Zendesk Sell tasks from quote activity
Field reps live in their task list, not their inbox. When a client opens a quote, or it expires or is lost, a Zap puts the next step in Zendesk Sell: a task with a due date, the deal marked hot, a note or a stage change.
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- Building QuoteCloud since 2013
Build Zaps with QuoteCloud's Zapier app, on Essentials and up. Recipient First Viewed Document, Document Expired and Document Lost start them; Zendesk Sell's Find Deal finds the deal; Create Task gives the owner a dated task, Update Deal marks it hot or moves it to lost, and Create Note records what happened.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Pellucid Facility Services' quote PF-3218 for window and carpet cleaning at Lakeview Business Park Building C, $7,374.40 including tax, with its activity: sent by Theo Vance, viewed by Clare Whitcombe at 4:36 pm. In front, an illustration of the Zendesk Sell deal: marked hot by a Zap, with a task for Theo to call Clare the next morning.
Why tasks, and not another email?
Theo Vance manages accounts for Pellucid Facility Services and spends his days on walkthroughs. On Tuesday he quoted Clare Whitcombe at Halden Property Group for windows and carpets at Lakeview Building C, and sent PF-3218 from the office at 2:05 pm.
QuoteCloud records the moment Clare opens it. A notification email gets buried by the next site visit; a Zendesk Sell task with a due date sits in the list Theo works from on his phone, on the deal it belongs to. So the Zaps on this page write tasks first, and notes for the record.
- Viewed: a task to call, and the deal marked hot.
- Expired: a follow-up task while the walkthrough is still fresh.
- Lost: the deal moved to your lost stage, with a note.
How do I get a Zendesk Sell task when a client opens a quote?
Three steps and an optional fourth. Every name is the exact event you pick in Zapier.
ZapFirst view: hot deal, call task
-
When
QuoteCloudTriggerRecipient First Viewed DocumentFires when a recipient first opens the document.Passes on
- Document title
- Document reference
- Recipient name
-
Then
Zendesk SellSearchFind DealSearches on the deal's name, used as the document's title.Searches on
- Deal Name
-
Then
Zendesk SellActionUpdate DealMapped in
- Deal
- Hot: yes
-
Then
Zendesk SellActionCreate TaskMapped in
- Task Content
- Owner
- Due Date
- Related to: deal
-
Or
Zendesk SellAction · optionalCreate NoteMapped in
- Content
- Related to: deal
The same job can be built in Make, bring your own: a scenario that takes QuoteCloud's view event through Make's built-in OAuth connection and creates the task with Make's own Zendesk Sell modules.
Clare opens PF-3218 at 4:36 pm. At 4:37 the Lakeview deal is hot, and Theo has a task due at 9:00 the next morning: call Clare, she's opened PF-3218.
Result
The rep calls while the quote is being read, and the deals people are reading stand out from the ones nobody has opened.
QuoteCloud's Zapier app: Essentials and up
How cleaning and facility firms connect QuoteCloudOpened in QuoteCloud, hot in Zendesk Sell
Activity
- Sent to Clare WhitcombeTue 27 Oct, 2:05 pm · by Theo Vance
- Viewed by ClareTue 27 Oct, 4:36 pm
Zap
- Recipient First Viewed Document
- Update Deal
- Create Task
Deal · ID 50442Halden Property Group · Lakeview windows & carpetsContact: Clare Whitcombe · Halden Property Group
- Qualified
- Walkthrough
- Quote
- Won
- Value
- $6,704.00
- Owner
- Theo Vance
- Contact
- Clare Whitcombe
- Hot
- Yes Updated by a Zap
Activity timeline
- Task: call Clare, she's opened PF-3218Due Wed 28 Oct, 9:00 am · Theo VanceTue 27 Oct · 4:37 pm · Added by a Zap
- Marked hotPF-3218 opened by Clare WhitcombeTue 27 Oct · 4:37 pm · Added by a Zap
- Stage changed to QuoteBy Theo VanceTue 27 Oct · 1:58 pm
- Stage changed to WalkthroughBy Theo VanceTue 27 Oct · 10:15 am
- Deal createdBy Theo VanceThu 22 Oct · 11:20 am
Illustration with sample data: a generic CRM record, not Zendesk Sell’s screen.
The deal record is our illustration of a generic CRM with sample data, not Zendesk Sell's screen.
What if the quote expires unsigned?
A second Zap. The quote's expiry date is the reminder; the task is the follow-up.
ZapExpired: follow-up task
-
When
QuoteCloudTriggerDocument ExpiredFires when the document passes its expiry date unsigned.Passes on
- Document title
- Document reference
-
Then
Zendesk SellSearchFind DealSearches on
- Deal Name
-
Then
Zendesk SellActionCreate TaskMapped in
- Task Content
- Owner
- Due Date
- Related to: deal
Pellucid's periodical-cleaning quote PF-3197 for Fernvale Library passed its 14 days unsigned. Theo has a task for the next morning to call Ruth Ogilvy, and can revise the quote in QuoteCloud if the scope has changed.
Result
An expired quote becomes a conversation, not a forgotten deal sitting at Quote.
QuoteCloud's Zapier app: Essentials and up
The follow-up, on the deal
The task belongs to the deal, so whoever opens the Fernvale deal sees why it's stuck and what's next.
If Theo doesn't win it back, a third Zap on Document Lost can move the deal to your lost stage and add a note, so the pipeline report doesn't count it.
