Procurement buyers and several signers, tracked in Dynamics 365
Big buyers sign in turns: operations, then procurement, then finance. QuoteCloud collects every signature on one document, and two Zaps keep the Dynamics 365 opportunity honest about who has signed and when the last one does.
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- Building QuoteCloud since 2013
Add each signer as a recipient of the QuoteCloud document; eSignatures are on every plan. With QuoteCloud's Zapier app, on Essentials and up, Recipient Signed Document updates a Last signed by column on the Dynamics 365 opportunity for each signer, and Document Signing Complete marks it Signed by all and tells the owner in Microsoft Teams.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, the signature block of Wexmoor Freight & Logistics' 2027 freight agreement WF-RS-2027-031 for Orchard & Pine Furniture, signed by 3 of 3: Lewis Tran, operations manager, on Mon 19 Oct; Dana Whitlock, procurement manager, on Wed 21 Oct; Jorge Salas, finance director, on Fri 23 Oct. In front, an illustration of the Dynamics 365 opportunity with Last signed by Jorge Salas and QuoteCloud status Signed by all, both updated by a Zap.
Why does a procurement buyer need its own recipe?
Orchard & Pine Furniture spends about $374,000 a year with Wexmoor. Its 2027 freight agreement needs three signatures: Lewis Tran in operations agrees the service, Dana Whitlock in procurement agrees the rates, and Jorge Salas in finance agrees the spend.
Each signs when they get to it, over a week or more. Account manager Ines Okoye needs to know where it's up to without opening QuoteCloud, and her forecast shouldn't treat one signature out of three as a win.
- Everyone signs the same document: no versions emailed around for each approver.
- Optional recipient verification sends each signer a one-time passcode before they sign.
- Every completed document carries a certificate of authenticity and an audit trail.
How does the opportunity show each signature?
Zap 1 runs once for every signer.
ZapEach signature: update Last signed by
-
When
QuoteCloudTriggerRecipient Signed DocumentFires for each signer.Passes on
- Document title
- Signer name
- Signed date
-
Then
Microsoft Dynamics 365 CRMSearchFind OpportunityOn the topic, used as the document's title.Searches on
- Topic
-
Then
Microsoft Dynamics 365 CRMActionUpdate OpportunityMapped in
- Opportunity ID
- Last signed by: signer and date
- QuoteCloud status: Partly signed
Lewis signs on Monday and Dana on Wednesday. Each time, a minute later, the opportunity's Last signed by column shows who and when, and the status says Partly signed.
Result
The opportunity always shows the latest signature, so nobody chases someone who has already signed.
QuoteCloud's Zapier app: Essentials and up
And when the last signer signs?
Zap 2 waits for everyone.
ZapSigning complete: signed by all, tell the owner
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
- Document title
- Document reference
- Signed date
-
Then
Microsoft Dynamics 365 CRMSearchFind OpportunitySearches on
- Topic
-
Then
Microsoft Dynamics 365 CRMActionUpdate OpportunityMapped in
- Opportunity ID
- QuoteCloud status: Signed by all
- Signed on
-
Then
Microsoft TeamsActionSend Chat MessageTo the opportunity's owner.Mapped in
- Chat
- Message
Both Zaps can be built in Make instead, bring your own: Make's built-in OAuth connection to QuoteCloud and its API, beside Make's own Dynamics 365 and Teams modules.
Jorge signs at 9:05 on Friday. The opportunity says Signed by all, and Ines gets a Teams chat: WF-RS-2027-031 is fully signed, close the opportunity as won.
Result
One clear moment when the agreement is complete, on the opportunity and in the owner's chat. Closing as won stays with Ines.
QuoteCloud's Zapier app: Essentials and up
How freight businesses send contract rate schedulesThree signers in QuoteCloud, one opportunity in Dynamics
Accept the 2027 agreement
3 of 3 signed
- Lewis TranOperations manager SignedMon 19 Oct, 10:12 am
- Dana WhitlockProcurement manager SignedWed 21 Oct, 3:40 pm
- Jorge SalasFinance director SignedFri 23 Oct, 9:05 am
Certificate of authenticity and audit trail attached
Activity
- Sent to Lewis, Dana and JorgeWed 14 Oct, 2:30 pm · by Ines Okoye
- Signed by Lewis TranMon 19 Oct, 10:12 am · 1 of 3
- Signed by Dana WhitlockWed 21 Oct, 3:40 pm · 2 of 3
- Signed by Jorge SalasFri 23 Oct, 9:05 am · 3 of 3, complete
Zaps
- Recipient Signed Document
- Document Signing Complete
- Update Opportunity
OpportunityOrchard & Pine Furniture · 2027 freight agreementAccount: Orchard & Pine Furniture
- Qualify
- Develop
- Propose
- Close
- Est. revenue
- $374,400.00
- Owner
- Ines Okoye
- QuoteCloud reference
- WF-RS-2027-031
- Last signed by
- Jorge Salas, Fri 23 Oct Updated by a Zap
- QuoteCloud status
- Signed by all Updated by a Zap
Activity timeline
- Signed by Jorge Salas: signed by allReady for Ines to close as wonFri 23 Oct · 9:06 am · Added by a Zap
- Signed by Dana WhitlockProcurement managerWed 21 Oct · 3:41 pm · Added by a Zap
- Signed by Lewis TranOperations managerMon 19 Oct · 10:13 am · Added by a Zap
- QuoteCloud status: SentTo three signersWed 14 Oct · 2:31 pm · Added by a Zap
Illustration with sample data: a generic CRM record, not Dynamics 365’s screen.
