Draft proposals from Google Calendar meetings
The site visit or discovery call is already in your calendar, with the address, the client and your notes. When it ends, one Zap turns it into a draft proposal in QuoteCloud, ready for you to price.
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Build a Zap with QuoteCloud's Zapier app (Essentials and up). Google Calendar's Event Ended trigger, limited to events containing a term such as Site visit, runs Find or Create Contact for the client, Create Document from your template with the meeting's details in data items, and Add Document Recipient. Each document a Zap creates carries the per-document fee.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Larkspur Garden Co.'s backyard makeover proposal LG-2417 for Ava and Leo Marsh, created as a draft by a Zap, with its data items filled from the calendar event: prepared for Ava Marsh, site address 41 Wren Street, site visit date Tuesday 13 October 2026, designer Noah Field and the visit notes. In front, an illustration of the calendar event: Site visit, Marsh backyard, Tuesday 13 October from 9:30 to 11:00 am at 41 Wren Street, with Noah Field and Ava Marsh, whose end started the Zap.
Why start the proposal from the meeting?
Larkspur Garden Co. designs and builds gardens. Every proposal starts with a site visit that Noah Field books in Google Calendar, with the client invited, the address as the location and a line of notes.
Everything the proposal needs to start is already in that event. Instead of retyping it into QuoteCloud that evening, a Zap creates the draft when the visit ends, so Noah opens it with the client, address and notes in place and only adds the design and the prices.
- Event Ended's search term keeps it to site visits, not every meeting.
- The draft comes from your template; nothing is sent until you send it.
- A Zap never ticks options or chooses content blocks: the template has them, the client ticks options.
How do I create a proposal when a Google Calendar meeting ends?
Four steps. Every name is the exact event you pick in Zapier.
ZapSite visit ended: draft the proposal
-
When
Google CalendarTriggerEvent EndedCalendar: Noah Field. Search term: Site visit, so only those events start it.Passes on
- Summary
- Start
- Location
- Description
- Attendee email
- Organizer
-
Then
QuoteCloudSearchFind or Create ContactFinds the client by exact email, or creates them.Searches on
- Email Address
- First Name
- Last Name
-
Then
QuoteCloudActionCreate DocumentFrom the garden design template; Auto Send Document: No.Mapped in
- Document Title
- Site address ← Location
- Site visit date ← Start
- Designer ← Organizer
- Visit notes ← Description
-
Then
QuoteCloudActionAdd Document RecipientMapped in
- Document Number
- Existing Contact
-
Or
SlackAction · optionalSend Channel MessagePost the draft's number to the design channel.Mapped in
- Channel
- Message
The same job can be built in Make, bring your own: a scenario that watches the calendar with Make's own Google Calendar steps and calls QuoteCloud's API or Zapier endpoints through Make's built-in OAuth connection.
Noah's site visit at 41 Wren Street ends at 11:00 am on Tuesday 13 October. At 11:02 the draft LG-2417 is in QuoteCloud with Ava as the recipient and the address, visit date and notes filled in. Noah adds the deck, path and planting the next morning and sends it at 9:15 am; Ava signs that evening.
Result
The proposal is started while the visit is fresh, with nothing retyped.
QuoteCloud's Zapier app and custom data items: Essentials and up · per-document fee applies
Garden design proposals for landscapersThe week the visit happened
Noah's calendar for 12 to 16 October. The Tuesday visit is marked ended: that's the moment the Zap ran. Friday's Raman courtyard visit will start its own draft when it ends, and the care round and installs, which don't contain the search term, never do.
Prefer the draft ready before you arrive? Start the same Zap from New Event instead, and the proposal is waiting when you walk in.
Noah Field Garden designer
12 – 16 Oct 2026Mon 12
- 8 am – 11 amGarden care roundHollis, Pryor, Quayle
Tue 13
- 9:30 am – 11 amSite visit · Marsh backyard41 Wren StreetEnded → draft LG-2417
- 1 pm – 4 pmDesign time
Wed 14
- 9 am – 9:30 amFinish & send LG-2417
- 10:30 am – 3:30 pmInstall · Kerr native garden
Thu 15
- 7:30 am – 3:30 pmInstall · Kerr native garden
Fri 16
- 10 am – 11 amSite visit · Raman courtyardEnds → its own draft
Illustration · sample data, not Google Calendar's screen
What the draft starts with
The draft opens with the client as recipient and five data items filled from the event, each placed in the template's text where you put it. The price table, design and options are the template's, for Noah to complete.
