IT and security review of the Dynamics 365 integration
Before sales connects anything, IT asks four questions: what data moves, through what, as whom, and how do we switch it off. Here are the answers, with the set-up we recommend.
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- Building QuoteCloud since 2013
Only the fields you map in each Zap or Make scenario move between Dynamics 365 and QuoteCloud, through Zapier or Make, never directly. Connect each app with a dedicated integration account limited to the tables the Zaps use, keep the Zaps in a company-owned Zapier account, and turn a Zap off or remove a connection to stop it.
Last reviewed by the QuoteCloud team
Two illustrative Zap editor panels with sample data, not Zapier's screen. Behind, the step Update Opportunity, which writes only the QuoteCloud reference and status to the opportunity. In front, the trigger step Updated Opportunity, connected with a dedicated Dynamics 365 integration account, integration@tessmore.
How does data get from Dynamics 365 to QuoteCloud?
Never directly. QuoteCloud has no direct or native Dynamics 365 connection on any plan. Every job on this site is a Zap in Zapier, or a scenario your team builds in Make. Each one is started by one event, reads what its steps ask for and writes only the fields mapped in it.
So the integration is exactly as wide as the Zaps you build. Tessmore Engineering's Zaps read an opportunity's topic, ID, owner, account and contact, and write back a reference, a status, two dates and a signer's name. Nothing else in Dynamics is read, and no document content is written to it.
- Dynamics 365's sales data only: opportunities, accounts and contacts. No ERP, finance or Business Central connection.
- The quote itself stays in QuoteCloud: reading data, signatures and the signed PDF aren't copied to Dynamics by these Zaps.
- Every field on this site, with its direction: the field map.
Which accounts should the Zaps run as?
Each connection acts as whoever signs in to it. Use accounts the company owns, with only the access the Zaps need.
Dynamics 365: an integration user
Zapier's Microsoft Dynamics 365 CRM app signs in with OAuth as the user who connects it. Use a dedicated integration user with a security role limited to the Opportunity, Account and Contact tables, so records it writes say so and nothing breaks when a rep leaves.
QuoteCloud: an integration user with its own role
Create a QuoteCloud role for the integration: Document Controls and Address Book Controls on, User Controls and System Config off. Restrict its team to the templates the quote Zap uses. Roles and teams: Essentials and up.
Zapier: a company-owned account
Build the Zaps in a Zapier account the company controls, not a rep's personal one, so IT can see, change and switch off every Zap and connection.
Microsoft Teams: a posting account
Teams posts come from the account connected in Zapier. A dedicated account makes it clear the message came from the integration.
What data passes through Zapier
The full list for the six use cases on this site. Leave out a Zap and its fields don't move.
| Microsoft Dynamics 365 CRM: Dynamics 365 or Teams | Direction | QuoteCloud: QuoteCloud | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Into QuoteCloud | |||||
| Opportunity topic and ID | Microsoft Dynamics 365 CRM to QuoteCloud | Document title, data items | Data item | Quenda Robotics · QR-310 brackets |
|
| Account name, owner | Microsoft Dynamics 365 CRM to QuoteCloud | Data items | Data item | Quenda Robotics · Anjali Desai |
|
| Contact name, email, company | Microsoft Dynamics 365 CRM to QuoteCloud | Contact and recipient | Contact field | marcus.oyelaran@example.com |
|
| Into Dynamics 365 | |||||
| QuoteCloud reference, status | QuoteCloud to Microsoft Dynamics 365 CRM | Document reference, event | Opportunity column | TE-Q-2431 · Signed |
|
| Last viewed, Signed on, Last signed by | QuoteCloud to Microsoft Dynamics 365 CRM | Event date, signer name | Opportunity column | Tue 27 Oct 2026 · Marcus Oyelaran |
|
| Account and contact (new people) | QuoteCloud to Microsoft Dynamics 365 CRM | Contact name, email, company | Contact column | dana.whitlock@example.com |
|
| Into Microsoft Teams | |||||
| Channel or chat message | QuoteCloud to Microsoft Dynamics 365 CRM | Reference, title, signer, owner, value | TE-Q-2431 signed by Sofia & Marcus |
||
All values are sample data. Zapier's task history shows what each run passed; check how long your Zapier plan keeps it.
Review it on a sandbox first
Start a free 14-day trial of QuoteCloud and point the Zaps at a Dynamics 365 sandbox or test environment before production.
What protects the quote on QuoteCloud's side?
QuoteCloud runs on Amazon Web Services, with personal information stored on servers in the USA, and documents encrypted with 256-bit encryption. Card payments go through gateways such as Stripe and PayPal; QuoteCloud doesn't store card details.
Signers can be asked for a one-time passcode before they sign, eSignatures are eIDAS compliant, and every completed document carries a certificate of authenticity, an audit trail and its own document ID.
- Custom roles and teams: Essentials and up.
- Approval workflow, content locking and version history: Business.
- Single sign-on, IP range filtering and a custom URL: Enterprise.
