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Accounting and payment integrations: questions and answers
How a signed QuoteCloud quote becomes an invoice in Xero, QuickBooks Online or FreshBooks, and how clients pay by Stripe or PayPal.
19 questions
The short answer
QuoteCloud connects to Xero, QuickBooks Online and FreshBooks through Zapier, so a signed quote can create the invoice in your accounting software with the same line items, quantities and tax, under the matching customer. Clients pay from the document through Stripe or PayPal. CRM and accounting integrations are listed from the Business plan; Zapier is included from Essentials.
Which tools and plans
Which accounting software does QuoteCloud integrate with?
Xero, QuickBooks Online and FreshBooks, each connected through Zapier.
Plan: Business and above Most asked
Full answer
QuoteCloud lists integrations with Xero, QuickBooks Online and FreshBooks. Each one connects through Zapier, with no code: a QuoteCloud event, such as a recipient signing a quote, runs an action in the accounting app, such as creating an invoice or a customer. Other accounting or finance tools supported by Zapier or Make.com can be connected the same way, or through the QuoteCloud API.
Which QuoteCloud plan includes accounting integrations?
CRM and accounting integrations are listed from Business (US$59 per user per month); Zapier is included from Essentials (US$39).
Plan: Business and above
Full answer
The QuoteCloud pricing page lists CRM and accounting integrations, naming Xero and QuickBooks, from the Business plan at US$59 per user per month, and on Enterprise. Zapier, Make.com and the QuoteCloud APIs are included from Essentials at US$39 per user per month, and documents created through the API or Zapier carry a per-document fee from US$2.00. Integrations are not included on Free or Starter. Essentials and Business both have a free 14-day trial with no credit card.
Can QuoteCloud create invoices in Xero, QuickBooks Online or FreshBooks?
Yes. When a client signs, a Zapier automation can create the invoice in your accounting software with the same lines and tax.
Most asked
Full answer
Yes, the invoice is created in your accounting software. You build, send and get the quote or proposal signed in QuoteCloud. When the recipient signs, a Zapier automation can create the invoice in Xero, QuickBooks Online or FreshBooks with the same line items, quantities and tax, filed under the matching customer. Nothing is typed twice, and you can invoice as soon as the client signs instead of waiting for someone to copy the details across.
Is QuoteCloud an invoicing or accounting system?
No. QuoteCloud is quoting, proposal and CPQ software; your accounting software keeps the invoices and the books.
Full answer
No. QuoteCloud is quoting, proposal and CPQ software, with a product catalogue, interactive price tables, legally binding eSignatures and online payments in the document. Xero, QuickBooks Online or FreshBooks stays your accounting system, and the integration carries the accepted document across to it as an invoice and customer record. That way sales works in QuoteCloud and accounts works in its own software, from the same numbers.
Which businesses benefit from connecting quotes to accounting?
Any business that sends a quote or proposal before it sends an invoice.
Full answer
Any business that sends a quote or proposal before it sends an invoice. QuoteCloud names professional services, legal firms, architects and engineers, travel agencies, telecoms and hosting providers, importers and exporters, and event planners, along with freelancers and small service businesses that keep their books in FreshBooks, Xero or QuickBooks Online. The gain is fewer retyping errors and invoices raised the moment the client signs.
Xero
How do I connect QuoteCloud to Xero?
Through Zapier in three steps: choose a QuoteCloud trigger, connect your QuoteCloud account, then choose a Xero action and map the fields.
Plan: Business and above Most asked
Full answer
QuoteCloud connects to Xero through Zapier, in three steps and with no code. First, choose QuoteCloud as the trigger app and pick a trigger, such as a recipient signing a document. Second, connect your QuoteCloud account. Third, choose Xero as the action app, pick an action such as creating an invoice, map the fields, test it and turn it on. If you need help, book a demo or contact QuoteCloud support.
What data moves between QuoteCloud and Xero?
Signed quotes can become Xero invoices with the same lines and tax, and contacts can be created in both apps.
