Keep a quote pipeline tracker in Google Sheets
One row per quote, always current. A Zap adds the row when the document is created; others find it and update the status and the time as it's sent, viewed and signed.
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- Building QuoteCloud since 2013
Use two kinds of Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Created trigger adds a row with Google Sheets' Create Spreadsheet Row. Document Status Changed, set to the status you track, finds that row with Lookup Spreadsheet Row on the document number and updates its Status and Last update columns with Update Spreadsheet Row.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, an illustration of Tanbark Trade Supply's quote pipeline in Google Sheets: five QuoteCloud documents with account, owner, total, status and last update, and an open pipeline of $48,910.40 at the foot. Bellmount Bakery's TT-Q-4502 has just changed to Signed, Thu 5 Nov, 10:41 am, written by a Zap. In front, TT-Q-4502's activity in QuoteCloud: created, sent, viewed, signed and paid on signing.
Why track the pipeline in a sheet?
Tanbark Trade Supply's directors want one place to see every open quote: who it's for, who owns it, what it's worth and where it's up to. Owen Achterberg and Priti Desai send the quotes from QuoteCloud, but the directors live in Google Sheets.
So the sheet keeps one row per QuoteCloud document. A Zap adds the row the moment a document is created; others update the same row as it's sent, viewed and signed. A SUMIFS at the foot gives the open pipeline, and nobody copies numbers across on Monday morning.
- One row per document, so the totals at the foot never double count.
- The document number is the key: every update Zap finds the row by it.
- Want every event kept as its own row instead? That's the quote log.
How does a new quote get its row?
Zap one runs once per document, when QuoteCloud has finished creating it.
ZapNew document: add it to the pipeline
-
When
QuoteCloudTriggerDocument CreatedFires when a QuoteCloud document is fully created.Passes on
- Document number
- Title
- Recipient company
- Owner
- Total
-
Then
Google SheetsActionCreate Spreadsheet RowAdds the document to the Pipeline worksheet with the status Draft.Mapped in
- Document
- Account
- Owner
- Total
- Status: Draft
- Last update
Priti creates TT-Q-4502 for Bellmount Bakery at 9:40 am on Monday 2 November. Its row appears in the pipeline with the account, Priti's name, $3,338.50 and Draft.
Result
Every document your team creates is on the pipeline sheet, with its number, account, owner and total.
QuoteCloud's Zapier app: Essentials and up
How does the row change when the quote is signed?
Zap two, copied once for each status you track: find the row by the document number, then update two columns.
ZapStatus changed: update the row
-
When
QuoteCloudTriggerDocument Status ChangedPick the status in the trigger, such as Signing Complete. Make one copy of the Zap per status.Passes on
- Document number
- Status
- Total
-
Then
Google SheetsSearchLookup Spreadsheet RowFinds the row whose Document column matches.Searches on
- Lookup column: Document
- Lookup value: document number
-
Then
Google SheetsActionUpdate Spreadsheet RowChanges only the columns you map; the rest of the row stays as it was.Mapped in
- Row
- Status: Signed
- Last update
Swap the lookup for Google Sheets' Find or Create Row if some documents were created before Zap one was on: it adds the row when nothing matches. The column map lists both Zaps' fields.
Tomasz Wren signs TT-Q-4502 at 10:41 am on Thursday. The Zap finds row 4 by the document number and sets it to Signed, 10:41 am. The open pipeline at the foot drops by $3,338.50 on its own.
Result
The pipeline sheet shows where every quote is up to, and its formulas stay right.
QuoteCloud's Zapier app: Essentials and up · no per-document fee: these Zaps create no documents
How wholesalers connect QuoteCloudOne quote, one row
TT-Q-4502 in QuoteCloud, and the row the two Zaps keep for it.
Activity
- Created by Priti DesaiMon 2 Nov, 9:40 am · Document Created
- Sent to Tomasz WrenMon 2 Nov, 10:02 am · status Sent
- Viewed by TomaszTue 3 Nov, 7:15 am
- Signed by Tomasz WrenThu 5 Nov, 10:41 am · $3,338.50 paid on signing
Zaps
- Document Created
- Document Status Changed
- Lookup Spreadsheet Row
- Update Spreadsheet Row
| Document | Account | Owner | Total | Status | Last update |
|---|---|---|---|---|---|
| TT-Q-4480 | Ferngully Events | Owen Achterberg | $14,004.76 | Viewed | Fri 23 Oct, 4:12 pm |
| TT-SO-4471 | Pinecrest Café Group | Owen Achterberg | $5,273.95 | Signed | Tue 3 Nov, 8:05 am |
| TT-Q-4502 | Bellmount Bakery | Priti Desai | $3,338.50 | Signed (updated by a Zap) | Thu 5 Nov, 10:41 am (updated by a Zap) |
| TT-Q-4519 | Halyard Hotels | Owen Achterberg | $15,805.24 | Sent | Wed 4 Nov, 2:20 pm |
| TT-Q-4533 | Pinecrest Café Group | Owen Achterberg | $19,100.40 | Sent | Tue 10 Nov, 9:15 am |
| Open pipeline | $48,910.40 |
- Pipeline
- By owner
Cell updated by a Zap
The sheet is our illustration of a generic spreadsheet with sample data, not Google's screen. Every business here is fictional.
