Multi-Step Zaps with Cotizera

What are Multi-Step Zaps?

A basic Zap has one trigger and one action. A multi-step Zap chains multiple actions, searches, filters, and conditions into a single workflow. This lets you create complex automations like:

• Find a client → create a quote → notify the team
• Detect accepted quote → create invoice in QuickBooks → log in Sheets → notify on Slack

Example 1: Quote Created → Find Client → Update CRM → Notify Slack

This 4-step workflow automatically syncs new quotes with your CRM and notifies the sales team.

Step 1: Trigger — New Quote

1. Select Cotizera → New Quote as the trigger
2. Connect your account with your API key
3. Test the trigger to get sample data

Step 2: Search — Find Client in CRM

1. Add a step: HubSpot → Find Contact
2. Search by email using {{clientEmail}} from step 1
3. This retrieves the contact ID in HubSpot

Step 3: Action — Update CRM Contact

1. Add a step: HubSpot → Update Contact
2. Use the contact ID from step 2
3. Update "Last Quote" field with {{quoteNumber}}
4. Update "Pipeline Value" with {{total}}

Step 4: Action — Notify on Slack

1. Add a step: Slack → Send Channel Message
2. Channel: #sales
3. Message: New quote {{quoteNumber}} for {{clientName}} (${{total}}) — contact updated in HubSpot

Example 2: New Client → Create Welcome Quote → Send via Email

This workflow uses Cotizera as both trigger AND action, automatically creating an introductory quote for every new client.

Step 1: Trigger — New Client

1. Select Cotizera → New Client as the trigger
2. Test to get client data

Step 2: Search — Find Welcome Product

1. Add a step: Cotizera → Find Product
2. Search by name: "Welcome Package" (or your introductory product name)
3. This retrieves the productId needed to create the quote

Step 3: Action — Create Quote

1. Add a step: Cotizera → Create Quote
2. clientId: use {{id}} from step 1 (the new client's ID)
3. items: add the product from step 2 with quantity 1
4. notes: "Welcome quote generated automatically"

Step 4: Action — Send Email

1. Add a step: Gmail → Send Email
2. To: {{email}} from step 1
3. Subject: Welcome to [Your Company] — Your first quote
4. Body: include the quote number from step 3

Example 3: Quote Accepted → Invoice in QuickBooks → Log in Sheets → Notify

A complete post-sale workflow that automates invoicing and tracking.

Step 1: Trigger — Status Changed

1. Select Cotizera → Quote Status Changed as the trigger
2. Test the trigger

Step 2: Filter — Accepted Quotes Only

1. Add a step: Filter by Zapier
2. Condition: newStatus equals ACCEPTED
3. If not met, the Zap stops here

Step 3: Action — Create Invoice in QuickBooks

1. Add a step: QuickBooks Online → Create Invoice
2. Map:
   • Customer: {{clientName}}
   • Amount: {{total}}
   • Reference: {{quoteNumber}}

Step 4: Action — Log in Google Sheets

1. Add a step: Google Sheets → Create Spreadsheet Row
2. Map:
   • Quote: {{quoteNumber}}
   • Client: {{clientName}}
   • Total: {{total}}
   • Acceptance date: use Formatter to format {{createdAt}}
   • QuickBooks Invoice: {{invoiceId}} from step 3

Step 5: Action — Notify the Team

1. Add a step: Slack → Send Channel Message
2. Message: Quote {{quoteNumber}} accepted by {{clientName}} (${{total}}). Invoice created in QuickBooks.

Using Filters and Paths

Filters

Filters stop the Zap if a condition isn't met. Useful examples with Cotizera:

Filter	Condition
Large quotes only	total greater than 10000
Accepted quotes only	newStatus equals ACCEPTED
Clients with company only	company exists
Exclude test quotes	quoteNumber does not contain TEST

Paths (Conditional Branching)

Paths let you create branches — different actions based on conditions. For example:

Trigger: Cotizera → Quote Status Changed

• Path A: If newStatus is ACCEPTED → Create invoice + notify team
• Path B: If newStatus is REJECTED → Send follow-up email to salesperson
• Path C: If newStatus is SENT → Schedule reminder in 3 days

Using Formatter Steps

Formatter by Zapier lets you transform data between steps:

Format Currency

1. Add Formatter → Numbers → Format Number
2. Input: {{total}}
3. Format: $#,##0.00
4. Result: $15,000.00 instead of 15000

Format Dates

1. Add Formatter → Date/Time → Format
2. Input: {{createdAt}}
3. From format: YYYY-MM-DDTHH:mm:ss.sssZ
4. To format: MM/DD/YYYY
5. Result: 03/31/2026 instead of 2026-03-31T14:30:00.000Z

Combine Text

1. Add Formatter → Text → Concatenate
2. Values: Quote , {{quoteNumber}}, —, {{clientName}}
3. Result: Quote COT-0042 — María López

Best Practices

1. Name your Zaps descriptively — "Quote accepted → QB Invoice + Slack" is better than "My Zap 1"
2. Test each step individually — Use the "Test" button on each step before turning on the full Zap
3. Use task history — In Zapier, go to Task History to see past runs and diagnose errors
4. Start simple, then expand — Create a 2-step Zap first, verify it works, then add more steps
5. Use searches before actions — Always search for an existing record before creating one to avoid duplicates
6. Set up error notifications — In the Zap settings, enable email notifications when a step fails

Related Resources

• Zapier Integration — Basic connection and triggers guide
• Zapier Troubleshooting — Debugging and common errors
• Webhooks — For integrations that need more control