Create quotes when an Opportunity changes stage
For teams without the Salesforce Sync add-on: when an Opportunity reaches your quoting stage, a Zap creates the quote from your QuoteCloud template with the Opportunity's name, amount, owner and contact filled in.
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Build a Zap that starts with Salesforce's Updated Field on Record trigger, watching the Opportunity's Stage, and runs QuoteCloud's Create Document with your template. Map the Opportunity's name, ID, amount and owner into data items and add the contact as recipient. It needs QuoteCloud's Zapier app on Essentials and up, and each document carries the per-document fee.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Tessmore Engineering's draft quote TE-Q-2431 for Quenda Robotics, its data items filled from the Salesforce Opportunity: Opportunity name, Salesforce Opportunity ID, prepared by Anjali Desai, account and a $16,210 budget, then the price table. In front, an illustration of the Opportunity at Proposal/Price Quote, owned by Anjali Desai, contact Sofia Lindqvist.
The stage changes. The quote shouldn't start from blank.
Tessmore Engineering machines and fabricates parts to customers' drawings. When sales engineer Anjali Desai moves an Opportunity to Proposal/Price Quote, Salesforce already holds the customer, the contact, the budget and the owner. Retyping them into a quote is slow, and it's where the typos come from.
Tessmore is on QuoteCloud's Essentials plan, without the Salesforce Sync add-on. So a Zap does the start: moving the Opportunity is all Anjali does, and the draft is waiting in QuoteCloud a minute later.
- Route: QuoteCloud's Zapier app, on Essentials and up. Each document a Zap creates carries the per-document fee.
- The template decides the content, the price table and the options; the Zap fills the details.
- The Opportunity ID goes into a data item, so later Zaps can find the Opportunity again.
How do I create a quote when a Salesforce Opportunity changes stage?
Most of the steps are lookups. Every name is the exact event you pick in Zapier.
ZapOpportunity reaches Proposal/Price Quote: draft quote
-
When
SalesforceTriggerUpdated Field on RecordObject Opportunity, field Stage, updated to Proposal/Price Quote.Passes on
- Opportunity ID
- Opportunity Name
- Amount
- Owner ID
- Account ID
-
Then
SalesforceSearchFind RecordObject User: turns the Owner ID into a name for the quote.Searches on
- Owner ID
-
Then
SalesforceSearchFind RecordObject Account: the customer's name.Searches on
- Account ID
-
Then
SalesforceSearchFind RecordObject Opportunity Contact Role, then Contact: the person to send it to.Searches on
- Opportunity ID
- Contact ID
-
Then
QuoteCloudSearchFind or Create ContactUses the contact already in QuoteCloud, or creates it.Searches on
- First name
- Last name
- Company
-
Then
QuoteCloudActionCreate DocumentFrom your template. Data items take the Opportunity's details; price-table rows are optional.Mapped in
- Template
- Opportunity name
- Salesforce Opportunity ID
- Prepared by
- Account
- Budget
-
Then
QuoteCloudActionAdd Document RecipientMapped in
- Document
- Contact
-
Paths
Paths by ZapierPathsSend now, or leave a draft.
- Path A · small repeat ordersAmount under $5,000: QuoteCloud's Send Document sends it straight away.
- Path B · everything elseNo more steps: the quote waits as a draft for the rep to edit and send.
-
Or
SalesforceAction · optionalUpdate RecordWrites the quote's reference to a custom Opportunity field.Mapped in
- Quote reference
Updated Field on Record suits objects with fewer than 104,000 records and needs 'Field updated to' set, per Zapier; Salesforce's New Outbound Message trigger is the workaround for larger orgs. The field map lists every field.
Anjali moves the Quenda Robotics Opportunity to Proposal/Price Quote at 10:14 am. At 10:16 the draft TE-Q-2431 is in QuoteCloud with the Opportunity's name, ID, budget and her name filled in, and Sofia Lindqvist added as the recipient.
Result
A draft quote from Tessmore's template, filled with the Opportunity's details two minutes after the stage change. Anjali adds the lead time and sends it herself.
Essentials and up · per-document fee for documents a Zap creates
How manufacturers connect QuoteCloudThe Opportunity goes in, the draft comes out
The draft TE-Q-2431 in QuoteCloud, beside the Opportunity that started it.
Data items filled by the Zap
Opportunity name- Quenda Robotics · QR-310 gripper bracketFrom Salesforce · Opportunity Name
Salesforce Opportunity ID- 0065g00000PqR7tFrom Salesforce · Opportunity ID
Prepared by- Anjali DesaiFrom Salesforce · Owner (Find Record · User)
Account- Quenda RoboticsFrom Salesforce · Account Name (Find Record · Account)
Budget- $16,210From Salesforce · Amount
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| QR-310 gripper bracket | $16,210 | ||
Bracket, 6061-T6, clear anodisedTo drawing QR-310 Rev A
|
1000 pcs | $14.20 | $14,200.00 |
Fixture & first-off set-upOnce-off
|
1 | $1,850 | $1,850.00 |
DeliveryOne drop, Quenda Robotics
|
1 | $160 | $160.00 |
| Add if you need it Tick to add | |||
First article inspection reportFull dimensional report on the first part
|
1 | $380 | $380.00 |
- Subtotal
- $16,210.00
- Tax (10%)
- $1,621.00
- Total
- $17,831.00
- Plus, monthly
- $0.00/mo
Zap
- Updated Field on Record
- Create Document
- Add Document Recipient
Opportunity · ID 0065g00000PqR7tQuenda Robotics · QR-310 gripper bracket
- Qualification
- Proposal/
Price Quote - Negotiation/
Review - Closed Won
- Amount
- $16,210.00
- Opportunity owner
- Anjali Desai
- Account
- Quenda Robotics
- Contact
- Sofia Lindqvist
- Close date
- 20 Nov 2026
- Quote reference
- TE-Q-2431 Updated by a Zap
Activity
- Quote reference set to TE-Q-2431Draft quote created in QuoteCloudTue 27 Oct · 10:16 am · Added by a Zap
- Stage changed to Proposal/Price QuoteBy Anjali DesaiTue 27 Oct · 10:14 am
- Opportunity createdBy Anjali DesaiWed 21 Oct · 3:10 pm
Illustration with sample data: a generic CRM record, not Salesforce’s screen.
