Follow up expired and lost quotes in Salesforce
An expired quote becomes a Task for the Opportunity's owner the same night, and a quote marked lost moves the Opportunity to Closed Lost with the reason in a note.
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- Building QuoteCloud since 2013
Build two Zaps in QuoteCloud's Zapier app, on Essentials and up. Document Expired finds the Opportunity with Salesforce's Find Record and runs Create Record on the Task object, assigned to the owner. Document Lost finds it and runs Update Record to set the Stage to Closed Lost, then Create Note to keep the reason.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Tessmore Engineering's quote TE-Q-2388 for Larkspur Medical Devices, 2,000 BK-40 bracket sets and tooling, $52,690.00 including tax: sent, first viewed by Dmitri Sokol, expired unsigned on 26 October. In front, an illustration of the Opportunity's activity: a Task for Anjali Desai to call Dmitri, and Quote status set to Expired, both added by a Zap.
Quiet quotes go cold
Tessmore Engineering's quote for Larkspur Medical Devices was opened, then nothing. It expired at midnight on 26 October. If nobody notices, the next contact Larkspur has is with another machine shop.
Lost quotes matter too. When Wexmoor's pricing desk marks a quote lost, the Opportunity should close as lost with the reason, so the forecast stops counting it.
- Route: QuoteCloud's Zapier app, on Essentials and up. Both Zaps also run on Business, beside the Salesforce Sync add-on.
- QuoteCloud's own Expiring Soon filter shows what's about to lapse; these Zaps act once it has.
- Neither Zap creates a document, so neither carries the per-document fee.
How do I follow up an expired quote in Salesforce?
ZapDocument expired: Task for the Opportunity owner
-
When
QuoteCloudTriggerDocument ExpiredFires when a document passes its expiry date unsigned.Passes on
- Document reference
- Title
- Expired at
- Salesforce Opportunity ID (data item)
-
Then
SalesforceSearchFind RecordObject Opportunity, by the ID the quote kept.Searches on
- Opportunity ID
-
Then
SalesforceActionCreate RecordObject Task, related to the Opportunity and assigned to its owner, due tomorrow.Mapped in
- Subject
- Related To (Opportunity ID)
- Assigned To (Owner ID)
- Due Date
-
Or
SalesforceAction · optionalUpdate RecordMapped in
- Quote status: Expired
At 12:01 am on 27 October, Anjali Desai has a Task on the Larkspur Opportunity: call Dmitri Sokol about TE-Q-2388, due that day.
Result
Every expired quote turns into a Task for the person who owns the Opportunity, the night it expires.
Zapier access: Essentials and up
RFQ responses for manufacturersMarked lost: Closed Lost in Salesforce
ZapDocument lost: Opportunity Closed Lost
-
When
QuoteCloudTriggerDocument LostFires when a document is marked as lost in QuoteCloud.Passes on
- Document reference
- Title
- Lost at
- Salesforce Opportunity ID (data item)
-
Then
SalesforceSearchFind RecordSearches on
- Opportunity ID
-
Then
SalesforceActionUpdate RecordMapped in
- Stage: Closed Lost
- Close Date
-
Then
SalesforceActionCreate NoteLinked to the Opportunity: why the quote was lost.Mapped in
- Note Title
- Note
Callan Mercer marks Wexmoor's full-load quote for Orchard & Pine Furniture as lost: they stayed with their current carrier. A minute later the Opportunity is Closed Lost, with a note saying why.
Result
The forecast stops counting lost quotes, and the reason is on the Opportunity.
