Book the work in Google Calendar on signature
Let the client choose the start in the quote. When the last signer signs, one Zap books the job in your team's calendar on that date and sends the client the invitation.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
Add a Forms question asking for the preferred start, then build a Zap with QuoteCloud's Zapier app (Essentials and up). Document Signing Complete fires once every signer has signed; Find Document loads the form answer; Formatter by Zapier turns it into a start and end; Google Calendar's Create Detailed Event books it with the client as attendee.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Halden Climate Co.'s system quote HC-5108 for Claire and Tom Hadley: its Book your install form, answered with a preferred start of Tue 3 Nov 2026 at 7:30 am and an access note, and both signatures. In front, an illustration of the calendar event a Zap added: Install, HC-5108, Hadley, Tue 3 Nov 7:30 am to 3:30 pm, daily twice, at 22 Banksia Rise, with Claire, Tom and the installer Leon Tsui as guests.
Why book the job from the signed quote?
Halden Climate Co. installs ducted heating and cooling. Rosa Calder's quote for Claire and Tom Hadley asks one practical question before they sign: when would you like us to start?
Without a Zap, that answer sits in the quote until someone in the office reads it and types it into the installs calendar, then emails the Hadleys to confirm. With one, the date the client chose becomes the booking the moment the second signature lands.
- Document Signing Complete waits for every signer, so a half-signed quote books nothing.
- The date is the client's own answer, not a guess: a Forms question (Form Builder, Essentials and up).
- The client is an attendee, so Google Calendar sends them the invitation.
How do I book a Google Calendar event when a quote is signed?
Five steps. Every name is the exact event you pick in Zapier.
ZapSigning complete: book the install
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
- Document number
- Document title
- Signer names and emails
-
Then
QuoteCloudSearchFind DocumentDetail Level: Full, which also loads the document's forms and their answers.Searches on
- Document Number
-
Then
Formatter by ZapierActionDate / TimeReads the answer as a date and time; a second Date / Time step adds eight hours for the end.Mapped in
- Preferred install start
-
Then
Google CalendarActionCreate Detailed EventRepeat Frequency daily and Repeat How Many Times? 2 for a two-day job.Mapped in
- Calendar: Halden installs
- Summary
- Start Date & Time
- End Date & Time
- Location
- Attendees
- Description
-
Then
Google CalendarActionAdd Attendee(s) to EventThe second signer and the installer, as a comma-separated list.Mapped in
- Event (from the step before)
- Attendee/s
-
Or
SlackAction · optionalSend Channel MessageTell the install team, or use Microsoft Teams.Mapped in
- Channel
- Message
The same job can be built in Make, bring your own: a scenario that takes QuoteCloud's signing event through Make's built-in OAuth connection and creates the event with Make's own Google Calendar steps.
Tom signs HC-5108 at 7:55 pm on Sunday 18 October, after Claire. A minute later the Halden installs calendar has the Hadley install on Tuesday 3 and Wednesday 4 November from 7:30 am, and Claire, Tom and Leon Tsui each have the invitation.
Result
The job is booked on the client's date, with the client invited, without anyone reading the form or typing the date.
QuoteCloud's Zapier app and Form Builder: Essentials and up
How HVAC businesses connect QuoteCloudThe event the Zap creates
Each line of the event comes from a field on the signed quote. The arrows name it.
Google Calendar's own reminders and invitations take it from there. Moving the event later doesn't change the signed quote.
Where every date comes fromInstall · HC-5108 · Hadley
Tue 3 Nov 2026, 7:30 am – 3:30 pm · daily, 2 times← Form answer, via Formatter
- Location
- 22 Banksia Rise← Site address data item
- Guests
- Claire Hadleyclaire.hadley@example.comInvited
- Tom Hadleytom.hadley@example.comInvited
- Leon Tsuileon.tsui@halden.example.comInstaller
- Description
- Ducted heat pump air conditioning, 4 zones (HC-5108). Signed by Claire & Tom Hadley on Sun 18 Oct. Access: side gate on the left; the dog will be inside.← Title, number and form answer
- Reminders
- 1 day before, by email · 1 hour before
- Calendar
- Halden installs · shows as Busy
Illustration · sample data, not Google Calendar's screen
The install, in the team's week
Halden's installs calendar is shared with the office and the crew. Everything else this week was booked by hand; the Hadley job came from the Zap, both days of it.
Pick the calendar in the Zap's Calendar field. The Google account you connect in Zapier needs edit access to it.
