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Multi-signer approvals on Zoho CRM deals

When a buyer's delegations need two or three signatures, each one is written to the Zoho CRM deal, the owner gets a task to check in with whoever is left, and the last signature closes the deal won with the signed PDF attached.

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Use two Zaps with QuoteCloud's Zapier app, on Essentials and up. Recipient Signed Document fires for each signer: Zoho CRM's Update Module Entry writes who signed and Create Module Entry adds a task for the deal owner. Document Signing Complete fires once all have signed: Update Module Entry sets Closed Won and Add Attachment files the signed PDF.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Ashgrove People & Payroll's payroll service agreement AP-PO-2240 for Brightwater Bakeries Co.: one of two signed, Nadia Ferris, operations director, signed on Tuesday 20 October; Owen Pratt, finance director, is awaiting signature. In front, an illustration of the Zoho CRM deal at Negotiation/Review, its Signatures field updated by a Zap to 1 of 2, Nadia Ferris.

Why track every signature on the deal?

Ashgrove People & Payroll's agreements are signed by two people at the client: the person who runs the operation and the person who controls the money. At Brightwater Bakeries that's Nadia Ferris and Owen Pratt. Nadia signed on Tuesday; Owen was travelling. In Zoho CRM the deal looked the same as one nobody had opened.

With two Zaps, each signature is written to the deal the moment it lands, Jonah Pike gets a task to check in with Owen, and when Owen signs on Thursday the deal closes won with the signed agreement attached.

  • QuoteCloud's Recipient Signed Document fires for each signer; Document Signing Complete fires once all of them have signed.
  • Signers aren't numbered: each signs when they're ready, and the deal shows how many have.
  • On the Business plan, an internal approval can come first, before the buyer's signers see the document (below).

What happens when one of several signers signs?

The deal hears about each signature, and the owner hears about whoever is left.

ZapA signer signs: update the deal, chase the rest

  1. When QuoteCloudTriggerRecipient Signed DocumentFires each time one recipient signs.Passes on
    • Recipient name
    • Document title
    • Document reference
    • Signed date
  2. Then Zoho CRMSearchFind Module EntryModule: Deals, by deal name.Searches on
    • Deal Name
  3. Then Zoho CRMActionUpdate Module EntryA custom Signatures field on the deal.Mapped in
    • Deal ID
    • Signatures: signer's name
  4. Then QuoteCloudSearchFind Document StatusSearches on
    • Document
  5. Only if Filter by ZapierFilterOnly continue if the document is still waiting for a signature.
  6. Then Zoho CRMActionCreate Module EntryModule: Tasks, related to the deal, for the deal's owner.Mapped in
    • Subject
    • Due Date
    • Deal ID
    • Owner

Nadia signs AP-PO-2240 at 4:22 pm on Tuesday. A minute later the Brightwater deal shows Signatures: 1 of 2, Nadia Ferris, and Jonah has a task due Thursday: check in with Owen Pratt.

Result

Partly signed agreements stand out in Zoho CRM, and the next signer gets a friendly nudge from a person, not a silent wait.

Essentials and up · no document created, no per-document fee

Payroll proposals in QuoteCloud

When everyone has signed, close it and file it

One Zap on the last signature: the stage, the field and the signed PDF.

ZapSigning complete: Closed Won and the signed PDF

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Document title
    • Document reference
    • Signed date
  2. Then Zoho CRMSearchFind Module EntryModule: Deals, by deal name.Searches on
    • Deal Name
  3. Then Zoho CRMActionUpdate Module EntryMapped in
    • Deal ID
    • Stage: Closed Won
    • Signatures: all signed
  4. Then QuoteCloudActionGenerate or Fetch Document PDF LinkShort-lived: the next step uses it straight away.Mapped in
    • Document
  5. Then Zoho CRMActionAdd AttachmentMapped in
    • Module: Deals
    • Deal ID
    • File (the PDF link)

Owen signs from the airport at 11:05 on Thursday. At 11:06 the deal is Closed Won, its Signatures field reads 2 of 2, and AP-PO-2240 signed.pdf is attached for Saffron Ellis, who starts onboarding the next day.

Result

The deal closes on the last signature, not the first, with the signed agreement where the onboarding team will look for it.

Essentials and up · no document created, no per-document fee

Two signers, one deal

The agreement after both signed, and the deal the two Zaps kept up to date.

Ashgrove People & PayrollPayroll service agreement AP-PO-2240 Sample · fictional business

Accept and sign

2 of 2 signed

  • Nadia FerrisOperations director SignedTue 20 Oct 2026
  • Owen PrattFinance director SignedThu 22 Oct 2026

Agreement

Service starts
Tue 1 Dec 2026
Term
12 months
Total
$22,407.00

Certificate of authenticity and audit trail attached

AP-PO-2240: both signers, each with the date they signed.

Zaps

  1. Recipient Signed Document
  2. Document Signing Complete
  3. Add Attachment
CRM · DealAshgrove People & Payroll Illustration · sample data

Deal · ID 70318800452Brightwater Bakeries · Payroll outsourcing

  1. Qualification
  2. Needs Analysis
  3. Proposal/Price Quote
  4. Negotiation/Review
  5. Closed Won
Amount
$20,370.00
Deal Owner
Jonah Pike
Account Name
Brightwater Bakeries Co.
Signatures
2 of 2 · Owen Pratt Updated by a Zap
Attachments
AP-PO-2240 signed.pdf Updated by a Zap

Activity timeline

  1. Attachment added: AP-PO-2240 signed.pdfThu 22 Oct · 11:06 am · Added by a Zap
  2. Stage changed to Closed WonAP-PO-2240 signed by bothThu 22 Oct · 11:06 am · Added by a Zap
  3. Task: check in with Owen PrattDue Thu 22 Oct · owner Jonah PikeTue 20 Oct · 4:23 pm · Added by a Zap
  4. Signatures: 1 of 2 · Nadia FerrisTue 20 Oct · 4:23 pm · Added by a Zap
  5. Stage changed to Negotiation/ReviewAgreement sent to two signersMon 19 Oct · 10:05 am

Illustration with sample data: a generic CRM record, not Zoho CRM’s screen.

