Renewals and add-ons that don't expire in an inbox
When a renewal or add-on quote expires unsigned, or the customer declines it, a Zap opens a Zendesk ticket for your account team, so it is worked like any other request.
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- Building QuoteCloud since 2013
Build a Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Expired or Document Lost starts it, a filter keeps it to renewals, and Zendesk's Create Ticket opens a ticket for the account team with an internal first comment. When the revised quote is signed, Update Ticket sets that ticket to Solved.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Plinthwork's renewal order form PW-R-2318 for Harbourline Facilities Group: 60 Growth seats for 12 months and admin training, $23,364.00 including tax, with Analytics as an option; its activity shows it was sent, viewed and expired unsigned on Thu 28 Jan 2027. In front, an illustration of Zendesk ticket #5021, created by a Zap: an internal note asking Priyanka Dutt to call Oliver Mendes before the subscription ends on 28 Feb.
Why send expired renewals to the help desk?
Plinthwork's customer success team works in Zendesk all day: questions, onboarding, seat changes. Renewals and add-ons go out as QuoteCloud quotes, and most come back signed. The ones that don't are the expensive ones, and they used to fade from view on the day they expired.
With a Zap, an expired or declined renewal is a ticket: assigned, prioritised, in the account team's view and in Zendesk's reporting, with an internal note saying what expired and when the subscription ends.
- Expired renewals, declined add-ons and upgrades nobody answered become work in the queue.
- The ticket is internal from the start: the customer isn't emailed by a Zap.
- When the revised quote is signed, the ticket is solved the same way.
Where Zendesk fits in a renewal
Plinthwork's own renewal process, drawn by us. The chips name what does each step; nothing here happens by itself.
-
75 days
Renewal quote sent
Priyanka sends the renewal from a template, with seats and options ready.
QuoteCloud template -
Viewed
Note on the account's ticket
If there's an open ticket for the account, the first view becomes an internal note.
Recipient First Viewed Document -
Valid until
Expired unsigned
A Zap opens a ticket for account management, priority High.
Document Expired + Create Ticket -
Revised
A new quote, a new date
Priyanka calls, then revises the quote in QuoteCloud and sends it again.
Revise in QuoteCloud -
Signed
Ticket solved
The signature Zap finds the renewal ticket and sets it to Solved.
Document Signing Complete + Update Ticket
Sending renewals on a set date is scheduled document send, on the Business plan.
How does an expired renewal become a ticket?
A trigger, a filter for renewals only, and a new internal ticket.
ZapRenewal expired: open a ticket for account management
-
When
QuoteCloudTriggerDocument ExpiredFires when a document passes its valid-until date unsigned.Passes on
- Document reference
- Document title
- Recipient name
- Recipient email
- Only if Filter by ZapierFilterOnly continue if the document reference starts with PW-R-, Plinthwork's renewal prefix.
-
Then
ZendeskActionCreate TicketAn internal first comment, so the customer isn't emailed.Mapped in
- Requester Name
- Requester Email
- Group: Account management
- Assignee
- First Comment/Description
- Should the first Comment be public?: No
- Priority: High
- Tags: renewal, renewal_expired
Harbourline's renewal PW-R-2318 passes its valid-until date on Thursday 28 January without a signature. Just after midnight, ticket #5021 is in the account management view, assigned to Priyanka, priority High. She calls Oliver Mendes on Monday morning.
Result
Every unsigned renewal is a ticket someone owns, a month before the subscription runs out.
QuoteCloud's Zapier app: Essentials and up
How SaaS teams run renewalsRecipe 2: the revised renewal is signed
ZapRenewal signed: solve the renewal ticket
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
- Document reference
- Recipient email
-
Then
ZendeskSearchFind TicketsThe account's open renewal ticket, if there is one.Searches on
- Requester email
- Tag: renewal_expired
- Status: not solved
-
Then
ZendeskActionUpdate TicketMapped in
- Ticket
- New Comment to add to the Ticket
- Should the new Comment be public?: No
- New status: Solved
No open renewal ticket? Find Tickets finds nothing and the Zap stops, which is what you want for renewals signed on time.
Priyanka revises the renewal with a new valid-until date and sends it on Monday. Oliver signs on Wednesday afternoon; ticket #5021 gets an internal note and is set to Solved.
Result
The renewal ticket closes itself when the renewal is signed, and Zendesk's reporting shows how long it took.
QuoteCloud's Zapier app: Essentials and up
The renewal and its ticket
The renewal in QuoteCloud, and the ticket the Zaps opened and solved around it.
Your renewal
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Subscription, 12 months | $21,240 | ||
Growth plan, 12 months1 Mar 2027 to 29 Feb 2028
|
60 seat | $348 | $20,880.00 |
Admin refresher trainingRemote, two hours
|
1 session | $360 | $360.00 |
| Add if you'd like Tick to add | |||
Analytics, 12 monthsFor all 60 seats
|
60 seat | $180 | $10,800.00 |
- Subtotal
- $21,240.00
- Tax (10%)
- $2,124.00
- Total
- $23,364.00
- Plus, monthly
- $0.00/mo
Activity
- Sent to Oliver MendesMon 14 Dec 2026 · by Priyanka Dutt
- Viewed by OliverTue 15 Dec 2026, 4:10 pm
- Expired, not signedThu 28 Jan 2027
2 Zaps
- Document Expired
- Create Ticket
- Document Signing Complete
- Update Ticket
Ticket #5021 · via ZapierRenewal PW-R-2318 expired unsigned
Solved- Requester
- Oliver Mendes
- Organization
- Harbourline Facilities Group
- Assignee
- Priyanka Dutt
- Priority
- High
- Tags
-
ZapQuoteCloudInternal note
Renewal PW-R-2318 for Harbourline Facilities Group expired yesterday without a signature. The subscription ends on 28 Feb. Call Oliver Mendes.
