Automate Your Quotes with Zapier: A Practical Guide

Your sales team probably spends hours each week copying data between tools, sending manual reminders, and updating spreadsheets. With Cotizera's Zapier integration, you can eliminate those repetitive tasks and spend that time closing deals instead.

This guide walks you through 5 practical workflows you can set up in minutes.

What you can automate with Cotizera + Zapier

Cotizera exposes triggers (events that kick off automations) and actions you can use as destinations in your Zaps:

This means you can automatically react when something happens in Cotizera, and also push data into Cotizera from other apps.

Workflow 1: Notify your team on Slack when a quote is created

Who it's for: Sales teams that need real-time visibility into quoting activity.

What it does: Every time a salesperson creates a quote, an automatic message is posted to a Slack channel with the summary.

How to set it up

1. Create a new Zap on Zapier.
2. Trigger: Cotizera → "New Quote Created".
3. Connect your account with the API key from Settings → Integrations → API Keys.
4. Action: Slack → "Send Channel Message".
5. Use dynamic fields to build the message:

📋 New quote: {{quote_number}}
👤 Client: {{client_name}}
💰 Total: ${{total}} {{currency}}
🧑‍💼 Created by: {{created_by}}

6. Pick your Slack channel, test, and turn it on.

Tip: Create a dedicated channel like #quotes to keep notifications organized without cluttering general channels.

Workflow 2: Log every quote to Google Sheets automatically

Who it's for: Sales managers who need reports without relying on manual exports.

What it does: Every new quote is added as a row in a Google Sheet, building an automatic quote tracker.

How to set it up

1. Create a new Zap with the trigger Cotizera → "New Quote Created".
2. Action: Google Sheets → "Create Spreadsheet Row".
3. Map your columns: Quote number, Client, Total, Currency, Date, Salesperson.
4. Test and turn it on.

Your spreadsheet becomes a real-time dashboard of all quoting activity.

Tip: Add a second action in the same Zap to also log accepted quotes to a separate tab using a status filter.

Workflow 3: Send a follow-up email when a quote goes unanswered for 3 days

Who it's for: Salespeople who lose deals by forgetting to follow up.

What it does: When a quote is sent to a client and 3 days pass without a status change, an automatic reminder email goes out.

How to set it up

1. Trigger: Cotizera → "Quote Status Changed" (filter by status sent).
2. Action 1: Delay by Zapier → wait 3 days.
3. Action 2: Gmail (or your email provider) → "Send Email".
4. Personalize the message with quote data:

Subject: {{client_name}}, your quote {{quote_number}} is still available
 
Hi {{client_name}},
 
A few days ago we sent you quote {{quote_number}} for ${{total}} {{currency}}.
Have any questions? We're happy to help.
 
Best,
{{created_by}}

Tip: Add a "Filter by Zapier" step before the email to check that the status is still sent — this prevents sending reminders for quotes that have already been accepted or rejected.

Workflow 4: Sync new clients to your CRM (HubSpot, Pipedrive, etc.)

Who it's for: Teams using an external CRM who want contacts synced without double data entry.

What it does: When a client is created in Cotizera, a contact is automatically created in your CRM with all the details.

How to set it up

1. Trigger: Cotizera → "New Client Created".
2. Action: HubSpot → "Create Contact" (or Pipedrive → "Create Person").
3. Map the fields: Name, Email, Phone, Company.
4. Test and turn it on.

Every Cotizera client automatically appears in your CRM, ready for sales follow-up.

Tip: Add a search step ("Find Contact") before the create action to avoid duplicates. If the contact already exists, update it instead of creating a new one.

Workflow 5: Auto-create a quote when someone submits a form

Who it's for: Businesses that receive quote requests through their website.

What it does: When a prospect fills out a Google Form or Typeform with product details, a quote is automatically created in Cotizera.

How to set it up

1. Trigger: Google Forms → "New Response" (or Typeform → "New Entry").
2. Action 1: Cotizera → "Find Client" (search by email). If not found, use "Create Client".
3. Action 2: Cotizera → "Create Quote" with the form data.

Your prospect receives a professional quote within minutes, with zero manual work.

Tip: Combine this with Workflow 1 (Slack notification) so your team knows instantly when a request comes in and a quote has been generated.

Getting started

1. Accept the Zapier invite: Connect Cotizera to Zapier
2. Generate your API key: Go to Settings → Integrations → API Keys in Cotizera
3. Create your first Zap: Follow any of the workflows in this guide

For detailed technical instructions, check out our Zapier integration guide.

What's next

Coming soon: sales pipeline events and actions to update existing quotes from Zapier.