Automating HubSpot quote ID generation with Zapier

Hello ​@Shiva ,

Yes, it should be possible to achieve this automation using Zapier, though with some caveats due to HubSpot's API limitations around quotes. Here’s a clear breakdown of how you can make this work:
 

Trigger:

• Choose your HubSpot trigger (or develop your own custom trigger)

Actions:

1. Formatter by Zapier (Number or Text)

   • Use this to format the Record ID (e.g., Q-{Record ID}, QUOTE-{YYYY}-{ID}, etc.)

2. Update Quote in HubSpot

   • Use "Update Quote" action to update the quote with the newly formatted ID

   • In this step, map the formatted ID to your custom property Q-Record ID

Hi Community,

I’d like to explain my use case more clearly. I’m working with a custom object called "Quote" in HubSpot, which includes a property named Quote ID. I want this property to be auto-generated in a specific format (e.g., Q-123456) only when a checkbox field called "Record Ready" is checked.

Additionally, when a Deal is created and associated with that Quote, I want to automatically populate a different property on the Deal called "Sequence Number" — but this should follow a separate custom format (not the same as Quote ID). For example, SEQ-987654.

Here’s what I’ve tried so far using Zapier:

• Formatter by Zapier: I tried using this to format the Quote ID, but it doesn’t allow updating custom object records.

• Storage by Zapier: I attempted to temporarily store the formatted value, but this doesn’t help with updating HubSpot records or syncing it to associated objects.

• Update Record in Custom Object: This Zapier action is not available — even with a premium plan.

So far, I haven't been able to accomplish this automation using native Zapier features.

I’m looking for clarification on the following:

1. Is this possible in Zapier (with a paid plan) using Webhooks or any other workaround to update custom object records and sync values to associated Deals?

2. Would this be better handled using HubSpot workflows with custom code, given the need to:

   • Auto-generate unique values in two different formats.

   • Sync those values between custom objects and associated Deals automatically?

Any advice or suggestions would be greatly appreciated!

Hi ​@Shiva,

Welcome to the Community.

For workflows involving custom objects and specific formatting in HubSpot, you can achieve automation using Zapier or HubSpot's native tools, depending on your technical comfort and desired control. With Zapier, using Webhooks or the "Code by Zapier" action allows you to interact with HubSpot's API to update custom properties like Quote ID or Sequence Number when certain conditions are met (for example, a "Record Ready" checkbox is checked). While powerful, this requires coding knowledge and familiarity with HubSpot's API. Alternatively, HubSpot's native workflows with custom code actions may provide a more seamless and maintainable solution, especially for teams already embedded in the HubSpot ecosystem. These workflows can handle conditional logic and directly update records without relying on external platforms. It's recommended that both approaches be tested and considered for long-term complexity, leaning toward HubSpot's native tools when possible and consulting HubSpot Support or a partner for advanced implementations.

I hope this helps you find the best solution for your automation needs. Feel free to reach out if you have further questions or need additional assistance.