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Multi-site clients in simPRO and QuoteCloud

One property group, four buildings, four owners who each sign for their own. Send one agreement per building from one template, and as each is signed, a Zap opens a job at that building's site in simPRO.

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Send one QuoteCloud agreement per site, each with the site's name and address in data items. A Zap on Document Signing Complete finds or creates the customer and the site in simPRO, creates the service job at that site and attaches the signed agreement. Each signed agreement runs the Zap once. QuoteCloud's Zapier app is on Essentials and up.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Harrowfield Fire & Security's bulk send of its 2027 services agreement to Larchmont Property Group's four buildings: Calder House accepted at $1,840 a month plus tax, Elm Street Arcade and Quayside Apartments opened, Lakeview Business Park sent. In front, an illustration of simPRO service job 18233 at the Calder House site, opened by a Zap when its agreement was signed, due Mon 11 Jan 2027.

Why one agreement per site?

Larchmont Property Group manages four buildings Harrowfield Fire & Security looks after. Each building has its own systems, its own monthly price and, often, its own owners' committee that signs. In simPRO, each building is a site under the Larchmont customer, and the work is booked site by site.

So Harrowfield sends next year's services agreement as four documents from one template, one per building, with the site's name and address in data items. Each is signed on its own schedule. Each signature runs the same Zap once, which opens the job at the right site in simPRO.

  • One template, one send: bulk send is on Essentials and up, with volume-based costs.
  • The building that signs first gets booked first; the others aren't held up.
  • A new building is added to simPRO as a site the first time its agreement is signed.

How does each signed agreement reach the right simPRO site?

Customer, then site, then the job and the agreement. Every name is the exact event you pick in Zapier.

ZapBuilding agreement signed: job at that site

  1. When QuoteCloudTriggerDocument Signing CompleteRuns once for each agreement, as each is signed.Passes on
    • Reference
    • simPRO customer
    • Site
    • Site address
  2. Only if Filter by ZapierFilterOnly documents made from your services agreement template.
  3. Then simPROSearchFind or Create Company CustomerSearches on
    • Company Name
  4. Then simPROSearchFind or Create SiteFinds the building under that customer, or adds it as a new site.Searches on
    • Name
    • Address
    • Customers
  5. Then simPROActionCreate Service JobMapped in
    • Customer
    • Site
    • Order Number
    • Name
    • Due Date
  6. Then QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
    • Document
  7. Then simPROActionAttach File to JobMapped in
    • Job
    • File (the PDF link)
    • Filename

Spell site names in the data items exactly as simPRO has them, or Find or Create Site adds a second site. Fix duplicate sites. The same job can be built in Make, bring your own.

Simone Achebe signs the Calder House agreement on Friday afternoon. The Zap finds Larchmont Property Group and its Calder House site, opens job 18233 there for the first 2027 service and attaches HF-MA-0301 signed.pdf. The other three buildings will follow as their owners sign.

Result

One job per building, each at the right simPRO site and each with its own signed agreement, as each building signs.

QuoteCloud's Zapier app: Essentials and up

How fire & security firms quote portfolios

Four buildings, four runs of the same Zap

Where each Larchmont agreement stands, and what the Zap has done in simPRO so far.

  • Calder House

    Signed Fri 23 Oct by Simone Achebe. Job 18233 opened at the Calder House site, agreement attached.

  • Elm Street Arcade

    Opened, not signed yet. Nothing in simPRO until it is: the Zap waits for every signer.

  • Quayside Apartments

    Opened by the owners' committee. Two committee members sign; the Zap runs after the second.

  • Lakeview Business Park

    Sent. If it's the first time it's signed, Find or Create Site adds Lakeview as a new site.

One building's agreement, one building's job

The Calder House agreement as Simone signed it, beside the job the Zap opened at that site.

Harrowfield Fire & SecurityFire & security services agreement HF-MA-0301 Sample · fictional business

Data items filled per building for the bulk send; the Zap searches simPRO on them

simPRO customer
Larchmont Property Group
Site
Calder House
Site address
120 Larch Street
Monthly
$1,840 + tax

Accept and sign

Simone Achebe · Building manager, Larchmont Property Group

Signed online · Fri 23 Oct, 2:40 pm

Agreement summary

Building
Calder House
Monthly
$1,840.00 + tax
Term
Jan – Dec 2027

Certificate of authenticity and audit trail attached

The building's data items: the customer, the site and its address, which the Zap searches on.

