Keep Salesforce and QuoteCloud contacts matched
Two one-way Zaps, matched on email: new Salesforce contacts are found or created in QuoteCloud, and people you add while quoting land in Salesforce under their account.
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- 4.2 on Capterra
- Building QuoteCloud since 2013
Use two Zaps in QuoteCloud's Zapier app, on Essentials and up. Salesforce's New Contact trigger runs QuoteCloud's Find or Create Contact, matched on email. QuoteCloud's New Contact Created trigger runs Salesforce's Find or Create Record twice: once for the Account by company name, then for the Contact by email under that account.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Quillfield IT's QuoteCloud contacts: Rebecca Webb of Thornbury & Webb, found or created by a Zap from Salesforce; Martin Thornbury, added in QuoteCloud by Nina and sent to Salesforce; Jake Calder of Calder Physio Group, found by a Zap. In front, an illustration of Martin Thornbury's Salesforce contact under the account Thornbury & Webb.
Two address books drift apart
Quillfield IT's account managers add contacts in Salesforce after discovery calls. While quoting, they add people in QuoteCloud too: a managing partner who has to co-sign, a finance manager who approves. 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. In Salesforce a contact also belongs to an account, so the Zap from QuoteCloud finds the account first.
- Route: QuoteCloud's Zapier app, on Essentials and up. The Salesforce Sync add-on isn't needed for this.
- Two Zaps, one in each direction: each Zap runs one way.
- No documents are created, so no per-document fee.
Zap 1: from Salesforce into QuoteCloud
ZapNew Salesforce contact: find or create in QuoteCloud
-
When
SalesforceTriggerNew ContactFires when a contact is created in Salesforce.Passes on
- First Name
- Last Name
- Account ID
- Only if Filter by ZapierFilterOnly continue if Email exists: QuoteCloud matches on it.
-
Then
SalesforceSearchFind RecordObject Account: the company name for QuoteCloud.Searches on
- Account ID
-
Then
QuoteCloudSearchFind or Create ContactFinds the contact by email, or creates it with the name and company.Searches on
- First name
- Last name
- Company
Nina adds Rebecca Webb, practice manager at Thornbury & Webb, after the discovery call. The Zap finds her in QuoteCloud by email, or creates her, so she's there when the proposal is.
Result
Every new Salesforce contact with an email is in QuoteCloud, with their account as the company, without duplicates.
Zapier access: Essentials and up
How IT providers connect QuoteCloudZap 2: from QuoteCloud back to Salesforce, under the right account
ZapNew QuoteCloud contact: find or create in Salesforce
-
When
QuoteCloudTriggerNew Contact CreatedFires when a contact is added in QuoteCloud.Passes on
- First name
- Last name
- Company
-
Then
SalesforceSearchFind or Create RecordObject Account: finds it by name, or creates it.Searches on
- Account Name
-
Then
SalesforceSearchFind or Create RecordObject Contact: finds it by email, or creates it under the account from step 2.Searches on
- First Name
- Last Name
- Account ID
A contact Zap 2 creates in Salesforce also fires Zap 1. QuoteCloud's Find or Create Contact then finds the same email and stops: no duplicate, just one extra Zap task.
While writing the managed services agreement, Nina adds managing partner Martin Thornbury in QuoteCloud as a second signer. The Zap finds the Thornbury & Webb account and creates Martin under it.
Result
New QuoteCloud contacts land in Salesforce under their account, matched on email.
Zapier access: Essentials and up
One person, the same in both apps
Contacts QuoteCloud address book
- Rebecca WebbPractice manager · Thornbury & Webbrebecca.webb@example.com Found or created by a Zap from Salesforce
- Martin ThornburyManaging partner · Thornbury & Webbmartin.thornbury@example.com Added in QuoteCloud by Nina · sent to Salesforce
- Jake CalderDirector · Calder Physio Groupjake.calder@example.com Found by a Zap (already in QuoteCloud)
Zap 2
- New Contact Created
- Find or Create Record
Contact · ID 0035g00000HtW2aMartin ThornburyManaging partner · Thornbury & Webb
- martin.thornbury@example.com
- Account
- Thornbury & Webb
- Title
- Managing partner
- Contact owner
- Nina Castell
- Lead source
- QuoteCloud
Activity
- Added as a recipient of QF-4108Managed IT & security agreementWed 2 Dec · 11:41 am · Added by a Zap
- Contact created under Thornbury & WebbAccount found by nameWed 2 Dec · 11:40 am · Added by a Zap
Illustration with sample data: a generic CRM record, not Salesforce’s screen.
