Book the kickoff meeting the moment the quote is signed
Once the client has signed, the next job is a kickoff. A Zap books it in Outlook as an online meeting and tells the project channel in Teams, before anyone has to ask.
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- Building QuoteCloud since 2013
Build a Zap with QuoteCloud's Zapier app, on Essentials and up. Document Signing Complete starts it; Formatter by Zapier works out the date; Microsoft Outlook's Create Event books the meeting with 'Is this an Online Meeting?' set to yes; Microsoft Teams' Send Channel Message tells the project channel. Teams' Zapier app has no meeting action.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Quillfield IT's statement of work QF-P-0417 for Thornbury & Webb, signed by Martin Thornbury and Rebecca Webb on Thu 22 Oct, 30% paid on signing. In front, an illustrative team channel, Projects › Thornbury & Webb: a Zap's post that the SOW is signed, $30,838.50 including tax, with the kickoff booked for Tue 27 Oct, 10:00 to 11:00 am as an online meeting, invites sent from Outlook to Nina Castell, Hannah Sato and Tariq Mansour, and Hannah's reply.
Why book the kickoff on signature?
Quillfield IT's statements of work start with a kickoff: the account manager, the service delivery manager and the solutions architect, with the client, inside a week. Booking it used to wait for someone to notice the SOW was signed.
Now the signature does it. When Martin Thornbury and Rebecca Webb have both signed QF-P-0417, a Zap books the kickoff in Outlook as an online meeting and posts the time to the project channel, where the team starts planning.
- Document Signing Complete waits for every signer, so there's no kickoff for a half-signed SOW.
- Microsoft Teams' Zapier app has no meeting action; Microsoft Outlook's Create Event books it.
- File the signed SOW in the same run: signed PDF to OneDrive.
How do I book a kickoff meeting when a quote is signed?
Four steps. Every name is the exact event you pick in Zapier.
ZapSigned: book the kickoff, tell the channel
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
- Document title
- Reference
- Client
- Signed date
-
Then
Formatter by ZapierActionDate / TimeAdds five days to the signed date and formats it as a date.Mapped in
- Signed date
- +5 days
-
Then
Microsoft OutlookActionCreate EventAn online meeting from a Microsoft 365 work account is normally a Teams meeting; check one test event.Mapped in
- Subject
- Start Date & Time
- End Date & Time
- Attendees
- Is this an Online Meeting?: yes
-
Then
Microsoft TeamsActionSend Channel MessageMapped in
- Team
- Channel
- Message Text
The same job can be built in Make, bring your own, with Make's own Microsoft 365 modules.
Rebecca signs at 11:02 on Thursday, the second of two. At 11:03 the kickoff is in Nina's, Hannah's and Tariq's calendars for Tuesday at 10:00, and the project channel has the time and the signed total.
Result
The project starts with a date in everyone's calendar the moment the client commits, not when someone gets round to it.
QuoteCloud's Zapier app: Essentials and up
Statements of work for IT service providersSigned in QuoteCloud, booked and posted in Microsoft 365
Accept the SOW and pay 30% on signing
2 of 2 signed
- Martin ThornburyManaging partner SignedThu 22 Oct, 10:24 am
- Rebecca WebbPractice manager SignedThu 22 Oct, 11:02 am
Payment on signing (30%)
$9,251.55
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Sent to Rebecca Webb and Martin ThornburyMon 19 Oct, 2:30 pm · by Nina Castell
- Signed by Martin and RebeccaThu 22 Oct, 11:02 am · 2 of 2
- 30% paid on signing$9,251.55 by card through Stripe
- Kickoff booked by a ZapTue 27 Oct, 10:00 am · online meeting in Outlook
Zap
- Document Signing Complete
- Create Event
- Send Channel Message
-
Signed: QF-P-0417 · Microsoft 365 migration & Northgate network refresh
- Client
- Thornbury & Webb
- Total incl. tax
- $30,838.50
- Signed by
- Martin Thornbury, Rebecca Webb
- Account manager
- Nina Castell
Kickoff: Thornbury & WebbTue 27 Oct · 10:00 to 11:00 am · online meeting
Invites sent from Outlook to Nina Castell, Hannah Sato and Tariq Mansour.
Hannah Sato 11:20 am
I'll bring the discovery plan and the cut-over weekends.
Illustration with sample data, not Microsoft Teams’ screen.
The channel is our illustration of a team chat with sample data, not Microsoft Teams' screen.
