Create a Zoho CRM deal from each quote request
A quote request opens a Deal carrying the service, timeline and stated budget, with the full brief kept as a Note.
New submission on your "Request a quote" form
Create a Deal in Zoho CRM with product, quantity and estimated value, plus a Note holding the full message
One-directional. A submission triggers the action — nothing is written back into your form.
A quote request carries more detail than a rep can hold in a Deal's structured fields. The service, the budget band and the timeline belong in the pipeline where they can be filtered; the paragraph explaining what the customer actually wants belongs somewhere it will not be overwritten by the next person who edits the record.
Agencies, trades and anyone who prices work per project run this flow. Splitting the request in two — Deal for the numbers, Note for the words — is what keeps both usable a month later.
Setting it up
- 1
Publish the quote request form in formformform, and use conditional logic so the budget question appears only after a service type is picked — asking it first loses people.
- 2
In Zapier, trigger on New Submission from this quote form and add a Zoho CRM Create/Update Deal action as the first step.
- 3
Compose the Deal Name from Company or Organization plus Service Type, so a rep reading the pipeline list knows what the deal is for without opening it.
- 4
Convert Estimated Budget into a numeric Amount with a Zapier lookup table, taking the bottom of each band — an honest floor is better than an optimistic guess in a forecast.
- 5
Turn Project Timeline into a Closing Date the same way, mapping each answer to a number of days from today via a Formatter date step.
- 6
Set Stage to your first pipeline stage as a fixed value, and leave Probability at whatever that stage defines rather than mapping anything from the form.
- 7
Add a second Zoho CRM action, Create Module Entry against Notes, with Project Description as the note content and the Deal id from step two as its parent record.
- 8
Submit a test request, open the Deal, and check the Note is attached to it rather than sitting unlinked before you turn the Zap on.
What maps where
Using the Quote Request Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Zoho CRM |
|---|---|
| Company or Organization | Deal Name, combined with the service, and Account Name where the account already exists |
| Service Type | The product or service field on the Deal, which is what makes the pipeline filterable by line of work |
| Estimated Budget | Deal Amount, converted from a band to a number by a Zapier lookup table |
| Project Timeline | Closing Date, mapped from each answer to a date in the same way |
| Project Description | A Note attached to the Deal, holding the request in the customer's own words |
| Email Address | Contact Email, used to find or create the Contact the Deal is linked to |
Variations worth knowing
Add a Zapier path per Service Type and send each to its own Zoho CRM pipeline with its own owner. Worth doing when a fit-out quote and a maintenance quote follow genuinely different stages; not worth doing when they only differ by price.
Create the Deal at a zero-probability stage called something like Quote Requested, and let a rep move it forward once they have priced the job. Your weighted forecast then reflects work you have actually quoted rather than every enquiry received.
If something isn't arriving
Estimated Budget is a band such as "5,000 to 10,000", and Zoho CRM's Amount field takes a plain number. Add a Zapier lookup table converting each band to a single figure, and give the "not sure" option a value of zero deliberately rather than by accident.
Notes need the parent record id and module, not a deal name. Reference the id returned by the Create/Update Deal step in the Note action, and set the parent module to Deals. A missing id produces an orphan note nobody ever finds.
Frequently asked questions
Can the form take a deposit at the same time?
Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.
Why put the description in a note instead of the deal description?
Description fields get edited. A rep adds a call summary, and the customer's original wording goes with it. A Note is timestamped, keeps its author, and sits in the record's timeline, so the first version of the request stays readable months later.
Will asking for a budget put people off?
Some will skip it, which is why the field should be optional and shown only after they have committed to a service type. A submission with a blank budget still creates a Deal; the Amount simply stays empty for the rep to fill in.
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Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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