I have a rather simple Zap API process that’s not yielding the expected result, even after a successful test. I want Zapier to trigger the creation of a new “Deal” in Hubspot whenever I send an estimate to a customer. My Zap setup looks pretty simple, but I’m now wondering its incomplete? Appreciate any help or feedback!
Please provide screenshots or a video of how your Zap steps are configured in order for us to evaluate and advise, thanks.
Thank you Troy! See screenshot. Forgive me if this seems woefully incomplete; this is all pretty new to me. )
Can you please provide screenshots of how each of those Zap steps are configured?
To followup, have you tested this zap live and it’s not creating deals? Or it’s creating them with incorrect data formatting/missing fields?
@AndrewJDavison_Luhhu. I performed a successful test, although honestly I’m not sure how Zapier fetched the data to test; it retrieved an old estimate from a client that had converted over a year ago, but I allowed it, chose the fields from QBO that I wanted to export into HubSpot, ran the test, and then saw the newly created deal in HubSpot. I then turned the Zap “on”, created a brand new dummy estimate from scratch in QBO, but *that* new estimate has yet to be exported as a Deal.
@Troy Tessalone - here are the configuration screenshots:
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@Troy Tessalone here’s the final configuration step:
FYI: QBO Triggers are NOT instant, so depending on your Zapier plan it can take up to 15 minutes for the Zap to trigger.
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Do you think this current Zap will update a record as well? For example, if I make a change to the QBO estimate, like to the shipping address or zip code, will that flow to the linked Hubspot deal?
Also, further to that; I have another zap that completes this process; when the estimate in QBO is converted to an Invoice, I want to trigger a “stage update” in the corresponding HubSpot Deal (which had been created in the first Zap explained above). Any tips on how to properly configure this Zap?
The Zap will only trigger for New Estimates in QBO.
The Zap is configured with an action to Create Deal in HubSpot.
FYI: QBO via Zapier does NOT offer a trigger for Updated Estimate.
Might make sense to add a Custom Property to HS Deals where you can store the QBO Estimate ID to be used to search for the HS Deal to update.
You’d have to first Find the Deal in HS.
Then you’d have to Update the Deal in HS.
@Troy Tessalone. I’ve created the custom Deal field “QBO Estimate ID” and have updated the Zap to include this field in the creation of new deals triggered by QBO estimates.
The “updates” you’ve mentioned in your previous message; those are “manual” updates, correct?
Not sure if this clarifies the “updates”...
QBO does not have a Zap trigger for an updated estimate.
HS has a Zap action for updating Deals.
No, if you are trying to trigger for a QBO updated invoice because there is no trigger for that event.
Below shows the available QBO triggers via Zapier.
Yes, there is a HS Update Deal action available.
BUT, w/o a QBO trigger to know about an updated estimate, you wouldn’t be able to update the HS Deal.
There may be a more technical way to get the desired QBO trigger for updated estimate event using QBO webhooks: https://developer.intuit.com/app/developer/qbo/docs/develop/webhooks