Fri 29 Jan 2027, 12:01 am · Added by a Zap
-
Priyanka DuttCustomer successInternal note
Spoke to Oliver: the budget was approved last week. Revised quote sent with a new valid-until date.
Mon 1 Feb 2027, 10:30 am
-
ZapQuoteCloudInternal note
Revised renewal signed by Oliver Mendes. Status set to Solved.
Wed 3 Feb 2027, 3:12 pm · Added by a Zap
Illustration with sample data: a generic help desk ticket, not Zendesk’s screen.
The ticket is our illustration of a generic help desk with sample data, not Zendesk's screen.
Field map for the renewal Zaps
| Zendesk: Zendesk field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Recipe 1 · expired | |||||
| Requester Name, Requester Email | QuoteCloud to Zendesk | Recipient name, email | New ticket | Oliver Mendes · oliver.mendes@example.com |
|
| First Comment/Description, public: No | QuoteCloud to Zendesk | Document reference, title | Internal note | Renewal PW-R-2318 for Harbourline Facilities Group expired yesterday without a signature. |
|
| Group, Priority, Tags | QuoteCloud to Zendesk | Fixed values | Ticket field | Account management · High · renewal, renewal_expired |
|
| Recipe 2 · signed | |||||
| Search (Find Tickets) | QuoteCloud to Zendesk | Recipient email | Search value | oliver.mendes@example.com, tag renewal_expired, not solved |
|
| New status | QuoteCloud to Zendesk | Fixed value | Ticket status | Solved |
|
Check each trigger's test data for the field names. All values are sample data.
Variations on these recipes
Declined, not just expired
Start the same Zap with Document Lost and tag the ticket renewal_lost, so a declined renewal or add-on gets a win-back call.
Add-ons and upgrades too
Use the filter to pick which quotes open tickets: renewals, add-ons, or any quote above an amount you choose.
Tell the account team
Add Send Channel Message for Slack or Microsoft Teams when a large renewal expires.
Build it in Make instead
Bring your own: connect Make to QuoteCloud with Make's built-in OAuth, take the expiry event from QuoteCloud's Zapier endpoints, and create the ticket with Make's own Zendesk modules.
Make every unsigned renewal somebody's ticket
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the renewal Zap with a quote that expires tomorrow.
Build the expired-renewal Zap in five steps
Name renewals clearly
Give renewal quotes a reference prefix or title the filter can recognise.
Start with Document Expired
In Zapier, choose QuoteCloud and the trigger, and test it with an expired test quote.
Filter to renewals
Add Filter by Zapier so only renewal references continue.
Create the ticket
Add Zendesk's Create Ticket with the requester, your account management group, a first comment set to not public, a priority and tags.
Test, then turn it on
Let a test quote for an @example.com requester expire, check the ticket is internal, then switch the Zap on.
Questions about renewals
Can an expired QuoteCloud quote open a Zendesk ticket?
Yes, with a Zap. QuoteCloud's Document Expired trigger starts it and Zendesk's Create Ticket opens the ticket, with the requester, group, assignee, priority and tags you map. A Filter by Zapier step can keep it to renewals or to larger quotes.
Will the customer get an email when the Zap opens the ticket?
Not if the first comment is internal. Create Ticket on Zapier has a field that sets whether the first comment is public; set it to No. Whether Zendesk emails the requester about a new ticket also depends on your own Zendesk triggers, so test it with an @example.com requester.
Does a declined renewal work the same way?
Yes. Start the Zap with QuoteCloud's Document Lost instead of Document Expired, and tag the ticket differently, so your account team can tell a declined renewal from one that simply ran out of time.
Can QuoteCloud send renewal quotes on a set date?
Yes, on the Business plan: scheduled document send lets you prepare a renewal now and have it sent on the date you choose. The Zaps on this page need only QuoteCloud's Zapier app, which is on Essentials and up.
More on QuoteCloud and Zendesk
Five use cases with the exact Zapier steps, then how to connect, test and what it costs.
- Turn Zendesk tickets into quotesTag a ticket asking for an upgrade or extra seats and a Zap drafts the quote, with an internal note when it's ready.
- See quote status on the Zendesk ticketViews as internal notes, the signature as a public reply, and the ticket solved when every signer has signed.
- Quote repairs and call-outs from Zendesk ticketsOut-of-warranty repairs and paid call-outs: the signed approval is attached to the ticket and handed to the workshop group.
- Route quote comments to Zendesk ticketsA customer's comment on the quote lands on their ticket as an internal note and reopens it for the agent.
- Connect Zendesk to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Zendesk in Zapier, build the first Zap and choose internal or public.
- Zendesk to QuoteCloud field mapEvery field the Zendesk Zaps on this site pass, which way it travels and a sample value.
- Test and troubleshoot the Zendesk ZapsTest on a ticket of your own, then fix the usual problems: no ticket found, a note posted publicly, a PDF link expired.
- What QuoteCloud with Zendesk can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Zendesk connection costsEssentials and up for Zapier, plus a fee per document a Zap or the API creates.
- FAQAnswers to the questions support and account teams ask before connecting QuoteCloud and Zendesk.
No renewal expires without a ticket.
Start a free 14-day trial and give your account team a ticket for every renewal that doesn't come back signed.