Create QuoteCloud documents from other apps
A new row, deal or ticket drafts the document from your template: title, data items, a price row and the recipient filled in, ready for a rep to check and send.
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- Building QuoteCloud since 2013
Use QuoteCloud's Create Document action in a Zap. When something happens in another app, such as a new Google Sheets row, the Zap finds or creates the contact, creates the document from your template with mapped data items and price rows, and adds the recipient. It's on Essentials and up; each document created carries a per-document fee.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Pellucid Facility Services' draft office cleaning proposal PF-3204 for Clare Whitcombe of Halden Property Group: data items filled by a Zap from the sheet (site Marlow House, levels 2–4; floor area 2,400 m²; 5 nights a week; account manager Theo Vance) and a price table with the nightly clean row added by the Zap at $5,830 a month, washroom consumables $420 and an optional quarterly window clean, $6,875.00 a month including tax. In front, an illustration of the Site walkthroughs spreadsheet: the new Halden Property Group row started the Zap and its Document cell, PF-3204, was written back by the Zap.
Why retyping into quotes costs more than time
The details of a job usually exist before the quote does: in a walkthrough sheet, a CRM deal, a support ticket or a booking form. Copying them into a document by hand is slow, and it's where the wrong site, the old rate or a misspelt email creeps in.
With QuoteCloud's Create Document action in a Zap, the record that already exists becomes the draft. The template still decides the layout, the content and the options; the Zap fills in the details that change from job to job.
- The title, subtitle and data items from the record's fields
- Price-table rows mapped into the price table you link with its Table API Link Id
- The recipient found or created once, by exact email, then added to the document
- The new document's number written back to the record, so everyone can find it
How does a new row become a drafted proposal?
Five steps in one Zap. The first three do the work; the last two tidy up.
ZapWalkthrough row → draft proposal
-
When
Google SheetsTriggerNew Spreadsheet RowA row added to the 'Site walkthroughs' sheet.Passes on
- Client
- First name
- Last name
- Site
- Floor area
- Nights
- Monthly rate
- Owner
-
Then
QuoteCloudSearchFind or Create ContactMatches the email exactly; creates the contact when there's none.Searches on
- Email Address
- First Name
- Last Name
- Company Name
-
Then
QuoteCloudActionCreate DocumentFrom the office cleaning template. One price row goes into the table linked as 'monthly'.Mapped in
- Document Title
- Data items
- Table API Link Id
- Line Item Label
- Quantity
- Price
- Auto Send Document: No
-
Then
QuoteCloudActionAdd Document RecipientAdds the contact from step 2 as the signer.Mapped in
- Document Number
- Existing Contact
- Recipient Role
-
Or
Google SheetsAction · optionalUpdate Spreadsheet RowWrites the document number into the row's Document column.Mapped in
- Row
- Document
Zapier needs the trigger's sheet to have a header row; test the Zap with a sample row first. Leaving Auto Send Document off keeps a person between the draft and the client.
Theo Vance walks Marlow House with Clare Whitcombe on Friday and types the details into Pellucid's walkthrough sheet on Monday morning, with the monthly rate his estimate worked out. By 10:14 am PF-3204 is a draft in QuoteCloud, with Clare as its signer.
Theo checks it, adds a sentence to the cover note and sends it at 11:02 am. The sheet's Document column already says PF-3204.
Result
The proposal is drafted from the row in a minute, the contact exists once, and the sheet points to the document.
QuoteCloud's Zapier app: Essentials and up. Create Document carries the per-document fee.
What Create Document can fill QuoteCloud for cleaning & facility servicesWhat the Zap filled, and what the template kept
The data items Site, Floor area, Nights a week and Account manager came from the row, and so did the first price row: its label is fixed text plus the site, its price the sheet's monthly rate.
Washroom consumables and the quarterly window clean are the template's own rows. The window clean is an option, so it stays unticked until Clare ticks it; a Zap never ticks options or chooses content blocks.
- Replace Existing Pricing Table Rows off, so the template's rows stay
- Table API Link Id 'monthly' picks which price table gets the row
- Auto Send Document off, so Theo checks before Clare sees it
Custom data items and the price table: Essentials and up
Data items filled by the Zap
Site- Marlow House, levels 2–4From Google Sheets · Site
Floor area- 2,400 m²From Google Sheets · Floor area
Nights a week- 5From Google Sheets · Nights
Account manager- Theo VanceFrom Google Sheets · Owner
Your monthly service
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly service | $6,250 | ||
Nightly clean · Marlow House, levels 2–42,400 m² · 5 nights a week · row added by the Zap
|
1 month | $5,830 | $5,830.00 |
Washroom consumablesSoap, towel and paper restocked nightly
|
1 month | $420 | $420.00 |
| Add if you'd like Tick to add | |||
| 1 visit | $1,150 | $1,150.00 | |
- Subtotal
- $6,250.00
- Tax (10%)
- $625.00
- Total
- $6,875.00
- Plus, monthly
- $0.00/mo
Which column goes where?