Every field the Zaps mapData items filled by the Zap
Prepared for- Ava MarshFrom Google Calendar · Attendee
Site address- 41 Wren StreetFrom Google Calendar · Location
Site visit date- Tue 13 Oct 2026From Google Calendar · Event start
Designer- Noah FieldFrom Google Calendar · Organizer
Visit notes- Low-water planting, deck off the kitchen, path to the lawnFrom Google Calendar · Description
Field map for the meeting-to-proposal Zap
| Google Calendar: Google Calendar field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Attendee email | Google Calendar to QuoteCloud | Email Address (Find or Create Contact) | Contact field | ava.marsh@example.com |
|
| Summary | Google Calendar to QuoteCloud | Document Title (or type a fixed title) | Document field | Site visit · Marsh backyard |
|
| Location | Google Calendar to QuoteCloud | Site address | Data item | 41 Wren Street |
|
| Start | Google Calendar to QuoteCloud | Site visit date | Data item | Tue 13 Oct 2026 |
|
| Organizer | Google Calendar to QuoteCloud | Designer | Data item | Noah Field |
|
| Description | Google Calendar to QuoteCloud | Visit notes | Data item | Low-water planting, deck off the kitchen, path to the lawn |
All values are sample data. Data items are the template's own, created in QuoteCloud before you build the Zap.
Variations on this recipe
Bookings from Calendly
If clients book themselves, the meeting still lands in Google Calendar; or start from Calendly's own trigger.
A template per meeting type
Use Paths by Zapier on the event's summary: Site visit drafts a design proposal, Care quote drafts a maintenance agreement.
Send it straight away
Set Auto Send Document to Yes only for templates that need no pricing, such as a standard care plan. Most proposals should wait for you.
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.
Start the proposal while the visit is fresh
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the Zap with a sample meeting.
Build the meeting-to-proposal Zap in five steps
Prepare the template
Add data items such as Site address, Site visit date and Visit notes to your proposal template, and place them in its text.
Start with Event Ended
In Zapier, choose Google Calendar's Event Ended, pick the calendar and set the search term your meetings use, such as Site visit.
Find or create the client
Add QuoteCloud's Find or Create Contact with the attendee's email and name.
Create the draft
Add Create Document, choose the template, map the event's fields into the data items and leave Auto Send Document off; then Add Document Recipient.
Test with a short meeting
Book a 15-minute test event with an @example.com guest, let it end, check the draft in QuoteCloud, then switch the Zap on.
Questions about proposals from meetings
Can a Google Calendar meeting create a QuoteCloud proposal?
Yes, through a Zap. Google Calendar's Event Ended trigger, limited by a search term such as Site visit, can run QuoteCloud's Find or Create Contact, Create Document from your template and Add Document Recipient. The draft waits in QuoteCloud for you to price and send.
Which meeting details reach the proposal?
Whatever you map from the event into the template's data items, typically the location, the start date, the organizer and the description, plus the attendee as the recipient. The price table, design and options come from your template. A Zap never ticks options or chooses content blocks.
Does this Zap carry a QuoteCloud fee?
Yes. It creates a document, and each document created through Zapier or the API carries a per-document fee of US$2.00, $1.80 or $1.60 by volume. QuoteCloud's Zapier app is on the Essentials plan and up. Zapier's own plan covers the tasks.
Can the proposal be ready before the meeting instead?
Yes. Start the same Zap from Google Calendar's New Event, or New or Updated Event Matching Search, so the draft exists as soon as the visit is booked. Event Ended suits teams who add their notes to the event during the visit.
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.
- Book the work when the quote is signedWhen every signer has signed, a Zap books the install on the date the client chose, with the client invited.
- 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.
- 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.
Meeting over. Proposal started.
Start a free 14-day trial and build the Zap that drafts your proposals when your calendar meetings end.