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Log every QuoteCloud document to an Excel table

A Zap adds a row to your register the moment a document is created, and others keep its status, total and signed date current, so the workbook in SharePoint is the list everyone trusts.

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Build two Zaps with QuoteCloud's Zapier app, on Essentials and up. Document Created runs Excel's Add Row to Table, writing the reference, client and estimator. Document Status Changed runs Find Row on the Ref column, then Update Row with the new status and total. The workbook must be in OneDrive for Business or SharePoint.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, an illustration of Corbel Building Co.'s Estimates table in a workbook in SharePoint: eight October quotes with reference, client, job, estimator, created date, status, total, signed date and deposit; CB-C-0434 for Easton Vets is tagged Added by a Zap and CB-C-0431 for Halloran Optometry is tagged Updated by a Zap, now Signed with $95,062.00. In front, the activity of proposal CB-C-0431: created, sent, viewed, signed and deposit paid, each written to the row.

Why keep a register in Excel at all?

Corbel Building Co. runs on Microsoft 365. Every Monday, director Ruth Hammond opens the estimates register in SharePoint to see what's out, what's signed and what's about to lapse, and Lily Chen used to spend Friday afternoon bringing it up to date from QuoteCloud.

Now two Zaps do it. Tessa Gray creates a proposal and its row appears; she sends it and the row says Sent with the total; Grace Halloran signs and the row says Signed with the date.

  • The register stays in Excel, where Ruth's formulas, filters and pivot tables already are.
  • Each Zap runs one way: QuoteCloud writes the rows; editing a row never changes a quote.
  • Adding and updating rows doesn't create documents, so it carries no QuoteCloud per-document fee.

How do I add a row for every new QuoteCloud document?

One trigger, one action. Every name is the exact event you pick in Zapier.

ZapNew document: add a row to the register

  1. When QuoteCloudTriggerDocument CreatedFires when a document is created, by hand, from a template or by a Zap.Passes on
    • Document reference
    • Document title
    • Client
    • Owner
    • Total
  2. Then Microsoft ExcelActionAdd Row to TableAdds the row to the end of the Estimates table, so its formulas and formats carry on.Mapped in
    • Workbook
    • Worksheet
    • Table
    • Ref
    • Client
    • Job
    • Estimator
    • Created
    • Status
    • Total

Tessa creates Easton Vets' reception refit, CB-C-0434, on Wednesday 28 October. A few minutes later it is row 9 of the Estimates table: Draft, Tessa Gray, $36,465.00.

Result

Every QuoteCloud document has a row in the register, in the order it was created, without anyone copying it across.

QuoteCloud's Zapier app: Essentials and up

Which field goes in which column

How does the row keep up when the quote is sent or signed?

A second Zap finds the document's row by its reference and rewrites the columns that change.

ZapStatus changed: update the row

  1. When QuoteCloudTriggerDocument Status ChangedFires when a document moves to a new status, such as Sent, Viewed or Expired.Passes on
    • Document reference
    • Status
    • Total
  2. Then Microsoft ExcelSearchFind RowLooks up the Ref column for the document's reference.Searches on
    • Worksheet: Register
    • Lookup Column: Ref
    • Lookup Value
  3. Then Microsoft ExcelActionUpdate RowWrites the columns this Zap owns: Status and Total.Mapped in
    • Row
    • Status
    • Total

The same jobs can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own Microsoft Excel modules.

Tessa sends CB-C-0431 on Tuesday 20 October; row 6 reads Sent with $95,062.00. A third Zap on Document Signing Complete does the same with Find Row and Update Row, writing Signed and 27 Oct when Grace signs.

Result

Draft, sent, viewed, signed or expired: the Status column matches QuoteCloud, so filters and win rates in the workbook are right.

QuoteCloud's Zapier app: Essentials and up

How builders connect QuoteCloud

One quote, one row

Halloran Optometry's proposal in QuoteCloud, and its row in Corbel's register after the Zaps have run.

Corbel Building Co.Fit-out proposal CB-C-0431 Sample · fictional business

Accept, sign and pay the deposit

Grace Halloran · Owner, Halloran Optometry

Signed online · Tue 27 Oct 2026

Deposit on signing (5%)

$4,753.10

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Activity

  1. Created by Tessa Gray from the fit-out templateMon 19 Oct, 2:10 pm · a row added to the Estimates table by a Zap
  2. Sent to Grace HalloranTue 20 Oct, 9:05 am · status and total written to the row
  3. Viewed by GraceTue 20 Oct, 6:40 pm
  4. Signed by Grace HalloranTue 27 Oct, 11:22 am · signed date written to the row
  5. Deposit paid$4,753.10 by card through Stripe · written to the row
CB-C-0431: signed by Grace Halloran on Tuesday 27 October, deposit paid through Stripe.