Zap

  1. Document Signing Complete
  2. Find or Create Site
  3. Create Service Job
  4. Attach File to Job
Job management · JobHalden Climate Co. Illustration · sample data

Service job · ID 18233Services 2027 · Calder HouseLarchmont Property Group

  1. Pending
  2. Progress
  3. Complete
  4. Invoiced
Customer
Larchmont Property Group
Site
Calder House · 120 Larch Street
Order no.
HF-MA-0301
Due date
Mon 11 Jan 2027
Attachments
HF-MA-0301 signed.pdf

Activity timeline

  1. File attached: HF-MA-0301 signed.pdfThe signed agreement for this buildingFri 23 Oct · 2:41 pm · Added by a Zap
  2. Service job created at Calder HouseSite found by name; customer Larchmont Property GroupFri 23 Oct · 2:41 pm · Added by a Zap

Illustration with sample data: a generic job record, not simPRO’s screen.

Job 18233 at Calder House, with the signed agreement attached.

The job record is our illustration of a generic job-management record with sample data, not simPRO's screen. Every business here is fictional.

What does the multi-site Zap map?

The building's data items do the matching, with the sample values from Calder House.

Signed building agreement to a simPRO job at that site: QuoteCloud fields and where they land in simPRO
QuoteCloud: QuoteCloud fieldDirectionsimPRO: simPRO fieldGoes intoExample (sample data)Note
Customer and site
simPRO customer (data item) QuoteCloud to simPRO Company Name Customer field Larchmont Property Group
Site (data item) QuoteCloud to simPRO Site Name Site field Calder House Spelled exactly as in simPRO.
Site address (data item) QuoteCloud to simPRO Site Address Site field 120 Larch Street Used only when the site is new.
The job (Create Service Job, Attach File to Job)
Reference QuoteCloud to simPRO Order Number Job field HF-MA-0301
Site + text you write QuoteCloud to simPRO Name Job field Services 2027 · Calder House
A date you set in the Zap QuoteCloud to simPRO Due Date Job field Mon 11 Jan 2027
PDF link (Generate or Fetch Document PDF Link) QuoteCloud to simPRO File Attachment HF-MA-0301 signed.pdf

Data item names are the ones in your template. All values are sample data.

Variations for multi-site clients

Other ways to run portfolios, and the Make route.

  • One document for every site

    Some clients sign one agreement with a section per site. That runs the Zap once, so it opens one job; per-site jobs are then booked in simPRO, or send one agreement per site as Harrowfield does.

  • A different signer per building

    Each building's agreement goes to the people who sign for it, such as a committee of two. Document Signing Complete waits for all of them.

  • Tell the area technician

    Use Paths by Zapier on the site's region, with Slack's or Microsoft Teams' Send Channel Message to each area's channel.

  • Build it in Make instead

    Bring your own: call QuoteCloud's API through Make's built-in OAuth connection and match sites with Make's own tools for simPRO or simPRO's API.

Build it with a free trial

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the Zap with a test customer and two test sites.

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Build the multi-site Zap in four steps

  1. Add the site to the template

    Add simPRO customer, Site and Site address data items to your agreement template, and fill them per building before you send.

  2. Trigger and filter

    In Zapier, choose QuoteCloud's Document Signing Complete, then a Filter by Zapier step for the agreement template.

  3. Customer, site, job, file

    Add Find or Create Company Customer, Find or Create Site with the customer's ID, Create Service Job, then Generate or Fetch Document PDF Link and Attach File to Job.

  4. Test two sites, then turn it on

    Sign test agreements for an existing site and a new one, check both jobs and that no duplicate site appeared, then switch the Zap on.

Questions about multi-site clients

How does the Zap pick the right simPRO site?

By the site's name, under the right customer. simPRO's Find or Create Site searches on the name you map from the agreement's Site data item, with the customer from the step before. If no site matches, it adds one with the address you mapped, so spell names exactly as simPRO has them.

What if the client signs one agreement for all its sites?

Then the Zap runs once and opens one job. Zapier doesn't split one document into several jobs without extra steps we haven't described. Book the per-site jobs in simPRO, or send one agreement per site from the same template, as Harrowfield does for Larchmont.

Can a new simPRO site start something in QuoteCloud?

Yes, the other way round. simPRO's New Site trigger can start a Zap that, for example, adds the site's contact to QuoteCloud with Find or Create Contact. Most contractors start from the signed agreement instead, because that's when the work is confirmed.

Do four agreements mean four per-document fees?

Not for agreements your team creates and sends in QuoteCloud. The per-document fee applies to documents created through Zapier or the API. Bulk send, on Essentials and up, has its own volume-based costs. The multi-site Zap only writes to simPRO and fetches PDFs.

More simPRO questions

More on QuoteCloud and simPRO

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

Every building signed. Every site booked.

Start a free 14-day trial, add site data items to your agreement template and build the Zap with two test sites.

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