The contact record is our illustration of a generic CRM with sample data, not Salesforce's screen.
Field map for both Zaps
| Salesforce: Salesforce field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap 1: Salesforce to QuoteCloud (Find or Create Contact) | |||||
| Salesforce to QuoteCloud | Contact field | rebecca.webb@example.com |
The match: the same email is the same person. | ||
| First Name, Last Name | Salesforce to QuoteCloud | First name, Last name | Contact field | Rebecca Webb |
|
| Account Name (Find Record · Account) | Salesforce to QuoteCloud | Company | Contact field | Thornbury & Webb |
|
| Zap 2: QuoteCloud to Salesforce (Find or Create Record) | |||||
| Account Name | QuoteCloud to Salesforce | Company | Account field | Thornbury & Webb |
Spell company names the same way in both apps, or the Zap creates a second account. |
| QuoteCloud to Salesforce | Contact record | martin.thornbury@example.com |
The search value for the contact. | ||
| First Name, Last Name | QuoteCloud to Salesforce | First name, Last name | Contact record | Martin Thornbury |
|
| Account ID | QuoteCloud to Salesforce | The account found in step 2 | Contact record | 0015g00000Tw7Kp |
|
| Lead Source | QuoteCloud to Salesforce | A fixed value | Contact record | QuoteCloud |
Optional: shows where the contact came from. |
All values are sample data.
Variations on these Zaps
Copy changes, not only new contacts
Add Zaps on QuoteCloud's Contact Updated and Salesforce's Updated Record (object Contact), running Update Contact in the other app.
Only contacts you quote
Add a Filter by Zapier step to Zap 1, for example to continue only when the contact has an Account.
Leads, not contacts
If new people arrive as Salesforce leads, start from New Lead instead, or convert them first: Zapier has a Convert Lead to Contact action.
Removed in QuoteCloud
QuoteCloud's Contact Removed trigger can add a note for the contact's owner in Salesforce, rather than deleting anything.
Build it with a free trial
Zapier access is on QuoteCloud's Essentials plan and up. Start a free 14-day trial and match your contacts with test records.
Build both Zaps in five steps
Agree on the match
Email is the match. Contacts without one are skipped by the filter in Zap 1.
Zap 1: New Contact
Salesforce's New Contact, a filter on Email, Find Record for the Account, then QuoteCloud's Find or Create Contact.
Zap 2: New Contact Created
QuoteCloud's New Contact Created, then Salesforce's Find or Create Record for the Account and for the Contact.
Test both directions
Add an @example.com contact in each app and check it appears once in the other.
Turn both on
Switch on both Zaps and check the Zap history after the first few real contacts.
Questions about matching contacts
Does this keep Salesforce and QuoteCloud contacts identical?
No. Two one-way Zaps copy the moments you choose: a contact created in one app is found or created in the other. Edits and deletions aren't copied unless you add Zaps for them, such as QuoteCloud's Contact Updated or Salesforce's Updated Record on the Contact object.
How does the Zap put a new contact under the right Salesforce account?
It finds the account first. Salesforce's Find or Create Record searches the Account object on the company name from QuoteCloud and creates the account if none is found. A second Find or Create Record then finds or creates the contact by email, with that Account ID.
Can the two Zaps trigger each other in a loop?
No. A contact Zap 2 creates in Salesforce fires Zap 1 once, and QuoteCloud's Find or Create Contact finds the same email, so nothing new is created and it stops there. You use one extra Zapier task, not a loop.
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 and accounts doesn't create documents. Zapier access is on the Essentials plan and up, and each Zap step uses Zapier tasks.
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.
- Follow up expired and lost quotes in SalesforceZapier: an expired quote becomes a Task for the Opportunity owner; a lost one moves the Opportunity to Closed Lost.
- 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.
One person, one record, in both apps.
Start a free 14-day trial and build the two contact Zaps with test records.