The deal: each signature, the task to check in with Owen, Closed Won and the signed PDF.

The deal record is our illustration of a generic CRM with sample data, not Zoho CRM's screen.

Need an internal approval before anyone signs?

On the Business plan, QuoteCloud's approval workflow holds a document for review before it's sent: Ashgrove's rule sends anything over $20,000 to Imogen Hart. QuoteCloud's Document Review Requested trigger can add a Zoho CRM task for the approver with Create Module Entry, and Document Review Accepted can write the approval to the deal with Update Module Entry.

  • Approval happens in QuoteCloud; the Zaps only tell Zoho CRM.
  • The buyer's signers see the document only after it's approved and sent.

Approval workflow: Business

Compare plans
Document workflowAshgrove People & Payroll Sample · fictional business

Document workflow

Approved

Triggered when Total value greater than $20,000

  • Imogen HartManaging directorApproved

Must be approved before it is sent

  1. Submitted for review by Jonah Pike · Mon 19 Oct, 9:10 am
  2. Approved by Imogen Hart · Mon 19 Oct, 9:48 am

Approval workflow · Business plan

What each signature writes to the deal

The fields both Zaps map, with the sample values from the Brightwater deal.

Signatures to Zoho CRM: fields each Zap maps
Zoho CRM: Zoho CRM fieldDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Zap · Recipient Signed Document
Deal Name (Find Module Entry) QuoteCloud to Zoho CRM Document title Search value Brightwater Bakeries · Payroll outsourcing
Signatures (custom deal field) QuoteCloud to Zoho CRM Recipient name Deal field 1 of 2 · Nadia Ferris
Task: Subject, Due Date, related deal QuoteCloud to Zoho CRM Fixed text, a date you set, the deal found Task Check in with Owen Pratt · Thu 22 Oct
Zap · Document Signing Complete
Stage QuoteCloud to Zoho CRM A fixed value Deal field Closed Won
Attachment (Add Attachment) QuoteCloud to Zoho CRM PDF link (Generate or Fetch Document PDF Link) Attachment AP-PO-2240 signed.pdf Same Zap: the link is short-lived.

Signatures is a custom field you add to the Deals module. All values are sample data.

Variations for Zoho CRM teams

Small changes to the Zaps, and the Make route.

  • Tell the team in a channel

    Add Slack's or Microsoft Teams' Send Channel Message to the signing-complete Zap. Slack · Microsoft Teams.

  • Tag partly signed deals

    Zoho CRM's Add Tag in the per-signer Zap marks the deal Awaiting signature, so a list view can show every one.

  • No signature by the expiry date

    QuoteCloud's Document Expired, then a Zoho CRM task: follow up expired proposals.

  • Build it in Make instead

    Bring your own: connect Make to QuoteCloud with Make's built-in OAuth, call QuoteCloud's API and endpoints from a scenario and write to Zoho CRM with Make's own Zoho CRM modules.

Try it with two test signers

eSignature is on every QuoteCloud plan; the Zapier app on Essentials and up. Start a free 14-day trial and send a test agreement to two @example.com signers.

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Build the two signing Zaps

  1. Add a Signatures field

    In Zoho CRM, add a custom text field to the Deals module for the Zaps to write who has signed.

  2. Per-signer Zap

    Recipient Signed Document, Find Module Entry, Update Module Entry, then Find Document Status, a filter and Create Module Entry in Tasks.

  3. Signing-complete Zap

    Document Signing Complete, Find Module Entry, Update Module Entry with Closed Won, Generate or Fetch Document PDF Link and Add Attachment.

  4. Test with two signers

    Send a test agreement to two @example.com addresses, sign as one, check the deal and the task, then sign as the other.

Questions about several signers

Can a QuoteCloud document have more than one signer?

Yes. Add each signer as a recipient and each signs online on any device, with their own entry in the audit trail. Signers sign when they're ready; QuoteCloud's Recipient Signed Document trigger fires for each one and Document Signing Complete once all of them have signed.

When should the Zoho CRM deal close won?

When the last signer signs, so use QuoteCloud's Document Signing Complete trigger for the stage change. Recipient Signed Document fires for every signer, so it suits progress updates and follow-up tasks rather than closing the deal.

Can a Zap create a task in Zoho CRM?

Yes. Zoho CRM's Create Module Entry action can create an entry in the Tasks module, related to the deal the Zap found, with a subject, a due date and an owner you map. Check the fields Zapier shows for your account in the step's test.

Is the approval workflow part of the Zoho CRM connection?

No, it's a QuoteCloud feature on the Business plan that holds a document for internal review before it's sent. Zaps on Document Review Requested and Document Review Accepted can tell Zoho CRM about it with a task or a deal field.

More Zoho CRM questions

More on QuoteCloud and Zoho CRM

Six use cases with the exact Zapier steps, then how to connect, the field map, the limits and the cost.

Every signature on the deal. The last one closes it.

Start a free 14-day trial of QuoteCloud and build both Zaps with a test deal and two test signers.

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