Keep Dynamics 365 accounts and contacts matched
Enterprise quotes go to more people than the CRM knows about: a procurement manager, a finance director. Two Zaps keep QuoteCloud's address book and Dynamics 365's contacts matched by email, and file new people under the right account.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
Build two Zaps with QuoteCloud's Zapier app, on Essentials and up. Dynamics 365's New Contact runs QuoteCloud's Find or Create Contact. QuoteCloud's New Contact Created runs Find or Create Account on the company name, then Find or Create Contact on the email. Matching by email stops duplicates in both apps.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Wexmoor Freight & Logistics' QuoteCloud contacts: Lewis Tran of Orchard & Pine Furniture, found or created by a Zap from Dynamics 365; Dana Whitlock, procurement manager at Orchard & Pine, added in QuoteCloud and sent to Dynamics 365; Marcus Abara of Coldwater Fresh Co., already in QuoteCloud. In front, an illustration of Dana Whitlock's new Dynamics 365 contact under the Orchard & Pine Furniture account, created by a Zap.
Why match contacts both ways?
Wexmoor's account manager Ines Okoye keeps Orchard & Pine Furniture's people in Dynamics 365. But when she sent the 2027 freight agreement, she added procurement manager Dana Whitlock in QuoteCloud as a second signer, and Dynamics never heard of her.
Zap 1 brings new Dynamics contacts into QuoteCloud, so reps pick them instead of retyping them. Zap 2 sends people added in QuoteCloud back to Dynamics, under their account, so the next opportunity has them.
- Both Zaps find before they create, matching on email, so neither app fills with duplicates.
- Zap 2 finds or creates the account first, so contacts land under the right company.
- Several signers are where most new people come from.
Zap 1: from Dynamics 365 into QuoteCloud
ZapNew Dynamics contact: find or create in QuoteCloud
-
When
Microsoft Dynamics 365 CRMTriggerNew ContactPasses on
- First name
- Last name
- Company
- Only if Filter by ZapierFilterOnly continue if Email exists.
-
Then
QuoteCloudSearchFind or Create ContactSearches on
- First and last name
- Company
Ines adds Lewis Tran after the lane review call. A minute later he's in QuoteCloud, ready to pick as a recipient.
Result
Reps choose people from QuoteCloud's address book instead of retyping them from Dynamics.
QuoteCloud's Zapier app: Essentials and up
Zap 2: from QuoteCloud back to Dynamics 365
ZapNew QuoteCloud contact: account, then contact, in Dynamics
-
When
QuoteCloudTriggerNew Contact CreatedPasses on
- Name
- Company
-
Then
Microsoft Dynamics 365 CRMSearchFind or Create AccountFinds the account by name.Searches on
- Account name
-
Then
Microsoft Dynamics 365 CRMSearchFind or Create ContactMatches on email; creates the contact only if there's none.Searches on
- First and last name
- Company name
Both Zaps can be built in Make instead, bring your own: Make's built-in OAuth connection to QuoteCloud and its API or Zapier endpoints, beside Make's own Dynamics 365 modules.
Ines adds Dana Whitlock in QuoteCloud as the agreement's second signer. Zap 2 finds Orchard & Pine Furniture in Dynamics and creates Dana's contact there.
Result
Everyone who signs a quote is in Dynamics 365, under their account, for the next opportunity.
QuoteCloud's Zapier app: Essentials and up
How freight businesses connect QuoteCloudThe same people, in both apps
ContactLewis TranOperations manager · Orchard & Pine Furniture
- lewis.tran@example.com
- Business phone
- 555 0182
- Account
- Orchard & Pine Furniture
- Owner
- Ines Okoye
Activity timeline
- Contact createdBy Ines Okoye, after the lane review callMon 5 Oct · 10:20 am
Illustration with sample data: a generic CRM record, not Dynamics 365’s screen.
