How to Connect Cotizera with Airtable for an Automated Sales CRM
The quote data you need lives in too many places
Your quoting tool has the proposals. Your spreadsheet has the contacts. Your email has the context. And your head has the follow-up schedule. Every time you create a quote, you spend 15 to 30 minutes copying information between tools. Worse, at least one of those sources is always out of date.
Airtable gives you a flexible database that works like a spreadsheet but supports relations, views, and automations. By connecting it to Cotizera through Zapier, you get a sales CRM that updates itself every time a quote is created or its status changes.
What you need
Three active accounts:
- Cotizera with an API key from Settings → API Keys
- Airtable with a base ready (the free plan works)
- Zapier with access to the Cotizera trigger (free plan supports 5 Zaps)
Tip: Create your Airtable base and table before setting up the Zap. Zapier will auto-detect the columns when you connect the action step.
Step 1: Set up your Airtable base
Create a base called "Sales Pipeline" with a table named "Quotes" containing these columns:
| Column | Airtable Field Type | Cotizera Data |
|---|---|---|
| Quote Number | Single line text | quote.number |
| Client | Single line text | quote.clientName |
| Client Email | quote.clientEmail |
|
| Total | Currency | quote.total |
| Status | Single select | quote.status |
| Created | Date | quote.createdAt |
| Sales Rep | Single line text | quote.createdBy |
Set the Status field options to: Draft, Sent, Accepted, Rejected. These match the Pipeline stages in Cotizera.
Step 2: Create the Zap
- In Zapier, create a new Zap
- Trigger: Select Cotizera and choose the New Quote event
- Authenticate with your Cotizera API key
- Action: Select Airtable and choose Create Record
- Connect your Airtable account and select your base and table
- Map each Cotizera field to the corresponding Airtable column
Zapier shows all available fields from both apps. The mapping is straightforward — drag each Cotizera value into the matching column.
Tip: Turn on the Zap and create a test quote in Cotizera. Verify the record appears correctly in Airtable before relying on it for production data.
Step 3: Add a status update Zap
The first Zap handles new quotes. You also want status changes to sync automatically. Create a second Zap:
- Trigger: Quote Status Changed in Cotizera
- Action: Update Record in Airtable
- Use the quote number as a lookup field to find the existing record
- Update only the Status field
With both Zaps active, your Airtable base always reflects the current state of every quote.
Real-world example: a 3-person sales team
A digital marketing agency uses this integration to manage their proposal pipeline. Before, each rep kept quotes in a Google Drive folder and reported progress over a Friday WhatsApp message.
Now the Airtable base updates automatically. The sales director opens a Kanban view grouped by status and filtered by rep. In 10 seconds she sees the full picture: how many proposals are open, total pipeline value, and who needs to follow up.
Weekly reporting time dropped from 45 minutes to zero. The data was already there.
Useful Airtable views
Once data flows automatically, build views to get more out of it:
- Kanban view grouped by Status: mirrors your Cotizera Pipeline with custom fields added
- Calendar view by creation date: see quote volume by week
- Gallery view filtered by rep: each person sees only their proposals
- Forms: add fields that don't exist in Cotizera (follow-up notes, close probability, lead source)
Warning: The Airtable free plan caps at 1,200 records. If you generate more than 100 quotes per month, consider upgrading to the Team plan.
What to do next
This integration is a starting point. Once your quotes live in Airtable, you can:
- Build Airtable automations (send a follow-up email after 3 days with no response)
- Chain Airtable to other tools via Zapier (Slack alerts, Google Calendar events, Trello cards)
- Pull data through the Airtable API or export to Google Sheets for deeper analysis
Set up your API key in Settings → API Keys and create your first Zap. In 15 minutes you'll have a self-maintaining CRM.