Which column does each Zap fill?
Both Zaps, with the sample values from TT-Q-4502.
| Google Sheets: Google Sheets column | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap one: Document Created, Create Spreadsheet Row | |||||
| Document | QuoteCloud to Google Sheets | Document number | Sheet column | TT-Q-4502 |
The key every later Zap looks up. |
| Account | QuoteCloud to Google Sheets | Recipient company | Sheet column | Bellmount Bakery |
|
| Owner | QuoteCloud to Google Sheets | Document owner | Sheet column | Priti Desai |
|
| Total | QuoteCloud to Google Sheets | Total | Sheet column | $3,338.50 |
Format the column as currency in the sheet. |
| Status | QuoteCloud to Google Sheets | Typed in the Zap | Sheet column | Draft |
|
| Zap two: Document Status Changed, Lookup and Update Spreadsheet Row | |||||
| Document (lookup column) | QuoteCloud to Google Sheets | Document number | Lookup column | TT-Q-4502 |
|
| Status | QuoteCloud to Google Sheets | Typed in the Zap | Sheet column | Signed |
|
| Last update | QuoteCloud to Google Sheets | Zap run time | Sheet column | Thu 5 Nov, 10:41 am |
|
QuoteCloud field names are as they appear in your Zap's test data. All values are sample data.
Variations for the pipeline tracker
A different trigger, an extra column, or the Make route.
Mark first views too
Add a copy of Zap two on Recipient First Viewed Document to set the status to Viewed.
Expired and lost
Copies on Document Expired and Document Lost keep dead quotes out of the open pipeline.
Weighted pipeline
Add a Confidence column you fill in by hand and a SUMPRODUCT at the foot. QuoteCloud's own Sales Forecast is on Business.
Build it in Make instead
Bring your own: connect Make to QuoteCloud with Make's built-in OAuth and call QuoteCloud's API or Zapier endpoints in a scenario, beside Make's own Google Sheets modules.
Build the tracker with a free trial
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and point the Zaps at a copy of your pipeline sheet.
Build the pipeline tracker in five steps
Set up the sheet
Add a Pipeline tab with a header row: Document, Account, Owner, Total, Status and Last update.
Zap one: add the row
QuoteCloud's Document Created trigger, then Google Sheets' Create Spreadsheet Row with Status typed as Draft.
Zap two: find the row
QuoteCloud's Document Status Changed with a status picked, then Lookup Spreadsheet Row on the Document column.
Update two columns
Add Update Spreadsheet Row, map the row from the lookup, and set Status and Last update. Copy Zap two for each status.
Test, then turn them on
Create and sign a test document addressed to @example.com, check its row changes, then switch the Zaps on.
Questions about the pipeline tracker
How does the Zap find the right row?
By the document number. Zap one writes it into the Document column when the row is added; Zap two runs Google Sheets' Lookup Spreadsheet Row on that column with the number from the QuoteCloud trigger, then updates the row it finds. Keep the column's values exactly as QuoteCloud writes them.
What if a document has no row yet?
Use Google Sheets' Find or Create Row in Zap two instead of Lookup Spreadsheet Row. It looks up the row by the document number and adds it when nothing matches, so documents created before Zap one was switched on still get a row.
Will editing the sheet change the quote in QuoteCloud?
No. These Zaps write from QuoteCloud to the sheet. Changing a status or total in the sheet doesn't change the document; to start something in QuoteCloud from the sheet you'd build a separate Zap on a sheet trigger.
Do status Zaps carry a fee?
No. The per-document fee applies only to documents created through Zapier or the API. Adding and updating rows in Google Sheets doesn't create documents, though each run uses a task on your Zapier plan.
More on QuoteCloud and Google Sheets
Six use cases with the exact Zapier steps, then how to connect, test and what it costs.
- Log every quote event in Google SheetsSent, viewed, signed, paid and expired: each QuoteCloud event adds a row, and sheet formulas turn the log into a report.
- Create quotes from Google Sheets rowsA new row creates the document from your template, with the row's details in data items and price-table rows.
- Fill a price table from Google Sheets linesOne sheet row per product line: a Zap looks the lines up and adds them to the new quote's price table.
- Feed the product library from a Google Sheets price listKeep prices in the sheet you already maintain: a Zap creates or updates each QuoteCloud product from its row.
- Google Sheets or QuoteCloud's Spreadsheet block?Two different spreadsheets: your Google Sheet outside, the Spreadsheet block inside the quote, and how a Zap reaches each.
- Connect Google Sheets to QuoteCloud, step by stepCheck the plan, set up the sheet's header row, connect both apps in Zapier and test your first Zap.
- Google Sheets column mapWhich column each Zap on this site writes or reads, which way it travels and a sample value.
- Test and troubleshoot the Google Sheets ZapsTest with a copy of the sheet, then fix the usual problems: no row found, blank columns, duplicate documents.
- What QuoteCloud with Google Sheets can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Google Sheets connection costsEssentials and up for Zapier, plus a fee only for documents a Zap or the API creates. Logging rows is free.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and Google Sheets.
One row per quote. Always current.
Start a free 14-day trial, add a Pipeline tab to a copy of your sheet and build both Zaps with a test document.