Zap 1
- New Contact
- Find or Create Contact
Contacts QuoteCloud address book
- Lewis TranOperations manager · Orchard & Pine Furniturelewis.tran@example.com Found or created by a Zap from Dynamics 365
- Dana WhitlockProcurement manager · Orchard & Pine Furnituredana.whitlock@example.com Added in QuoteCloud by Ines · sent to Dynamics 365
- Marcus AbaraSupply chain manager · Coldwater Fresh Co.marcus.abara@example.com Found by a Zap (already in QuoteCloud)
The contact record is our illustration of a generic CRM with sample data, not Dynamics 365's screen.
Field map for both Zaps
| Microsoft Dynamics 365 CRM: Dynamics 365 field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap 1: Dynamics to QuoteCloud | |||||
| Microsoft Dynamics 365 CRM to QuoteCloud | Email (Find or Create Contact) | Search value | lewis.tran@example.com |
||
| First name, Last name | Microsoft Dynamics 365 CRM to QuoteCloud | Name | Contact field | Lewis Tran |
|
| Company (the account) | Microsoft Dynamics 365 CRM to QuoteCloud | Company | Contact field | Orchard & Pine Furniture |
Check whether the test data shows the account's name. |
| Zap 2: QuoteCloud to Dynamics | |||||
| Account name (Find or Create Account) | QuoteCloud to Microsoft Dynamics 365 CRM | Company | Account column | Orchard & Pine Furniture |
|
| Email (Find or Create Contact) | QuoteCloud to Microsoft Dynamics 365 CRM | Search value | dana.whitlock@example.com |
||
| First name, Last name | QuoteCloud to Microsoft Dynamics 365 CRM | Name | Contact column | Dana Whitlock |
|
All values are sample data.
Variations on these Zaps
Keep changes matched too
Updated Contact in Dynamics can run QuoteCloud's Update Contact, and QuoteCloud's Contact Updated can run Dynamics' Update Contact. Watch for loops: filter on who made the change.
Only customers, not every contact
Filter Zap 1 on a column such as Relationship type, so suppliers and partners stay out of QuoteCloud.
One owner for created records
Records Zap 2 creates belong to the Dynamics account Zapier signs in as. See the IT review.
Build it in Make instead
Bring your own: Make's built-in OAuth connection to QuoteCloud and its API, beside Make's own Dynamics 365 modules.
One person, one email, both apps
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build both Zaps with test contacts.
Build both Zaps in five steps
Decide who comes across
All contacts with an email, or only customers: set Zap 1's filter to match.
Zap 1
Microsoft Dynamics 365 CRM's New Contact, a filter on Email, then QuoteCloud's Find or Create Contact.
Zap 2
QuoteCloud's New Contact Created, then Find or Create Account and Find or Create Contact in Dynamics.
Test with new people
Create a test contact in each app with an @example.com email and check it appears once in the other.
Test the duplicate
Create the same email again and check both Zaps find the existing person instead of adding a second.
Questions about matching contacts
How do Dynamics 365 contacts get into QuoteCloud?
Through a Zap. Zapier's New Contact trigger for Microsoft Dynamics 365 CRM runs QuoteCloud's Find or Create Contact, which matches on email and creates the contact only if there's none. QuoteCloud's Zapier app is on the Essentials plan and up.
Do new QuoteCloud contacts go under the right Dynamics account?
Yes, if Zap 2 finds the account first. QuoteCloud's New Contact Created runs Find or Create Account on the company name, then Find or Create Contact on the email. Check in a test that the contact lands under the account in your Dynamics set-up.
Will this create duplicates?
Not if both Zaps use the find-or-create searches on email. A person who already exists is found, not added again. Contacts without an email are filtered out of Zap 1, because there's nothing reliable to match on.
Do changes to existing contacts move too?
Not with these two. They're one-way Zaps, each started by a new contact in one app. Changes to existing contacts move only if you build Zaps for Updated Contact and Contact Updated as well.
More on QuoteCloud and Dynamics 365
Six use cases with the exact Zapier steps, then the IT review, how to connect 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.
- IT and security review of the Dynamics 365 integrationWhat passes through Zapier or Make, which accounts to connect with, who can change what, and the controls on each side.
- 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.
Everyone who signs, in Dynamics.
Start a free 14-day trial and build the Zaps that keep your Dynamics 365 contacts and QuoteCloud matched.