Data items, price rows and images at creation
Exactly what a Zap can put into a QuoteCloud document as it creates it, field by field, and what it leaves to your template, your rep and your client.
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When a Zap runs QuoteCloud's Create Document, it can set the title and subtitle, fill the template's data items, add price-table rows (label, notes, quantity, price, term, tax, discount, cost) to a table linked by its Table API Link Id, and send the document. Other steps add recipients and images. A Zap never ticks options or chooses content blocks.
Last reviewed by the QuoteCloud team
Pellucid Facility Services' draft proposal PF-3204, sample data: four data items filled by a Zap from a Google Sheets row (site, floor area, nights a week, account manager) and a price table with the nightly clean row added by the Zap ($5,830 a month), the template's washroom consumables row ($420) and an optional quarterly window clean for the client to tick. Total $6,875.00 a month including tax.
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 | |||
Quarterly internal window cleanLevels 2–4, glass partitions included
|
1 visit | $1,150 | $1,150.00 |
- Subtotal
- $6,250.00
- Tax (10%)
- $625.00
- Total
- $6,875.00
- Plus, monthly
- $0.00/mo
What can a Zap fill when it creates a document?
Title and subtitle
Document Title is required; Document Subtitle is optional. Update Document Details and Forecast can change them later.
Data items
The template's custom data items, filled from the record: a site, a reference, an account manager. They show wherever the template uses them. Essentials and up.
Price-table rows
Rows with a label, notes, quantity, price, term, tax, discount and cost, added to the price table you link with its Table API Link Id.
Recipients
Add Document Recipient adds a QuoteCloud contact, or new details, with a role, to the editable document.
Images
Upsert Document Image puts an image file or link into an image cell named by its API Link ID on the template, with fit, focal point and zoom.
Sending
Auto Send Document with the To and CC addresses, subject, body and PDF attachment, or Send Document as a later step.
How do price-table rows get into the right table?
In the template, open the price table's settings, turn on API mode and give the table a link ID, such as 'monthly'. In Create Document, put that ID in Table API Link Id; the rows you map go into that table.
Each row needs Row Type ('pricing', or 'heading' for a heading row) and Term Based Product (term-based or one-off). Map Line Item Label, Quantity and Price at least; notes, term, tax, discount and cost are optional.
Replace Existing Pricing Table Rows decides what happens to the template's own rows. Off, the Zap's rows are added beside them, as in PF-3204. On, the template's rows are removed first, but only when the Zap supplies rows.
- Several rows in one run come from Zapier line items, a list of values for each field
- Keep the product library in step with other systems with Create Product
- Optional rows stay unticked until the client ticks them
Price tables and custom data items: Essentials and up
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
Create Document's fields, in Zapier's words
Field labels exactly as QuoteCloud's Zapier app shows them; * marks a required field. The template you choose, and its data items, load in Zapier once you connect your account.
- Document: Document Title*, Document Subtitle
- Price table: Replace Existing Pricing Table Rows, Table API Link Id
- Each row: Line Item Label, Line Item Notes, Row Type*, Price, Quantity, Term Based Product*, Term, Tax Type, Tax, Discount Type, Discount, Cost
- Sending: Auto Send Document*, Send to Email Addresses, Send CC Email Addresses, Send Email Subject, Send Email Body, Send Email Attach PDF
- Every other step's fields: the full reference
What a Zap doesn't do
These stay with the template, the rep and the client, by design.
Tick the client's options
Optional items and packages are the client's choice. The Zap adds rows; the client ticks options in the document.
Choose content blocks
The template decides which blocks are in the document. Use one template per kind of job and let the Zap pick the template.
Sign or accept
Signatures and acceptance come from the recipients. A Zap can send the document and react when they sign.
Set up your template for automation
Start a free 14-day trial, add data items and an API link ID to a template, and fill them from a test Zap.
Data at creation, answered
Can Zapier fill custom data items in a QuoteCloud document?
Yes. When a Zap creates a document from a template, it can fill that template's custom data items with values from the trigger, such as a site address or a CRM deal ID. Custom data items are on the Essentials plan and up.
What is the Table API Link Id?
It's the ID you give a price table in its settings after turning on API mode. Create Document uses it to know which price table the Zap's rows go into, so a template with several price tables can still receive rows in the right one.
Will the Zap's rows replace the template's rows?
Only if you turn on Replace Existing Pricing Table Rows. Then the template's rows in each target table are removed before the Zap's rows are added; if the Zap supplies no rows, the existing ones stay. Off, the Zap's rows are added beside the template's.
Can a Zap write values into a Spreadsheet block?
Yes, QuoteCloud confirms a Zap can write values into the cells of a Spreadsheet block, which is on Essentials and up. That suits calculators where a cell drives the price. Check the step's fields in Zapier when you build it.
More on automating QuoteCloud
- QuoteCloud automation recipes for every appEvery QuoteCloud integration in one gallery: CRM, accounting, payments, field service, sheets, files and chat.
- Create QuoteCloud documents from other appsA new row, deal or form in another app drafts a QuoteCloud document from your template, filled in.
- 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.
- 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.
The details from the record. The choices from your client.
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