A Zap never ticks options or chooses content blocks: the inspection report stays for Sofia to tick.
Field map for this recipe
What each step maps, with the sample values from the Quenda Robotics Opportunity.
| Salesforce: Salesforce field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Into the document (Create Document, Add Document Recipient) | |||||
| Opportunity Name | Salesforce to QuoteCloud | Opportunity name | Data item | Quenda Robotics · QR-310 gripper bracket |
Also a good document title. |
| Opportunity ID | Salesforce to QuoteCloud | Salesforce Opportunity ID | Data item | 0065g00000PqR7t |
The shared value later Zaps search on to find this Opportunity. |
| Amount | Salesforce to QuoteCloud | Budget | Data item | $16,210 |
Shown in the text; the price table's total comes from its own rows. |
| Full Name (Find Record · User) | Salesforce to QuoteCloud | Prepared by | Data item | Anjali Desai |
|
| Account Name (Find Record · Account) | Salesforce to QuoteCloud | Account | Data item | Quenda Robotics |
|
| Email (Find Record · Contact) | Salesforce to QuoteCloud | Contact email | Contact field | sofia.lindqvist@example.com |
Find or Create Contact matches on it; Add Document Recipient adds that contact. |
| First Name, Last Name | Salesforce to QuoteCloud | Contact name | Contact field | Sofia Lindqvist |
|
| Optional | |||||
| A value you map | Salesforce to QuoteCloud | Price-table row: label, note, price, qty | Price-table column | Bracket, 6061-T6 · $14.20 · 1,000 |
Create Document can add rows with a label, note, price, qty, term, tax and discount. Opportunity products are not covered here. |
| Quote reference (custom field) | QuoteCloud to Salesforce | Document reference | Opportunity field | TE-Q-2431 |
The optional Update Record step. |
Salesforce names are standard field labels; data item names are the ones in your template. All values are sample data.
Variations on this recipe
Small changes to the same Zap, each one an extra step or a different trigger.
Only some record types
Add a Filter by Zapier step after the trigger, for example to continue only when the Opportunity Type is New Business.
Start when the Opportunity is created
Use Salesforce's New Record trigger on the Opportunity object when every new Opportunity needs a quote.
A different template per product line
Use Paths by Zapier on an Opportunity field, with a Create Document step and its own template in each path.
Prefer to start it by hand?
On Business, reps can start the document from the Opportunity with the Salesforce Sync add-on instead.
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 it in five steps
Add data items to the template
In QuoteCloud, add data items such as Opportunity name, Salesforce Opportunity ID and Prepared by. Custom data items are on Essentials and up.
Start with Updated Field on Record
In Zapier, choose Salesforce's Updated Field on Record, object Opportunity, field Stage, updated to your quoting stage.
Look up the owner, account and contact
Add Find Record steps for the User, the Account and the contact through Opportunity Contact Role.
Create the document
Add QuoteCloud's Find or Create Contact, then Create Document with your template, then Add Document Recipient.
Test, then turn it on
Move a test Opportunity with an @example.com contact to the stage, check the draft in QuoteCloud, then switch the Zap on.
Questions about quotes from stage changes
Which Salesforce trigger should start the quote?
Updated Field on Record, watching the Opportunity's Stage, when a quote belongs to one stage of your pipeline. Use New Record on the Opportunity object when every new Opportunity needs a quote. Zapier notes that Updated Field on Record suits objects with fewer than 104,000 records.
Can the Opportunity's products become price-table rows?
Not in this recipe. Create Document can add price-table rows with a label, note, price, quantity, term, tax and discount from values you map, but copying every Opportunity Product into rows isn't covered here. Most teams keep products in the template's price table and map Opportunity details into data items.
Will the quote be sent automatically?
Only if you add QuoteCloud's Send Document step. Without it the quote stays as a draft for the rep to check, edit and send. Many teams send straight away only for small repeat orders, using a Zapier path or filter on the Opportunity's Amount.
Does each quote the Zap creates carry a fee?
Yes. Documents created through Zapier or the API carry a per-document fee of US$2.00, $1.80 or $1.60 by volume, and Zapier access is on the Essentials plan and up. The steps that only read or update Salesforce don't create documents.
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.
- 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.
- 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.
A draft quote, the moment the stage changes.
Start a free 14-day trial, add data items to your template and build the Zap with a test Opportunity.