Zaps

  1. Document Created
  2. Add Row to Table
  3. Document Status Changed
  4. Find Row
  5. Update Row
Excel workbookCorbel Building Co. Illustration · sample data
Corbel estimates register.xlsxSharePoint · default site › Documents › Estimating
Table Estimates on the Register sheet (sample data)
RefClientJobEstimatorCreatedStatusTotalSignedDeposit
CB-C-0431Halloran OptometryShop fit-outTessa Gray19 OctSigned95,062.0027 Oct4,753.10Updated by a Zap

Illustration of a workbook table with sample data, not Excel’s screen.

Row 6 of the Estimates table: status, total, signed date and deposit written by the Zaps.

The workbook is our illustration with sample data, not Excel's screen. Every business here is fictional.

Field map for the register Zaps

QuoteCloud fields and the Excel columns they fill in the Estimates table
Microsoft Excel: Excel columnDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Document Created → Add Row to Table
Ref QuoteCloud to Microsoft Excel Document reference Table column CB-C-0434 Keep it unique: the other Zaps find the row by it.
Client QuoteCloud to Microsoft Excel Client (recipient's company) Table column Easton Vets
Job QuoteCloud to Microsoft Excel Document title Table column Reception refit
Estimator QuoteCloud to Microsoft Excel Document owner Table column Tessa Gray
Created QuoteCloud to Microsoft Excel Created date Table column 28 Oct
Status QuoteCloud to Microsoft Excel Status Table column Draft
Total QuoteCloud to Microsoft Excel Total Table column 36,465.00 Format the column as a number so sums work.
Document Status Changed → Find Row → Update Row
Lookup Column: Ref QuoteCloud to Microsoft Excel Document reference Search value CB-C-0431
Status QuoteCloud to Microsoft Excel Status Table column Sent
Total QuoteCloud to Microsoft Excel Total Table column 95,062.00 The total can change before sending.
Document Signing Complete → Find Row → Update Row
Status QuoteCloud to Microsoft Excel Fixed text Table column Signed
Signed QuoteCloud to Microsoft Excel Signed date Table column 27 Oct

All values are sample data. Check the field names in your own Zap's test data.

Variations on these recipes

  • Quotes from before the Zap

    Use Excel's Find or Create Row instead of Find Row: a document created before the register Zap was switched on gets its row the first time its status changes.

  • Deposits and payments

    Add Zaps on Document Part Paid and Document Paid that write the amount to Deposit and Paid columns, ready for month-end reporting.

  • Tell the team in Teams

    After Update Row, add a Filter for Signed and Microsoft Teams' Send Channel Message, so the site team hears about new work.

  • 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 Microsoft Excel modules. No ready-made QuoteCloud app on Make.

Start your register today

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and connect a copy of your register first.

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Build the register Zaps in five steps

  1. Format the register as a table

    In Excel, select the columns and insert a table with headers: Ref, Client, Job, Estimator, Created, Status, Total, Signed. Save the workbook in OneDrive for Business or SharePoint.

  2. Add a row on Document Created

    In Zapier, choose QuoteCloud's Document Created, then Excel's Add Row to Table, and map each field to its column.

  3. Update on Document Status Changed

    Start a second Zap with Document Status Changed, add Find Row on the Ref column, then Update Row with Status and Total.

  4. Write the signed date

    Copy that Zap, switch the trigger to Document Signing Complete and write Signed and the signed date.

  5. Test, then turn them on

    Create, send and sign a test quote to an @example.com address, check the rows in a copy of the workbook, then switch the Zaps on.

Questions about the register

Can every QuoteCloud quote be added to an Excel spreadsheet automatically?

Yes, with a Zap. QuoteCloud's Document Created trigger starts it for each new document, and Excel's Add Row to Table adds a row to the end of your table with the fields you map, such as reference, client, estimator, status and total. The workbook must be in OneDrive for Business, a SharePoint site or a Group Drive.

How does the Zap find the right row to update?

By the document's reference. Excel's Find Row looks up the Ref column for the value the QuoteCloud trigger passes, and Update Row writes the new status and total to that row. Keep references unique, and make the Ref column text so leading letters and dashes match exactly.

If I change a row in Excel, does the quote change?

No. The Zaps run one way, from QuoteCloud to the workbook. Editing a status or total in Excel doesn't touch the document, and the next status change will overwrite the columns the Zap maps. Make changes in QuoteCloud and let the Zaps update the row.

Do the register Zaps cost anything in QuoteCloud?

No QuoteCloud fee. Adding and updating rows doesn't create documents; the per-document fee of US$2.00, $1.80 or $1.60 by volume is only for documents created through Zapier or the API. You need QuoteCloud's Essentials plan or higher, and each step uses a task on your Zapier plan.

More Excel questions

More on QuoteCloud and Excel

Use cases with the exact steps, then how to connect, test and what it costs.

Every quote in the register, without the Friday catch-up.

Start a free 14-day trial and connect your Excel register to QuoteCloud with two Zaps.

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