Every value the Zap passes, step by step, with the sample row's values.
| Google Sheets: Sheet column or fixed value | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Step 2 · Find or Create Contact | |||||
| Google Sheets to QuoteCloud | Email Address | Search value | clare.whitcombe@example.com |
Exact match within your account. | |
| First name | Google Sheets to QuoteCloud | First Name | Contact field | Clare |
Used only when a new contact is created. |
| Last name | Google Sheets to QuoteCloud | Last Name | Contact field | Whitcombe |
|
| Client | Google Sheets to QuoteCloud | Company Name | Contact field | Halden Property Group |
|
| Step 3 · Create Document | |||||
| Client · Site | Google Sheets to QuoteCloud | Document Title | Document field | Halden Property Group · Marlow House, levels 2–4 |
|
| Site | Google Sheets to QuoteCloud | Site | Data item | Marlow House, levels 2–4 |
|
| Floor area | Google Sheets to QuoteCloud | Floor area | Data item | 2,400 m² |
|
| Nights | Google Sheets to QuoteCloud | Nights a week | Data item | 5 |
|
| Owner | Google Sheets to QuoteCloud | Account manager | Data item | Theo Vance |
|
| 'monthly' (fixed) | Google Sheets to QuoteCloud | Table API Link Id | Document field | monthly |
Set in the template's Pricing Table Settings after turning on API mode. |
| 'Nightly clean · ' + Site | Google Sheets to QuoteCloud | Line Item Label | Price-table column | Nightly clean · Marlow House, levels 2–4 |
|
| 1 (fixed) | Google Sheets to QuoteCloud | Quantity | Price-table column | 1 |
|
| Monthly rate | Google Sheets to QuoteCloud | Price | Price-table column | 5830 |
|
| 'pricing' (fixed) | Google Sheets to QuoteCloud | Row Type | Price-table column | pricing |
Or 'heading' for a heading row. |
| No (fixed) | Google Sheets to QuoteCloud | Term Based Product | Price-table column | No |
Required: whether the row's price is term based or a one-off. |
| Step 4 · Add Document Recipient | |||||
| Contact from step 2 | Google Sheets to QuoteCloud | Existing Contact | Contact field | Clare Whitcombe |
|
| 'Signer' (fixed) | Google Sheets to QuoteCloud | Recipient Role | Document field | Signer |
|
| Step 5 · Update Spreadsheet Row | |||||
| Document | QuoteCloud to Google Sheets | Document number (from step 3) | Sheet cell | PF-3204 |
|
The data-item names are the template's own. Recipient roles are chosen from the list Zapier loads from your account.
The same idea, from other apps
Swap the trigger and the mapping; the QuoteCloud steps stay the same.
From a CRM deal
A deal reaching your proposal stage drafts the quote, with the deal ID kept in a data item. The HubSpot recipe and the Pipedrive recipe.
From a support ticket
A ticket tagged for a quote drafts one, so support doesn't wait on sales. See Zendesk recipes.
From a Make scenario
Build it in Make instead: Make's own modules read the row, and the scenario calls QuoteCloud's API to create the document. The Make guide.
Send it straight away
Turn on Auto Send Document with the email fields, or add Send Document as a later step. Best for standard documents that need no check.
Start from an existing document
Duplicate or Revise Document copies a document the client already has, such as last year's agreement, as an independent copy or a formal revision.
Add a logo or a photo
Upsert Document Image puts an image from the other app into a named image cell of the new document. How images work.
Draft your first document from a row
Start a free 14-day trial, connect Google Sheets and QuoteCloud in Zapier and test the Zap with a sample row.
Build the create-document Zap
Prepare the template
Add the data items the Zap will fill and, in the price table's settings, turn on API mode and set its Table API Link Id.
Choose the trigger
In Zapier, pick Google Sheets' New Spreadsheet Row on the sheet that holds the jobs.
Find or create the contact
Add QuoteCloud's Find or Create Contact with the row's email, names and company.
Create the document
Add Create Document, choose the template, map the title, data items and price row, and leave Auto Send Document off.
Add the recipient and test
Add Add Document Recipient, then Update Spreadsheet Row, test with a sample row and turn the Zap on.
Creating documents, answered
Can a Google Sheets row create a QuoteCloud quote?
Yes. A Zap starting from Google Sheets' New Spreadsheet Row can run QuoteCloud's Create Document, which creates the document from your template and fills the title, data items and price rows you map. It's on Essentials and up, and each document created carries the per-document fee.
Does the Zap send the document to the client?
Only if you want it to. Create Document has an Auto Send Document option with the recipient emails, subject and body. Leave it off and the document waits as a draft for someone to check and send, which most teams prefer for anything priced by hand.
How do I stop duplicate contacts?
Use Find or Create Contact before Create Document. It matches the email address exactly within your QuoteCloud account and only creates a contact when there's no match, so the same client is never added twice by the Zap.
Can the Zap choose which options the client sees ticked?
No. A Zap fills data items and adds price-table rows, but it doesn't tick optional items or packages and doesn't choose content blocks. The template decides the content and the client ticks the options they want.
More on automating QuoteCloud
- QuoteCloud automation recipes for every appEvery QuoteCloud integration in one gallery: CRM, accounting, payments, field service, sheets, files and chat.
- Send QuoteCloud document events to other appsViewed, signed, paid, expired: each QuoteCloud event can update a CRM, file a PDF or tell the team.
- Connect QuoteCloud to Zapier, step by stepCheck the plan, connect QuoteCloud in Zapier, build the first Zap, test it and turn it on.
- Use QuoteCloud with Make, bring your ownConnect Make with its built-in OAuth connection, then call QuoteCloud's API or Zapier endpoints from a scenario.
- Data items, price rows and images at creationWhat Create Document can fill: title, data items, price-table rows, recipients, images. What stays with people.
- Test and troubleshoot QuoteCloud ZapsTest with sample records, then fix the usual problems: no match found, expired links, empty rows.
- Who owns your QuoteCloud automationsWhich accounts the Zaps run as, who owns the documents they create, and how to keep a register.
- QuoteCloud Zapier triggers, actions and searchesAll 56 QuoteCloud Zapier events, searchable, with the fields each one takes and what it passes on.
- What automating QuoteCloud costsEssentials and up, plus a fee for each document a Zap or the API creates. Work it out for your volume.
- FAQAnswers to the questions teams ask before automating QuoteCloud with Zapier, Make or the API.
Type it once. Quote it from there.
Start a free 14-day trial and let the records you already keep draft your QuoteCloud documents.