Follow up expired and lost quotes in Pipedrive
An expired quote becomes a call for the deal's owner in Pipedrive; a quote marked lost marks the deal lost, with a note saying why. Nothing slips because nobody happened to look.
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- Building QuoteCloud since 2013
Build two Zaps with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Expired trigger finds the deal with Pipedrive's Find Deals and runs Create Activity, a call for the deal's owner. Document Lost finds the deal and runs Update Deal with the status set to lost, then Create Note with the reason.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, an illustration of the Larchmont Studio deal in Pipedrive: Pellucid's make-good clean quote PF-3172 linked, and an activity added by a Zap for Theo Vance to call Imran Saleh because the quote expired unsigned. In front, the quote's activity in QuoteCloud: sent, first viewed by Imran, expired unsigned on Monday 19 October.
Why follow up expired quotes from Pipedrive?
Pellucid Facility Services puts a seven-day expiry on every make-good clean quote, because crews book out fast at the end of a lease. Account manager Theo Vance's quote for Larchmont Studio was opened once by Imran Saleh, then passed its expiry date unsigned. In Pipedrive the deal still looked live.
Two Zaps close the gap. An expired quote becomes a call in Theo's Pipedrive activities. A quote marked lost marks the deal lost, with the reason kept as a note.
- A Filter by Zapier step skips deals that are already won or lost.
- Activities land with the deal's owner, so the follow-up is theirs.
- For the won side, see won on signature.
How do I follow up an expired quote in Pipedrive?
Give the deal's owner a call to make the moment the quote expires.
ZapQuote expired: a call for the owner
-
When
QuoteCloudTriggerDocument ExpiredFires when a document passes its expiry date unsigned.Passes on
- Document title
- Document reference
- Recipient
-
Then
PipedriveSearchFind DealsSearches on the deal's title, used as the document's title.Searches on
- Title
- Only if Filter by ZapierFilterOnly continue if the deal's status is open.
-
Then
PipedriveActionCreate ActivityA call on the deal, owned by the deal's owner, due the next day.Mapped in
- Activity Subject
- Activity Type: Call
- Activity Owner
- Deal ID
- Due date
-
Or
PipedriveAction · optionalCreate NoteMapped in
- Content
- Deal ID
PF-3172 expires at midnight on Monday. Theo starts Tuesday with a call to Imran in his Pipedrive activities, the quote's reference in the subject, while the hand-back date can still be met.
Result
No expired quote goes unnoticed: each one is a dated call for the person who owns the deal.
QuoteCloud's Zapier app: Essentials and up
How cleaning contractors connect QuoteCloudLost: the deal is marked lost, with a note
ZapQuote lost: deal lost
-
When
QuoteCloudTriggerDocument LostFires when a document's status becomes Lost.Passes on
- Document title
- Document reference
-
Then
PipedriveSearchFind DealsSearches on
- Title
-
Then
PipedriveActionUpdate DealMapped in
- Deal ID
- Status: Lost
-
Then
PipedriveActionCreate NoteKeeps the reason on the deal for next time.Mapped in
- Content
- Deal ID
How a document becomes Lost depends on how your team uses statuses in QuoteCloud: test with one you mark lost yourself.
Ridgeway Dental decides to keep its in-house cleaner for now. Theo marks quote PF-3169 lost in QuoteCloud and adds why; the deal is lost in Pipedrive a minute later, with the reason in a note.
Result
The pipeline loses the deal the moment the quote does, so forecasts and win rates stay honest.
QuoteCloud's Zapier app: Essentials and up
The expired quote, and the call it left
Make-good clean, Level 1
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Before the hand-back | $1,684 | ||
Carpet hot-water extraction, 260 m²At $3.20 a m²
|
1 job | $832 | $832.00 |
Vinyl machine scrub & buff, 60 m²At $3.60 a m²
|
1 job | $216 | $216.00 |
Kitchen and washrooms detail cleanAppliances inside and out, tiles, fittings
|
1 job | $540 | $540.00 |
Internal glass & partitions, 40 m²At $2.40 a m²
|
1 job | $96 | $96.00 |
- Subtotal
- $1,684.00
- Tax (10%)
- $168.40
- Total
- $1,852.40
- Plus, monthly
- $0.00/mo
- Payment on signing (100%)
- $1,852.40
Activity
- Sent to Imran SalehMon 12 Oct, 11:00 am
- First viewed by ImranTue 13 Oct, 8:40 pm
- Expired, unsignedMon 19 Oct · the expiry date set on the quote
Zap
- Document Expired
- Find Deals
- Create Activity
Deal · ID 3315Larchmont Studio · End-of-lease cleanOrganization: Larchmont Studio
- Qualified
- Walkthrough
- Quote sent
- Negotiation
- Value
- $1,684.00
- Owner
- Theo Vance
- Person
- Imran Saleh
- Organization
- Larchmont Studio
Activity timeline
- Call Imran Saleh: PF-3172 expired unsignedActivity for Theo Vance, due Tue 20 OctMon 19 Oct · 12:01 am · Added by a Zap
- Stage changed to Quote sentBy Theo VanceMon 12 Oct · 11:02 am
- Deal createdBy Theo VanceThu 8 Oct · 2:00 pm
Illustration with sample data: a generic CRM record, not Pipedrive’s screen.
The deal record is our illustration of a generic CRM with sample data, not Pipedrive's screen.
And when a quote is lost
Ridgeway Dental's deal is marked lost the moment its quote is, with the reason on the deal's history in Theo's words.