What else the Zaps can and can't doDeal · ID 49876Fernvale Library · Periodical cleaningContact: Ruth Ogilvy · Fernvale Library Trust
- Qualified
- Walkthrough
- Quote
- Won
- Value
- $3,960.00
- Owner
- Theo Vance
- Contact
- Ruth Ogilvy
Activity timeline
- Task: PF-3197 expired unsigned, call RuthDue Wed 28 Oct, 10:00 am · Theo VanceTue 27 Oct · Added by a Zap
- Stage changed to QuotePF-3197 sent, valid 14 daysTue 13 Oct · 3:10 pm
- Deal createdBy Theo VanceTue 6 Oct · 9:40 am
Illustration with sample data: a generic CRM record, not Zendesk Sell’s screen.
Field map for the task Zaps
| Zendesk Sell: Zendesk Sell field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| First viewed | |||||
| Deal Name (Find Deal) | QuoteCloud to Zendesk Sell | Document title | Search value | Halden Property Group · Lakeview windows & carpets |
|
| Hot (Update Deal) | QuoteCloud to Zendesk Sell | A fixed value | Deal field | Yes |
|
| Task Content | QuoteCloud to Zendesk Sell | Recipient name, document reference | Task | Call Clare, she's opened PF-3218 |
|
| Due Date | QuoteCloud to Zendesk Sell | A date you format in Zapier | Task | Wed 28 Oct, 9:00 am |
Check the format in the test data. |
| Expired | |||||
| Task Content | QuoteCloud to Zendesk Sell | Document reference | Task | PF-3197 expired unsigned, call Ruth |
|
| Lost | |||||
| Stage (Update Deal) | QuoteCloud to Zendesk Sell | A fixed value | Deal field | Lost |
|
| Content (Create Note) | QuoteCloud to Zendesk Sell | Document reference | Note | PF-3197 marked lost in QuoteCloud |
|
All values are sample data.
Variations on these recipes
A reminder on the task
Create Task also has an Alert field: the date and time Zendesk Sell reminds the task's owner.
Enrol the contact in a sequence
For expired quotes, Zendesk Sell's Create Sequence Enrollment can start one of your follow-up sequences instead of a task.
Comments as tasks
QuoteCloud's Document Comment Event can start a Zap too, so a client's question on the quote becomes a task to answer it.
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 Zendesk Sell modules. No ready-made QuoteCloud app on Make.
Put the next step in the rep's list
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build the task Zaps with a test deal.
Build the first-view Zap in five steps
Match the names
Use the Zendesk Sell deal's name as the document's title, so Find Deal can find it.
Start with the first view
In Zapier, choose QuoteCloud's Recipient First Viewed Document and test it with a quote you've opened as an @example.com recipient.
Find the deal
Add Zendesk Sell's Find Deal on the deal's name, and Update Deal with Hot set to yes.
Write the task
Add Create Task for the deal's owner, related to the deal, with the recipient's name in the content and a due date.
Copy it for expired and lost
Duplicate the Zap for Document Expired (a task) and Document Lost (Update Deal to your lost stage, then Create Note), then switch them on.
Questions about tasks from quote activity
Can Zendesk Sell tell me when a client opens a QuoteCloud quote?
Yes, through a Zap. QuoteCloud's Recipient First Viewed Document trigger fires when a recipient first opens the quote; Zendesk Sell's Find Deal finds the deal and Create Task gives its owner a task with a due date. Update Deal can mark the deal hot in the same Zap.
Will a quote with two recipients create two tasks?
It can, if the trigger fires for each recipient's first view. If you want one task per quote, add a Filter by Zapier step on the recipient, or use the task's content to say who opened it. Test with two @example.com recipients before you switch it on.
What happens in Zendesk Sell when a quote expires?
Nothing on its own. A Zap on QuoteCloud's Document Expired trigger can find the deal and create a follow-up task, or enrol the contact in a sequence with Create Sequence Enrollment. The quote's expiry date is set in QuoteCloud; Zendesk Sell doesn't track it.
Do the task Zaps carry a QuoteCloud fee?
No. They read QuoteCloud events and write tasks, notes and deal changes in Zendesk Sell; they don't create documents. The per-document fee applies only to documents created through Zapier or the API, though each step uses a task on your Zapier plan.
More on QuoteCloud and Zendesk Sell
Four use cases with the exact Zapier steps, then how to connect and test, the limits and the cost.
- Quote from a Zendesk Sell deal on the moveMove a deal to your quote stage from the site and a Zap drafts the quote, with a task waiting for the rep.
- Sign on site, won in Zendesk SellThe client signs in person on the rep's device; a Zap moves the Zendesk Sell deal to won and books the next step.
- Hand a signed deal from Zendesk Sell to supportWhen the quote is signed, one Zap marks the deal won and opens a Zendesk Support ticket with the signed PDF.
- Connect Zendesk Sell to QuoteCloud and test itThe plan, the two connections in Zapier, the field map, how a Zap finds the deal again, Make, and a test run.
- What QuoteCloud with Zendesk Sell can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Zendesk Sell connection costsEssentials and up for Zapier, plus a fee per document a Zap or the API creates.
- FAQAnswers to the questions sales teams ask before connecting QuoteCloud and Zendesk Sell.
Opened in QuoteCloud. On the rep's list.
Start a free 14-day trial and build the Zaps that turn quote views, expiry and losses into Zendesk Sell tasks and notes.