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Turn a signed tender into a simPRO job

When the last signer signs, a Zap finds the customer and the site in simPRO, opens the service job with your proposal's reference on it and attaches the signed PDF, so delivery starts from what the client approved.

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Build a Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Signing Complete trigger starts it; simPRO's Find or Create Company Customer and Find or Create Site match the client, Create Service Job opens the job, and Generate or Fetch Document PDF Link with Attach File to Job puts the signed proposal on it.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Halden Climate Co.'s commercial proposal HC-C-0731 for Bellbird Property Group: three 65 kW packaged units, installation, after-hours tie-ins chosen as an option, $241,150.00 plus tax, signed by Hamish Grant and Leah Okonjo with the 10% deposit paid. In front, an illustration of service job 30455 at 42 Orchard Lane, created by a Zap with order number HC-C-0731 and the signed PDF attached.

Why open the job from the signed tender?

Halden Climate Co. prices commercial work in simPRO, but the client never sees that estimate. Bellbird Property Group reads and signs Halden's QuoteCloud proposal: the three rooftop units, how the crane lifts will run, the options to tick and a deposit to pay.

Once both of Bellbird's signers have signed, someone used to retype the customer, the site and the reference into a new simPRO job and save the PDF to it. Now a Zap does that a minute after the second signature, and Ingrid Solberg's first job is planning the crane, not data entry.

  • Document Signing Complete waits for every signer, so a half-signed tender never opens a job.
  • The proposal's reference becomes the job's order number, which later variation Zaps search on.
  • Customer and site are found before anything is created, so repeat clients don't become duplicates.

How does a signed tender open the simPRO job?

Two lookups, the job, then the signed PDF. Every name is the exact event you pick in Zapier.

ZapTender signed: open the simPRO job

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Title
    • Reference
    • Prepared for
    • Site
    • Project manager
  2. Only if Filter by ZapierFilterOnly documents made from your commercial proposal and tender templates.
  3. Then simPROSearchFind or Create Company CustomerUse Find or Create Individual Customer for homeowners.Searches on
    • Company Name
  4. Then simPROSearchFind or Create SiteFinds the site by name; adds it for that customer if it's new.Searches on
    • Name
    • Address
    • Customers
  5. Then simPROActionCreate Service JobMapped in
    • Customer
    • Site
    • Order Number
    • Name
    • Description
    • Salesperson
  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

Check your trigger's test data shows the data items you map, such as Site; if it doesn't, add QuoteCloud's Find Document. The field map lists every field. The same job can be built in Make, bring your own: see the variations below.

Leah Okonjo signs HC-C-0731 at 3:05 pm and pays the deposit. The Zap finds Bellbird Property Group and the 42 Orchard Lane site, opens service job 30455 with HC-C-0731 as its order number, and attaches HC-C-0731 signed.pdf.

Result

A simPRO service job at the right site, carrying the proposal's reference and the signed PDF, a minute after the last signature.

QuoteCloud's Zapier app: Essentials and up

How HVAC contractors write commercial proposals

The tender goes in, the job comes out

HC-C-0731 as Bellbird signed it, beside the simPRO job the Zap opened.

Halden Climate Co.Commercial proposal HC-C-0731 Sample · fictional business

Data items filled from simPRO quote 30418

Prepared for
Bellbird Property GroupFrom simPRO · Customer
simPRO quote no.
30418From simPRO · Quote ID
Site
42 Orchard LaneFrom simPRO · Site name
Project manager
Ingrid SolbergFrom simPRO · Salesperson

Accept, sign and pay the deposit

2 of 2 signed

  • Hamish GrantAsset manager SignedWed 14 Oct, 11:20 am
  • Leah OkonjoFinance director SignedWed 14 Oct, 3:05 pm

Deposit on acceptance (10%)

$26,526.50

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

The data items the Zap searches on, and both signatures: the trigger waits for the second.

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 30455Rooftop plant replacement · 42 Orchard LaneBellbird Property Group

  1. Pending
  2. Progress
  3. Complete
  4. Invoiced
Customer
Bellbird Property Group
Site
42 Orchard Lane
Order no.
HC-C-0731
Salesperson
Ingrid Solberg
Attachments
HC-C-0731 signed.pdf

Activity timeline

  1. File attached: HC-C-0731 signed.pdfFetched from QuoteCloud in the same runWed 14 Oct · 3:06 pm · Added by a Zap
  2. Service job createdFrom HC-C-0731, signed 2 of 2Wed 14 Oct · 3:06 pm · Added by a Zap

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

Service job 30455: customer, site, order number and the signed PDF.

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

Who collects each stage payment?

QuoteCloud takes the deposit when the client signs. Every later stage is your own progress invoice, raised from the job in simPRO as the work is done.

  1. 10%

    Paid in QuoteCloud

    Deposit

    $26,526.50

    On acceptance of this proposal

    Paid on signing via Stripe

    Card payment straight after the second signature; the proposal is marked Paid.