In six months, whoever opens the deal sees why it was lost and when to try again.
The won side: won on signatureDeal · ID 3290Ridgeway Dental · Nightly office cleanOrganization: Ridgeway Dental
- Qualified
- Walkthrough
- Quote sent
- Negotiation
- Value
- $28,600.00
- Owner
- Theo Vance
- Person
- Hana Koval
- Status
- Lost Updated by a Zap
Activity timeline
- Note: why it was lostPF-3169: keeping their in-house cleaner for now. Check in before the new financial year.Fri 23 Oct · 3:15 pm · Added by a Zap
- Status changed to LostPF-3169 marked lost in QuoteCloudFri 23 Oct · 3:15 pm · Added by a Zap
- Deal createdBy Theo VanceTue 22 Sep · 9:30 am
Illustration with sample data: a generic CRM record, not Pipedrive’s screen.
Field map for both Zaps
| Pipedrive: Pipedrive field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Expired · Create Activity | |||||
| Activity Subject | QuoteCloud to Pipedrive | Recipient name and reference | Activity | Call Imran Saleh: PF-3172 expired unsigned |
|
| Activity Owner | QuoteCloud to Pipedrive | The deal's owner (from Find Deals) | Activity | Theo Vance |
|
| Deal ID | QuoteCloud to Pipedrive | ID (from Find Deals) | Activity | 3315 |
|
| Due date | QuoteCloud to Pipedrive | A date you set in the step | Activity | Tue 20 Oct 2026 |
|
| Lost · Update Deal, Create Note | |||||
| Status | QuoteCloud to Pipedrive | A fixed value | Deal field | Lost |
|
| Note content | QuoteCloud to Pipedrive | Fixed text and the reference | Note | PF-3169: keeping their in-house cleaner for now |
|
Both Zaps find the deal by its title. All values are sample data.
Variations on these Zaps
Tell the channel
Add Send Channel Message for Slack or Microsoft Teams when a big quote expires.
Only deals worth chasing
Extend the filter: continue only when the deal's value is over a figure you choose.
Before it expires, not after
QuoteCloud's Expiring Soon filter shows what's about to expire, so you can call before the date.
Build it in Make instead
Bring your own: take QuoteCloud's expiry and lost events through Make's built-in OAuth connection, then add the activity with Make's own Pipedrive modules.
Never lose track of a quote
Start a free 14-day trial of QuoteCloud and build the expired-quote Zap with a test deal.
Build the expired Zap in five steps
Set expiry dates on your quotes
Give each QuoteCloud quote an expiry date, and use the Pipedrive deal's title as its title.
Start with Document Expired
In Zapier, choose QuoteCloud's Document Expired trigger.
Find the deal and filter
Add Pipedrive's Find Deals, then a Filter by Zapier step that continues only for open deals.
Add the activity
Add Create Activity: a call owned by the deal's owner, on the deal, with the reference in the subject.
Test with a short expiry
Send a test quote to an @example.com address that expires the next day, check the activity, then turn the Zap on.
Questions about expired and lost quotes
Can an expired QuoteCloud quote create a Pipedrive activity?
Yes, with a Zap. QuoteCloud's Document Expired trigger fires when a quote passes its expiry date unsigned. Pipedrive's Find Deals finds the deal, and Create Activity adds a call or task owned by the deal's owner, on the deal, with the quote's reference in the subject.
Who gets the activity?
Whoever owns the deal. Find Deals returns the deal's owner, and Create Activity's Activity Owner field takes it, so the follow-up lands in their Pipedrive activities. You can also give every expired-quote activity to one person, such as a sales manager, by choosing them in the step.
What if the deal was already won another way?
The Zap stops. The Filter by Zapier step after Find Deals lets it continue only while the deal is still open, so no one gets a call for a deal that's already won or lost. The same filter can also skip deals below a value you choose.
Can a Zap remind the buyer before the quote expires?
Not these Zaps. They start once a quote has expired or been marked lost, and they write to Pipedrive, not to the buyer. QuoteCloud's Expiring Soon filter shows which quotes are about to expire, so your team can call before the date.
More on QuoteCloud and Pipedrive
Six use cases with the exact Zapier steps, then how to connect, test and what it costs.
- Create quotes from Pipedrive dealsA Zap drafts the quote from your template when a Pipedrive deal reaches a stage, with the deal's details in data items.
- See quote activity on the Pipedrive dealFirst views and signatures become notes on the Pipedrive deal, with a follow-up activity for the deal owner.
- Mark the Pipedrive deal won on signatureA Zap sets the Pipedrive deal's status to won the moment every signer has signed.
- File the signed PDF on the Pipedrive dealWhen every signer has signed, a Zap attaches the signed PDF to the Pipedrive deal in the same run.
- Keep Pipedrive persons and organizations matchedNew Pipedrive persons found or created in QuoteCloud, and new QuoteCloud contacts created in Pipedrive.
- Connect Pipedrive to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Pipedrive in Zapier, build the first Zap and test it.
- Pipedrive to QuoteCloud field mapEvery field the Pipedrive Zaps on this site pass, which way it travels and a sample value.
- Test and troubleshoot the Pipedrive ZapsTest with a sample deal, then fix the usual problems: no deal found, blank data items, expired PDF links.
- What QuoteCloud with Pipedrive can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Pipedrive connection costsEssentials and up for Zapier, plus a fee per document a Zap or the API creates.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and Pipedrive.
Every quiet quote gets a next step.
Start a free 14-day trial and turn expired quotes into Pipedrive activities.