Share signed documents with the project team
When a client signs, one Zap makes the project's folder in OneDrive, files the signed PDF in it, shares the folder with the people working on the job and tells their Microsoft Teams channel.
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- Building QuoteCloud since 2013
Build one Zap with QuoteCloud's Zapier app, on Essentials and up. Document Signing Complete starts it; OneDrive's Find Folder and Create Folder make the project folder in the client's folder; Generate or Fetch Document PDF Link and Upload File file the signed PDF; Create Sharing Invitation shares the folder; Teams' Send Channel Message tells the team.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Fenwick Arden's fee proposal FA-2405 for the Okoro house on Riverside Lane, $143,715.00 including tax, signed by Nadia and Sam Okoro with the $14,371.50 retainer paid through Stripe. In front, an illustration of the OneDrive folder Clients › Okoro, Nadia & Sam with a new project folder, FA-2405 Okoro house, shared with three people, holding the signed proposal and the project brief answers.
Why share the folder when the proposal is signed?
At Fenwick Arden a signed fee proposal starts real work: project architect Oscar Bayne briefs engineer Ravi Menon and surveyor Hana Kowalski, and each of them needs the agreed scope, the stages and the additional services the clients ticked.
Before the Zap, director Clara Whitlow forwarded the signed PDF to each of them. Now the job's folder is made, filed and shared the minute the second signature lands, and the team's Teams channel says so.
- One folder per job, inside the client's folder, named from the reference and title.
- Shared with the named people only, with the access you choose.
- The team works from the signed copy, not from a draft in someone's inbox.
How do I share a signed proposal with the project team in OneDrive?
One Zap, six steps. Every name is the exact event you pick in Zapier.
ZapSigning complete: project folder, filed and shared
-
When
QuoteCloudTriggerDocument Signing CompleteFires once both clients have signed.Passes on
- Document reference
- Document title
- Client name
-
Then
Microsoft OneDriveSearchFind FolderThe client's folder.Searches on
- Client name
-
Then
Microsoft OneDriveActionCreate FolderThe project folder inside it.Mapped in
- Folder Name: reference and title
- Parent folder: from Find Folder
-
Then
QuoteCloudActionGenerate or Fetch Document PDF LinkShort-lived: the next step uses it straight away.Mapped in
- Document
- Mode
-
Then
Microsoft OneDriveActionUpload FileMapped in
- File (the PDF link)
- Folder: the project folder
- Name
-
Then
Microsoft OneDriveActionCreate Sharing InvitationShares the project folder with the people you list.Mapped in
- Recipients
- Roles
- Message
-
Or
Microsoft TeamsAction · optionalSend Channel MessageTell the project channel.Mapped in
- Channel
- Message
The same job can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud fetches the PDF link through QuoteCloud's API, and Make's own OneDrive and Microsoft Teams modules do the rest.
Nadia Okoro signs FA-2405 at 7:12 pm on 10 March and Sam at 8:40 pm, paying the $14,371.50 retainer. At 8:41 pm the folder FA-2405 Okoro house is in the Okoros' client folder with the signed proposal in it, shared with Oscar, Ravi and Hana, and the studio's Teams channel reads: FA-2405 Okoro house signed, folder shared.
Result
The whole team has the signed scope the same evening, in one shared folder, without anyone forwarding an attachment.
QuoteCloud's Zapier app: Essentials and up
Fee proposals for architects & engineersSigned by the clients, shared with the team
The signed fee proposal, and the project folder the Zap made and shared.
Accept, sign and pay
2 of 2 signed
- Nadia OkoroClient Signed10 Mar, 7:12 pm
- Sam OkoroClient Signed10 Mar, 8:40 pm
Commencement retainer on signing (10%)
$14,371.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Sent to Nadia and Sam OkoroEach with their own signature block
- 3D visualisations tickedNadia Okoro
- Signed by bothNadia and Sam Okoro, 10 Mar
- Retainer paid$14,371.50 through Stripe
Zap
- Document Signing Complete
- Create Folder
- Upload File
- Create Sharing Invitation
Folder: My filesClientsOkoro, Nadia & Sam
- Folder: CorrespondenceKept by the studio
- Folder: FA-2405 Okoro houseProject folder Added by a ZapShared with 3
- PDF file: 2026-03-10 FA-2405 Okoro house, Riverside Lane (signed).pdf10 Mar, 8:41 pm Added by a Zap
- Text file: 2026-03-05 FA-2405 Project brief (form answers).txt5 Mar, 9:20 am Added by a Zap
The folder is our illustration of a cloud drive with sample data, not OneDrive's screen. Every business here is fictional.