  2. 30%

    Your progress invoices

    Unit 1

    $79,579.50

    PAC-1 replaced and running

    Progress invoice, from simPRO

    Invoiced from simPRO when PAC-1 is running.

  3. 30%

    Your progress invoices

    Unit 2

    $79,579.50

    PAC-2 replaced and running

    Progress invoice, from simPRO

  4. 30%

    Your progress invoices

    Unit 3 & handover

    $79,579.50

    PAC-3 replaced, air-balance report issued

    Progress invoice, from simPRO

    The final invoice, with the air-balance report.

Paid in QuoteCloud
$26,526.50 10%
Contract sum
$265,265.00
Your progress invoices
$238,738.50 90%

The schedule is part of the proposal both sides sign. QuoteCloud collects the deposit; it doesn't raise the later stage invoices, which stay with simPRO.

What fills the simPRO job?

What each step maps, with the sample values from HC-C-0731.

Signed tender to simPRO job: QuoteCloud fields and where they land in simPRO
QuoteCloud: QuoteCloud fieldDirectionsimPRO: simPRO fieldGoes intoExample (sample data)Note
Customer and site (Find or Create Company Customer, Find or Create Site)
Prepared for (data item) QuoteCloud to simPRO Company Name Customer field Bellbird Property Group Spelled as in simPRO, or the search creates a new customer.
Site (data item) QuoteCloud to simPRO Site Name Site field 42 Orchard Lane
The job (Create Service Job)
Reference QuoteCloud to simPRO Order Number Job field HC-C-0731 Variation Zaps find the job by it.
Title QuoteCloud to simPRO Name Job field Rooftop plant replacement, 42 Orchard Lane
Project manager (data item) QuoteCloud to simPRO Salesperson Job field Ingrid Solberg
Text you write in the Zap QuoteCloud to simPRO Description Job field Signed proposal HC-C-0731: see the attached PDF The approved scope and options are in the PDF.
The signed PDF (Attach File to Job)
PDF link (Generate or Fetch Document PDF Link) QuoteCloud to simPRO File Attachment HC-C-0731 signed.pdf Short-lived: attach it in the same Zap.

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

Variations for contractors

Small changes to the Zap, each an extra step or a different search, and the Make route.

  • Running it as a simPRO project?

    simPRO's Zapier app creates service jobs only. Create the project in simPRO as you do now with the proposal's reference as its order number, and let a Zap find it with Find Job and attach the signed PDF.

  • Homeowners and small sites

    Swap Find or Create Company Customer for Find or Create Individual Customer, and map the contact's name from the signer.

  • Tell the crew

    Add Slack's or Microsoft Teams' Send Channel Message with the job number, so the install team knows before the office calls. Slack alerts.

  • Build it in Make instead

    Bring your own: connect Make to QuoteCloud with Make's built-in OAuth, then call QuoteCloud's API from a scenario that opens the job with Make's own tools for simPRO or simPRO's API. No ready-made QuoteCloud app on Make.

Build it with a free trial

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial, connect simPRO in Zapier and test with a sample customer and site.

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Build the tender-to-job Zap in five steps

  1. Add data items to the template

    In QuoteCloud, add Prepared for, Site and Project manager data items to your proposal template, spelled the way simPRO names your customers and sites. Custom data items are on Essentials and up.

  2. Start with Document Signing Complete

    In Zapier, choose QuoteCloud's Document Signing Complete trigger, then a Filter by Zapier step for your tender templates.

  3. Match the customer and site

    Add simPRO's Find or Create Company Customer, then Find or Create Site with the customer's ID from the step before.

  4. Open the job and attach the PDF

    Add Create Service Job with the reference as the order number, then Generate or Fetch Document PDF Link and Attach File to Job, in that order.

  5. Test, then turn it on

    Sign a test proposal for a test customer at an @example.com address, check the job and its attachment in simPRO, then switch the Zap on.

Questions about tender to job

Which QuoteCloud trigger should open the simPRO job?

Document Signing Complete, which fires once every signer has signed. Recipient Signed Document fires for each signer, so with two signers it would open two jobs. Document Accepted also exists; use the one that matches when your team treats a tender as won, and add a Filter by Zapier step for your tender templates.

Will the simPRO job carry the options the client ticked?

Not line by line. simPRO's Create Service Job takes a customer, site, order number, name, description and people, not price-table lines. The client's choices are in the signed PDF the Zap attaches, and you can write a short scope into the job's description. Cost the job in simPRO as you do now.

Can the Zap create a simPRO project instead of a service job?

No. simPRO's Zapier app has Create Service Job but no action for project jobs. If you run larger work as projects, create the project in simPRO with the proposal's reference as its order number, and let a Zap find it with Find Job and attach the signed PDF with Attach File to Job.

Does this Zap carry the per-document fee?

No. The fee applies to documents created through Zapier or the API. This Zap starts from a signed document and only writes to simPRO and fetches a PDF, so it creates no QuoteCloud document. You need QuoteCloud's Essentials plan or higher for the Zapier app, plus your Zapier and simPRO plans.

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.

Signed at 3:05. Job open at 3:06.

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

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