Zapier access: Essentials and up
Lane quotes for freight companiesExpired in QuoteCloud, a Task in Salesforce
Activity
- Sent to Dmitri SokolMon 28 Sep, 2:30 pm
- First viewed by DmitriTue 29 Sep, 9:12 am
- Expired unsignedMon 26 Oct, 11:59 pm
Zap
- Document Expired
- Find Record
- Create Record
Opportunity · ID 0065g00000LmF9qLarkspur Medical Devices · BK-40 bracket set
- Qualification
- Proposal/
Price Quote - Negotiation/
Review - Closed Won
- Amount
- $47,900.00
- Opportunity owner
- Anjali Desai
- Account
- Larkspur Medical Devices
- Contact
- Dmitri Sokol
- Quote status
- Expired Updated by a Zap
- Next step
- Call Dmitri about the BK-40 quote Updated by a Zap
Activity
- Quote status set to ExpiredOpportunity field updatedTue 27 Oct · 12:01 am · Added by a Zap
- Task for Anjali Desai: call Dmitri SokolTE-Q-2388 expired unsigned. Due Tue 27 OctTue 27 Oct · 12:01 am · Added by a Zap
- Stage changed to Proposal/Price QuoteBy Anjali DesaiMon 28 Sep · 2:25 pm
- Opportunity createdBy Anjali DesaiMon 21 Sep · 10:05 am
Illustration with sample data: a generic CRM record, not Salesforce’s screen.
Lost, with the reason kept
The Orchard & Pine Opportunity closes as lost the minute Callan marks the quote lost, and the note keeps the reason for the next review of lost deals.
Want to try again later? QuoteCloud's Duplicate or Revise Document action can start a revised quote from the old one in another Zap.
Every field these Zaps mapOpportunity · ID 0065g00000RfA3kOrchard & Pine Furniture · Lakeview full loads
- Qualification
- Proposal/
Price Quote - Negotiation/
Review - Closed Lost
- Amount
- $3,023.80
- Opportunity owner
- Ines Okoye
- Account
- Orchard & Pine Furniture
- Contact
- Lewis Tran
- Close date
- 9 Nov 2026
- Quote status
- Lost Updated by a Zap
Activity
- Note: why the quote was lostWent with their current carrierMon 9 Nov · 4:03 pm · Added by a Zap
- Stage changed to Closed LostWF-Q-4829 marked as lost in QuoteCloudMon 9 Nov · 4:03 pm · Added by a Zap
- Stage changed to Proposal/Price QuoteBy Ines OkoyeWed 4 Nov · 9:38 am
- Opportunity createdBy Ines OkoyeTue 3 Nov · 4:12 pm
Illustration with sample data: a generic CRM record, not Salesforce’s screen.
Field map for both Zaps
| Salesforce: Salesforce field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Document Expired: a Task (Create Record, object Task) | |||||
| Subject | QuoteCloud to Salesforce | Document reference + title | Task | Call Dmitri Sokol: TE-Q-2388 expired |
Name the client so the Task reads well in a list. |
| Related To | QuoteCloud to Salesforce | Opportunity ID (Find Record) | Task | 0065g00000LmF9q |
|
| Assigned To | QuoteCloud to Salesforce | Owner ID (Find Record) | Task | Anjali Desai |
|
| Due Date | QuoteCloud to Salesforce | Expired at + 1 day | Task | Tue 27 Oct 2026 |
Zapier's date formatting can add the day. |
| Document Lost: Closed Lost (Update Record, Create Note) | |||||
| Stage | QuoteCloud to Salesforce | A fixed value | Opportunity field | Closed Lost |
|
| Close Date | QuoteCloud to Salesforce | Lost at | Opportunity field | 9 Nov 2026 |
|
| Note Title, Note | QuoteCloud to Salesforce | Document reference, reason | Note | WF-Q-4829 lost: went with their current carrier |
Check the trigger's test data for the reason field. |
All values are sample data.
Variations on these Zaps
Tell the team
Add Send Channel Message for Slack or Microsoft Teams, so the sales manager sees expired quotes too.
Only bigger quotes
Add a Filter by Zapier step on the Opportunity's Amount, so small expired quotes don't create Tasks.
A revised quote
QuoteCloud's Duplicate or Revise Document action can start a revised version for the rep to edit and resend.