Field map for the share Zap
| Microsoft OneDrive: OneDrive or Teams field | Direction | QuoteCloud: QuoteCloud field or fixed value | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Query (Find Folder) | QuoteCloud to Microsoft OneDrive | Client name | Search value | Okoro, Nadia & Sam |
|
| Folder Name (Create Folder) | QuoteCloud to Microsoft OneDrive | Reference and title | Folder field | FA-2405 Okoro house |
|
| Name (Upload File) | QuoteCloud to Microsoft OneDrive | Signed date, reference and title | File field | 2026-03-10 FA-2405 Okoro house, Riverside Lane (signed).pdf |
|
| Recipients (Create Sharing Invitation) | QuoteCloud to Microsoft OneDrive | Fixed: the project team's emails | Sharing field | oscar.bayne@fenwickarden.example.com |
Or map a data item that names the team. |
| Roles (Create Sharing Invitation) | QuoteCloud to Microsoft OneDrive | Fixed: the access you choose | Sharing field | Can edit |
|
| Message (Send Channel Message) | QuoteCloud to Microsoft OneDrive | Reference, title and client name | FA-2405 Okoro house signed, folder shared |
All values are sample data.
Variations on this recipe
A sharing link instead
Swap Create Sharing Invitation for OneDrive's Create Sharing Link, scoped to your organisation, and put the link in the Teams message.
Access that ends
Both sharing actions take an expiry date, for consultants who only need the folder during the job.
A project register
Add Microsoft Excel's Add Row: reference, client, signed date and the fee, one row per signed job.
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 OneDrive and Teams modules. No ready-made QuoteCloud app on Make.
Start every job from the signed copy
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and share a signed test proposal with yourself.
Build the share Zap in five steps
Start with Document Signing Complete
Choose QuoteCloud's Document Signing Complete trigger and test it with a fully signed test proposal.
Make the project folder
Add Find Folder for the client, then Create Folder with the reference and title, inside it.
File the signed PDF
Add Generate or Fetch Document PDF Link, then Upload File into the new project folder.
Share it
Add Create Sharing Invitation on the project folder with your team's emails and the access they need.
Test, then turn it on
Share a test folder with your own @example.com address, check the access, then switch the Zap on.
Questions about sharing with the team
Can a Zap share a OneDrive folder when a QuoteCloud document is signed?
Yes. QuoteCloud's Document Signing Complete trigger starts the Zap, and OneDrive's Create Sharing Invitation shares the folder or file you choose with the recipients and roles you set. Put it after Upload File so the team gets the folder with the signed PDF already in it.
Can the Zap make a new folder for each job?
Yes. OneDrive's Find Folder finds the client's folder, and Create Folder makes a project folder inside it, named from the document's reference and title. The next steps upload the signed PDF into that folder and share it.
Can the Microsoft Teams channel be told as well?
Yes. Add Microsoft Teams' Send Channel Message as the last step of the same Zap, with the reference, the title and the client's name, or a link from OneDrive's Create Sharing Link. Teams connects to QuoteCloud through Zapier and Make.
Does the client see the project folder?
Only if you share it with them. The Zap shares the folder with the recipients you list in Create Sharing Invitation, such as your project team. Your clients see their documents in QuoteCloud, where they review, sign and pay.
More on QuoteCloud and OneDrive
Five use cases with the exact Zapier steps, then how to connect, the limits and the cost.
- File signed PDFs in each client's OneDrive folderWhen the last signer signs, a Zap finds the client's folder and uploads the signed PDF, named from the document.
- A OneDrive folder for every new clientA new QuoteCloud contact gets a client folder, with a subfolder for the year, before the first letter is signed.
- Audit and compliance records in OneDriveThe signed copy and the client's form answers in your own storage; the certificate and audit trail stay with the document.
- Keep every version and outcome on fileRevised documents filed beside the original, and expired or lost ones kept too, for your retention policy.
- Connect OneDrive to QuoteCloud, step by stepCheck the plan, connect both apps in Zapier, build the filing Zap, map the fields, test and troubleshoot.
- What QuoteCloud with OneDrive can and can't doWhat the Zaps file and share, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the OneDrive connection costsEssentials and up for Zapier. Filing doesn't create documents, so it carries no per-document fee.
- FAQAnswers to the questions teams ask before filing QuoteCloud documents in OneDrive.
Signed tonight, shared tonight.
Start a free 14-day trial and give every signed QuoteCloud job a shared OneDrive folder with one Zap.