The opportunity record is our illustration of a generic CRM with sample data, not Dynamics 365's screen.
Halfway through, it looks like this
After Dana signs, two of three have signed. Zap 1 has run twice; Zap 2 hasn't run at all, because Document Signing Complete waits for everyone.
That's why the status column says Partly signed rather than Signed, and why a forecast that reads it won't count the agreement too early.
Every status on the opportunityOpportunityOrchard & Pine Furniture · 2027 freight agreementAccount: Orchard & Pine Furniture
- Qualify
- Develop
- Propose
- Close
- Est. revenue
- $374,400.00
- Owner
- Ines Okoye
- QuoteCloud reference
- WF-RS-2027-031
- Last signed by
- Dana Whitlock, Wed 21 Oct Updated by a Zap
- QuoteCloud status
- Partly signed
Activity timeline
- Signed by Dana WhitlockProcurement managerWed 21 Oct · 3:41 pm · Added by a Zap
- Signed by Lewis TranOperations managerMon 19 Oct · 10:13 am · Added by a Zap
- QuoteCloud status: SentTo three signersWed 14 Oct · 2:31 pm · Added by a Zap
Illustration with sample data: a generic CRM record, 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: each signature | |||||
| Topic (Find Opportunity) | QuoteCloud to Microsoft Dynamics 365 CRM | Document title | Search value | Orchard & Pine Furniture · 2027 freight agreement |
|
| Last signed by | QuoteCloud to Microsoft Dynamics 365 CRM | Signer name and signed date | Opportunity column | Dana Whitlock, Wed 21 Oct |
|
| QuoteCloud status | QuoteCloud to Microsoft Dynamics 365 CRM | A fixed value | Opportunity column | Partly signed |
|
| Zap 2: signing complete | |||||
| QuoteCloud status | QuoteCloud to Microsoft Dynamics 365 CRM | A fixed value | Opportunity column | Signed by all |
|
| Signed on | QuoteCloud to Microsoft Dynamics 365 CRM | Signed date | Opportunity column | Fri 23 Oct 2026 |
Check the date format in the test data. |
| Owner's chat | QuoteCloud to Microsoft Dynamics 365 CRM | Reference and title | WF-RS-2027-031 is fully signed |
||
All values are sample data. Last signed by, QuoteCloud status and Signed on are columns your Dynamics admin adds.
Variations for procurement-heavy buyers
Add the second and third signer from Dynamics
Keep a Procurement contact email column on the opportunity, and add a second Add Document Recipient to the quote Zap.
Their PO number in the quote
A Forms block in the quote can ask for the buyer's PO number; Form Submitted on Document can write it to an opportunity column. Form Builder: Essentials and up.
Tell the channel, not just the owner
Swap Send Chat Message for Send Channel Message to post in the account team's channel: Teams alerts.
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 Dynamics 365 modules.
Track every signer on the opportunity
eSignatures are on every QuoteCloud plan; the Zapier app is on Essentials and up. Start a free 14-day trial and test it with three @example.com signers.
Build both Zaps in five steps
Add the columns
Last signed by (text), QuoteCloud status and Signed on (date) on the Opportunity table.
Zap 1: each signature
Recipient Signed Document, then Find Opportunity on the topic and Update Opportunity with the signer and date.
Zap 2: signing complete
Document Signing Complete, then Find Opportunity and Update Opportunity with Signed by all and the date.
Tell the owner
Add Microsoft Teams' Send Chat Message to Zap 2, to the opportunity's owner.
Test with three signers
Send a test quote to three @example.com signers, sign as each in turn and check the opportunity after each one.
Questions about several signers
Can several people sign one QuoteCloud quote?
Yes. Add each signer as a recipient and they all sign the same document, on any device, with no account to create. eSignatures are on every QuoteCloud plan, and every completed document carries a certificate of authenticity and an audit trail.
Should I use Recipient Signed Document or Document Signing Complete?
Both, for different jobs. Recipient Signed Document fires for each signer, so it suits a Last signed by column. Document Signing Complete fires once every signer has signed, so it's the one that should say Signed by all or tell the owner it's time to close.
Does the opportunity close as won when the last person signs?
Not by itself. Zap 2 writes Signed by all to a QuoteCloud status column and tells the owner in Microsoft Teams. Closing the opportunity as won stays with your team, through Dynamics' own close step.
Can each signer prove who they are?
Yes. Optional recipient verification emails each signer a one-time passcode before they can sign, and the certificate on the completed document records who signed and when.
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.
- 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.
- 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.
Every signer counted. The last one celebrated.
Start a free 14-day trial and build the Zaps that show each signature on your Dynamics 365 opportunities.