Before it expires
QuoteCloud's Expiring Soon filter lists what's about to lapse, so reps can follow up before the Task is needed.
Build it with a free trial
Zapier access is on QuoteCloud's Essentials plan and up. Start a free 14-day trial, connect Salesforce and test with a sample Opportunity.
Build both Zaps in five steps
Keep the Opportunity ID
Quotes created from the Opportunity by a Zap carry its ID in a data item.
Zap 1: Document Expired
Find Record on Opportunity, then Create Record on Task, related to the Opportunity and assigned to its owner.
Zap 2: Document Lost
Find Record on Opportunity, Update Record to Closed Lost, then Create Note with the reason.
Test with test quotes
Give a test quote a short expiry, let it lapse, and mark another as lost. Check both Opportunities.
Turn them on
Switch on both Zaps and check the Zap history after the first real expiry.
Questions about expired and lost quotes
Can an expired QuoteCloud quote create a Task in Salesforce?
Yes. A Zap on QuoteCloud's Document Expired trigger finds the Opportunity with Salesforce's Find Record and runs Create Record on the Task object, related to the Opportunity and assigned to its owner, with a due date. It needs QuoteCloud's Zapier app, on Essentials and up.
Can a lost quote close the Opportunity as Closed Lost?
Yes. QuoteCloud's Document Lost trigger fires when a document is marked lost. The Zap finds the Opportunity, runs Update Record to set the Stage to Closed Lost and the Close Date, and Create Note can keep the reason on the Opportunity.
Does the Salesforce Sync add-on report expired or lost quotes?
QuoteCloud's Salesforce page names delivered, first viewed and signed as the statuses sent back to the Opportunity. For expired and lost quotes, use these Zaps: they run on Essentials and up, and on Business beside the add-on, with no document fee.
Do these Zaps carry a QuoteCloud document fee?
No. They read QuoteCloud events and update Salesforce; they don't create documents. The per-document fee of US$2.00, $1.80 or $1.60 by volume applies to documents created through Zapier or the API. Each Zap step uses tasks on your Zapier plan.
More on QuoteCloud and Salesforce
Six use cases, each marked add-on or Zapier, then how to set up both routes and what they cost.
- Create QuoteCloud documents from a Salesforce OpportunitySalesforce Sync add-on: reps start the quote from the Opportunity, and the document stays linked to it.
- See document status on the Salesforce OpportunitySalesforce Sync add-on: delivered, first viewed and signed come back to the linked Opportunity. Or build it with Zaps.
- Move the Opportunity to Closed Won on signatureZapier: when every signer has signed, a Zap updates the Opportunity's stage, amount and close date.
- Create quotes when an Opportunity changes stageZapier: an Opportunity reaches your quoting stage and a draft quote is created from your template, for teams without the add-on.
- Keep Salesforce and QuoteCloud contacts matchedZapier: new Salesforce contacts found or created in QuoteCloud, and new QuoteCloud contacts found or created in Salesforce with their account.
- Set up the Salesforce Sync add-onBusiness plan: connect your Salesforce org with OAuth, start documents from Opportunities and see their status come back.
- Connect Salesforce to QuoteCloud through Zapier, step by stepSign in to both apps in Zapier, pick a trigger, map the fields, test with sample records and turn the Zap on.
- Salesforce to QuoteCloud field mapEvery field the Zaps on this site pass, which way it goes and where it lands.
- Test and troubleshoot the Salesforce connectionTest with sample records, then fix the usual problems: no Opportunity found, missing fields, echoes, expired PDF links.
- Salesforce Sync add-on or Zapier: which to useThe two routes side by side: plan, where you work, what each one does and when to use both.
- What the Salesforce connection can and can't doThe honest limits of both routes: no ticked options, short-lived PDF links, one way per Zap, plans and fees.
- What the Salesforce connection costsThe plan each route needs, 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 Salesforce.
No quote goes quiet without someone knowing.
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