Field map for the kickoff Zap
| Microsoft Outlook: Outlook or Teams field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Microsoft Outlook · Create Event | |||||
| Subject | QuoteCloud to Microsoft Outlook | Client | Event field | Kickoff: Thornbury & Webb |
|
| Start Date & Time | QuoteCloud to Microsoft Outlook | Signed date + 5 days (Formatter), at 10:00 am | Event field | Tue 27 Oct 2026, 10:00 am |
Check the date format in your test data. |
| End Date & Time | QuoteCloud to Microsoft Outlook | The same date, at 11:00 am | Event field | Tue 27 Oct 2026, 11:00 am |
|
| Attendees | QuoteCloud to Microsoft Outlook | Fixed: the project team | Event field | Nina Castell, Hannah Sato, Tariq Mansour |
|
| Description | QuoteCloud to Microsoft Outlook | Reference and document title | Event field | QF-P-0417 · Microsoft 365 migration & Northgate network refresh |
|
| Microsoft Teams · Send Channel Message | |||||
| Message Text | QuoteCloud to Microsoft Outlook | Reference, title, total, signers, and the event's start | Signed: QF-P-0417 · kickoff Tue 27 Oct, 10:00 am |
||
All values are sample data.
Variations on this recipe
Invite the client too
Add the signers' emails to Attendees and the kickoff invite reaches the client as well as your team.
A channel per project
Microsoft Teams' Create Channel can open a channel for the new project first. It needs the Zapier app installed from the Teams Store.
File the signed SOW
Add Generate or Fetch Document PDF Link and OneDrive's Upload File: the signed PDF in OneDrive.
Log it in Excel
Add Microsoft Excel's Add Row to Table to keep a register of signed projects: QuoteCloud with Excel.
Wait for the payment
Start from Document Paid instead, if the kickoff should wait until the first payment is in.
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 365 modules. There's no ready-made QuoteCloud app on Make, so you design each step.
Kick off while it's fresh
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and sign a test SOW to see the meeting land.
Build the kickoff Zap in five steps
Start with Document Signing Complete
In Zapier, choose QuoteCloud's Document Signing Complete and load a fully signed test document.
Work out the date
Add Formatter by Zapier's Date / Time to add the days you want to the signed date.
Book it in Outlook
Add Microsoft Outlook's Create Event with the subject, start, end and attendees, and 'Is this an Online Meeting?' set to yes.
Tell the channel
Add Microsoft Teams' Send Channel Message to the project channel, with the signed total and the kickoff time.
Test with two signers
Sign a test SOW as both signers, check the Outlook event has a Teams meeting and the post arrived, then switch the Zap on.
Questions about kickoff meetings
Can a signed QuoteCloud quote book a Microsoft Teams meeting?
Yes, through Outlook. Microsoft Teams' Zapier app has no meeting action, so the Zap uses Microsoft Outlook's Create Event with 'Is this an Online Meeting?' set to yes. From a Microsoft 365 work account that's normally a Teams meeting; check one test event.
Why Document Signing Complete and not Recipient Signed Document?
Document Signing Complete fires once every signer has signed, so the kickoff isn't booked while one signature is still missing. Recipient Signed Document fires for each signer and suits a progress post, not a meeting.
Can the client be invited automatically?
Yes, if you want that. Map the signers' email addresses into Create Event's Attendees and the invite goes to them as well as your team. Many teams book an internal kickoff first and invite the client from Outlook.
Does the kickoff Zap carry a QuoteCloud fee?
No. It reads a signed document and creates an Outlook event and a Teams post; it doesn't create a QuoteCloud document. The per-document fee applies only to documents created through Zapier or the API.
More on QuoteCloud and Microsoft Teams
Five use cases with the exact Zapier steps, then how to connect, the IT admin side, the limits and the cost.
- Post quote news to each team's channelSent, first viewed and signed quotes posted to the channel of the team or region that owns them.
- Chat the account owner when a client actsA one-on-one Teams chat to the person who owns the quote when the client opens it or leaves a comment.
- Approval requests for large deals and discountsQuotes over your value or discount limit post an approval request in Teams; approve there or in QuoteCloud.
- File the signed PDF in OneDrive and share it in TeamsThe signed PDF uploaded to OneDrive in the same Zap, with a sharing link posted to the operations channel.
- Connect Microsoft Teams to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Teams in Zapier, build the first Zap and test it in a quiet channel.
- Microsoft Teams set-up for IT adminsWhich account posts, who can see each channel, the Zapier app in the Teams Store and what reaches Teams.
- What QuoteCloud with Microsoft Teams can and can't doWhat the Zaps post, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Microsoft Teams connection costsEssentials and up for Zapier; the Teams Zaps create no documents, so they carry no per-document fee.
- FAQAnswers to the questions teams and IT admins ask before connecting QuoteCloud and Microsoft Teams.
Signed today. Kicked off next week.
Start a free 14-day trial and let the last signature book the kickoff and tell the project channel.