- Need a security questionnaire completed? Talk to us.
Document workflow
ApprovedTriggered when Total Value greater than $25,000
- Gareth LyleGeneral managerApproved
Must be approved by any approver selected before it can be sent.
- Approval request sent by Anjali Desai · Wed 21 Oct, 2:10 pm
- Approved by Gareth Lyle · Wed 21 Oct, 3:02 pm
Approval workflow · Business plan
Accept and sign
2 of 2 signed
- Sofia LindqvistLead mechanical engineer SignedMon 26 Oct, 11:20 am
- Marcus OyelaranProcurement officer SignedTue 27 Oct, 4:15 pm
Certificate of authenticity and audit trail attached
Reviewing Make instead of Zapier?
How Make connects
Make connects to QuoteCloud through Make's built-in OAuth connection, and your scenarios call QuoteCloud's API or Zapier endpoints. There's no ready-made QuoteCloud app on Make.
What that means for review
Your team designs every call, so the data inventory is your scenario's. Review it like an in-house integration: which endpoints it calls, which fields it maps, which accounts it signs in as.
The review, in six steps
List the Zaps
Agree which use cases you're switching on; each one has a fixed list of fields.
Create the integration users
A Dynamics 365 user with a limited security role, a QuoteCloud user with its own role and team.
Add the columns
Request quote, QuoteCloud reference, QuoteCloud status and the date columns on the Opportunity table.
Connect in a company account
Sign in to QuoteCloud, Dynamics 365 and Teams in the company's Zapier account, approving access if your tenant asks.
Test on a sandbox
Run every Zap against test records with @example.com contacts and read the task history.
Write down the off switch
Who can turn Zaps off, disconnect an app and disable the integration users.
How do we switch it off?
One Zap
Turn the Zap off in Zapier. Nothing else changes; records it already wrote stay as they are.
One app
Remove the app's connection in Zapier, or disable that app's integration user. Every Zap using it stops.
Everything
Disable the Dynamics 365 and QuoteCloud integration users. The documents stay in QuoteCloud and the columns in Dynamics.
IT and security questions
Does QuoteCloud connect directly to our Dynamics 365 tenant?
No. QuoteCloud has no direct or native Dynamics 365 connection. Data moves only through Zaps in Zapier, or scenarios in Make, that your team builds, and each one reads and writes only the fields mapped in it.
Which Dynamics 365 permissions does the integration need?
Only what the Zaps use: read and update on opportunities, and read and create on accounts and contacts if you match people. Connect Zapier with a dedicated integration user whose security role is limited to those tables.
Does the integration touch Business Central or our finance system?
No. These Zaps use Zapier's Microsoft Dynamics 365 CRM app for opportunities, accounts and contacts only. QuoteCloud doesn't connect to Business Central or any other ERP.
Where is QuoteCloud data stored?
On Amazon Web Services, with personal information stored on servers in the USA, and documents encrypted with 256-bit encryption. Zapier and Make each hold the data their runs pass according to their own policies, so include them in your review.
Can we use single sign-on?
Yes, on QuoteCloud's Enterprise plan, with IP range filtering and a custom URL. Custom roles and teams are on Essentials and up, and the approval workflow and content locking on Business.
More on QuoteCloud and Dynamics 365
Six use cases with the exact Zapier steps, then how to connect, the field map and what it costs.
- Create quotes from Dynamics 365 opportunitiesA rep ticks Request quote on the opportunity and a Zap drafts the quote from your template, then writes its reference back.
- Approve Dynamics 365 quotes before they go outQuoteCloud's approval workflow checks value, discount and who created it before any quote drafted from Dynamics can be sent.
- Procurement buyers and several signersOperations, procurement and finance each sign; the opportunity shows who has signed and changes when the last one does.
- Quote status on the Dynamics 365 opportunityViewed, signed, expired or lost: each QuoteCloud event updates your own columns on the opportunity.
- Microsoft Teams alerts for Dynamics 365 quotesFirst views, signatures and expiring quotes posted to a Teams channel or the owner's chat, in the same Zaps.
- Keep Dynamics 365 accounts and contacts matchedNew Dynamics contacts found or created in QuoteCloud, and new QuoteCloud contacts found or created in Dynamics with their account.
- Connect Dynamics 365 to QuoteCloud, step by stepAdd the columns, connect service accounts in Zapier, build the first Zap, test it and fix the usual problems.
- Dynamics 365 to QuoteCloud field mapEvery field the Dynamics Zaps on this site pass, which way it travels and a sample value: the list your IT team asks for.
- What QuoteCloud with Dynamics 365 can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Dynamics 365 connection costsEssentials and up for Zapier, Business for the approval workflow, plus a fee per document a Zap or the API creates.
- FAQAnswers to the questions sales, operations and IT ask before connecting QuoteCloud and Dynamics 365.
Narrow by design. Easy to switch off.
Start a free 14-day trial, connect a Dynamics 365 sandbox through Zapier and give your IT team the field list before anything goes live.