Halden installs shared calendar
2 – 6 Nov 2026Mon 2
- 8 am – 12 pmInstall · HC-5124 · RaoSplit systems, 2 rooms
- 1 pm – 3 pmService · Ashgrove Medical
Tue 3
- 7:30 am – 3:30 pmInstall · HC-5108 · HadleyDucted 14 kW, 4 zones · day 1 of 2Added by a Zap
Wed 4
- 7:30 am – 3:30 pmInstall · HC-5108 · HadleyDay 2 of 2 · repeats from TueAdded by a Zap
Thu 5
- 9 am – 10:30 amSite survey · Okafor
- 11:30 am – 3:30 pmInstall · HC-5131 · LindellSplit system, 1 room
Fri 6
- 2 pm – 3 pmQuote review
Illustration · sample data, not Google Calendar's screen
Field map for the booking Zap
| Google Calendar: Google Calendar field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Start Date & Time | QuoteCloud to Google Calendar | Form answer: Preferred install start, via Formatter | Form answer | Tue 3 Nov 2026, 7:30 am |
|
| End Date & Time | QuoteCloud to Google Calendar | The start plus 8 hours, via Formatter | Formatter | Tue 3 Nov 2026, 3:30 pm |
|
| Summary | QuoteCloud to Google Calendar | Document number + client surname | Document field | Install · HC-5108 · Hadley |
|
| Location | QuoteCloud to Google Calendar | Site address data item | Data item | 22 Banksia Rise |
Check it appears in Find Document's test data. |
| Attendees | QuoteCloud to Google Calendar | Signer email | Document field | claire.hadley@example.com |
|
| Attendee/s (Add Attendee(s) to Event) | QuoteCloud to Google Calendar | Second signer + a fixed installer address | Document field | tom.hadley@example.com, leon.tsui@halden.example.com |
|
| Description | QuoteCloud to Google Calendar | Title + form answer: access | Form answer | Side gate on the left; the dog will be inside. |
All values are sample data. Field names on the QuoteCloud side are described, not quoted: check them in your Zap's test data.
Variations on this recipe
Paid, not just signed
Start from Document Part Paid instead to book once the deposit is in, or Document Paid once it is paid in full. QuoteCloud Payments is on Essentials and up.
A date you set, not the client
Keep the start in a data item you fill before sending, such as Install date, and map it the same way.
A kickoff meeting, not an install
For services, book a kickoff call instead: Add Conferencing? set to Yes puts a video link in the event.
Build it in Make instead
Bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own Google Calendar steps. No ready-made QuoteCloud app on Make.
Book the work the moment it's signed
QuoteCloud's Zapier app and Form Builder are on the Essentials plan and up. Start a free 14-day trial and test the Zap with a sample quote.
Build the booking Zap in six steps
Ask for the date in the quote
Add a Forms block to your template with a question such as Preferred install start.
Start with Document Signing Complete
In Zapier, choose QuoteCloud's Document Signing Complete trigger and test it with a fully signed test quote whose form is answered.
Load the answer
Add QuoteCloud's Find Document with the document number and Detail Level set to Full, and find the answer in the test data.
Make it a start and an end
Add Formatter by Zapier's Date / Time to read the answer, and a second one to add the job's length for the end.
Create the event
Add Google Calendar's Create Detailed Event: pick the calendar, map the summary, start, end, location and the signer's email in Attendees.
Test, then switch it on
Sign a test quote as two @example.com signers, check the event and its invitations, then turn the Zap on.
Questions about booking on signature
Can a signed QuoteCloud quote create a Google Calendar event?
Yes, through a Zap you build. QuoteCloud's Document Signing Complete trigger fires once every signer has signed, and Google Calendar's Create Detailed Event books the job in the calendar you pick. QuoteCloud's Zapier app is on the Essentials plan and up; the Zap creates no document, so it carries no document fee.
Where does the event's date come from?
From a real field on the document. The simplest is a Forms question where the client gives a preferred start, loaded with Find Document set to Full. A data item you fill before sending works too. Formatter by Zapier turns the answer into the start and end the calendar needs.
Does the client get a calendar invitation?
Yes, if you map their email into the event. Create Detailed Event has an Attendees field, and Add Attendee(s) to Event takes a comma-separated list, so both signers and your installer can be invited. Google Calendar sends the invitations, as it would for any event.
What if the job takes more than one day?
Use Create Detailed Event's Repeat Frequency and Repeat How Many Times? fields: daily, twice, books a two-day install as one repeating event. For jobs whose length varies, keep the number of days in a data item and map it into Repeat How Many Times?.
More on QuoteCloud and Google Calendar
Four use cases with the exact Zapier steps, then how to connect, where the dates come from and what it costs.
- Hold, confirm and release event datesA sent proposal pencils the date, a signature confirms it and books the tasting, an expired one releases it.
- Follow-up calls and expiry remindersA first view books a call for the next morning; a quote the Zap sends gets a reminder two days before it expires.
- Draft proposals from calendar meetingsWhen a site visit or discovery call ends in Google Calendar, a Zap drafts the proposal with the meeting's details.
- Connect Google Calendar to QuoteCloud, step by stepCheck the plan, connect both apps in Zapier, build and test the first Zap, or build it in Make.
- Where the dates come from, and the field mapData items, form answers and trigger times, shifted with Formatter, and every field the Zaps map.
- What QuoteCloud with Google Calendar can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Google Calendar connection costsEssentials and up for Zapier; only the meeting-to-proposal Zap creates documents that carry a fee.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and Google Calendar.
Signed in QuoteCloud. Booked in Google Calendar.
Start a free 14-day trial and build the Zap that books the work the moment your quotes are signed.