · Harbourline Physioleah.duncan@example.com Added in QuoteCloud by Rina · sent to monday.com
  • Ivy TranOwner · Saltbush Bakehouseivy.tran@example.com Found by a Zap (already in QuoteCloud)
QuoteCloud's contacts, each saying which Zap brought it in or sent it out.

Zap 2

  1. New Contact Created
  2. Find Items
  3. Create Item
Board · ContactsAmbergrove Digital Illustration · sample data

ContactsContacts boardIllustration · sample data

Clients 2 items
ItemCompanyType
Maya Osei Harbourline Physio Prospect
Ivy Tran Saltbush Bakehouse Client
From QuoteCloud 1 item
ItemCompanyType
Leah Duncan Added by a Zap Harbourline Physio Prospect

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

Leah Duncan on the contacts board, added by the Zap from QuoteCloud.

Field map for both Zaps

Contacts: which field goes where in each direction
monday.com: monday.com columnDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Zap 1 · monday.com to QuoteCloud (Find or Create Contact)
Email (Email) monday.com to QuoteCloud Email Contact field maya.osei@example.com The match key.
Item name monday.com to QuoteCloud First name, Last name Contact field Maya Osei Split the name with a Formatter step, or keep first and last names in their own columns.
Company (Text) monday.com to QuoteCloud Company Contact field Harbourline Physio
Zap 2 · QuoteCloud to monday.com (Find Items, Create Item)
Email (Find Items: Column to Search) QuoteCloud to monday.com Email Search value leah.duncan@example.com No item found means a new person.
Item Name QuoteCloud to monday.com First name, Last name Item name Leah Duncan
Email (Email) QuoteCloud to monday.com Email leah.duncan@example.com
Company (Text) QuoteCloud to monday.com Company Text column Harbourline Physio

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 monday.com's Any Column Value Changed in Board, running Update Contact or Update Item in the other app.

  • Only the contacts you quote

    Extend Zap 1's filter, for example to continue only when the Type column is Prospect or Client.

  • A group for checking

    Zap 2 puts new people in a From QuoteCloud group; move them to Clients once someone has checked the details.

  • One contacts board per team

    Point each Zap at the board your team uses; build a pair of Zaps per board if you keep more than one.

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 both Zaps in five steps

  1. Agree the match key

    Use the email address: QuoteCloud's Find or Create Contact matches on it, and Find Items searches the board's Email column.

  2. Zap 1: New Item in Board

    On the contacts board, then Delay by Zapier, Get Column Values, a filter on Email and QuoteCloud's Find or Create Contact.

  3. Zap 2: New Contact Created

    QuoteCloud's trigger, then Find Items on the Email column, a filter for no match and Create Item.

  4. Test with @example.com contacts

    Add a test contact in each app and check it appears once in the other.

  5. Turn both on

    Switch both Zaps on, and watch the first day's runs in Zapier's history.

Questions about contact Zaps

Does this keep monday.com and QuoteCloud contacts identical?

No. Two one-way Zaps copy the moments you choose: a contact added in one app is found, created or added in the other. Edits 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 both match on email. QuoteCloud's Find or Create Contact uses the contact it finds, and Zap 2 only runs Create Item when Find Items finds no item with that email on the contacts board. Contacts without an email are skipped by the filter in Zap 1.

Why does Zap 1 wait before reading the item?

Because monday.com sends a new item to Zapier as soon as it's created, often before the email and company are typed in. Zapier's own advice is to add a delay and then fetch the item, which is what Delay by Zapier and Get Column Values do.

Do contact Zaps carry a QuoteCloud document fee?

No. The per-document fee of US$2.00, $1.80 or $1.60 by volume is for documents created through Zapier or the API. Finding or creating contacts in QuoteCloud and adding items to your contacts board doesn't create documents. Zapier access is on the Essentials plan and up.

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.

One person, one email, both apps.

Start a free 14-day trial and keep your monday.com and QuoteCloud contacts matched.

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