Full answer
Each connection is a rule: when something happens in QuoteCloud, an action runs in Xero. When a recipient signs a quote, an invoice can be created in Xero with the same line items and tax, and when a contact is created in QuoteCloud, it can be created in Xero too. QuoteCloud also has actions other apps can trigger, such as creating or updating a contact or updating a document's status, so information can flow back from Xero as well.
Will QuoteCloud keep my customer records consistent with Xero?
Yes. Contact details can pass between QuoteCloud and Xero, so the customer on the quote is the customer on the invoice.
Full answer
Yes. Contact details can be passed between QuoteCloud and Xero, so the customer on the quote is the customer on the invoice. That helps avoid duplicate records and makes sure documents go to the right contact. You decide which fields are mapped when you build the Zap, and you can test it before turning it on.
QuickBooks Online
How do I set up QuoteCloud with QuickBooks Online?
Through Zapier: pick a QuoteCloud trigger, connect your QuoteCloud account, choose a QuickBooks Online action and map the fields.
Plan: Business and above
Full answer
QuoteCloud connects to QuickBooks Online through Zapier, in three steps and with no code. First, choose QuoteCloud as the trigger app and pick a trigger, such as a recipient signing a document. Second, connect your QuoteCloud account. Third, choose QuickBooks Online as the action app, pick an action such as creating an invoice, map the fields, test it and turn it on. You can try it on a free 14-day trial with no credit card.
Which data syncs between QuoteCloud and QuickBooks Online?
It depends on the automations you switch on; common ones create invoices from signed quotes and customers from new contacts.
Full answer
It depends on the automations you switch on. Common ones are a signed quote creating an invoice in QuickBooks Online with its line items, quantities and tax, and a contact created in QuoteCloud creating a customer in QuickBooks Online. QuoteCloud also has actions that other apps can trigger, such as creating or updating a contact or updating a document's status, so information such as payment status can flow back to the quote.
What are the benefits of using QuoteCloud with QuickBooks Online?
Less retyping, fewer mistakes and faster invoicing, because the invoice can be created the moment the client signs.
Full answer
Less retyping and fewer mistakes. Line items, quantities, tax and customer details come from the signed quote instead of being copied by hand, so the customer on the quote is the customer on the invoice. Sales and accounts can see the same status, and you can invoice sooner because the invoice can be created the moment your client signs.
FreshBooks
What does the QuoteCloud FreshBooks integration do?
When a client signs or accepts a document in QuoteCloud, a Zap can create the invoice in FreshBooks.
Plan: Business and above
Full answer
It joins the document your client says yes to with the invoice you send afterwards. QuoteCloud connects to FreshBooks through Zapier: you build a Zap with a QuoteCloud trigger, such as a recipient signing or a document changing status, and a FreshBooks action, such as creating an invoice. Once it is on, each signed contract, approved quote or accepted proposal can start a new FreshBooks invoice without anyone retyping the details.
Which QuoteCloud events can start an action in FreshBooks?
Document created, first viewed, signed, part paid and paid; you choose which ones start a FreshBooks action.
Full answer
QuoteCloud can tell Zapier when a document is created, first viewed, signed, part paid or paid. You decide which of those events start an action in FreshBooks, such as creating an invoice or recording a payment. Anything you do not map stays in QuoteCloud, so you can start with one automation, such as signature to invoice, and add more later.
Can I control what data goes onto the FreshBooks invoice?
Yes. You choose which QuoteCloud fields map to which FreshBooks invoice fields, and test the Zap first.
Full answer
Yes. When you build the Zap, you choose which QuoteCloud fields are sent to which FreshBooks invoice fields, and you can test it before you turn it on. Your quotes and proposals are designed in QuoteCloud, while the invoice keeps the look you have set up in your FreshBooks account.
Stripe, PayPal and payment status
How do I take Stripe payments on a QuoteCloud quote?
Connect your Stripe account in QuoteCloud, then add the Stripe payment block to a template or document.
Plan: Essentials and above
Full answer
Connect your own Stripe account from the integrations or payments settings in QuoteCloud, then add the Stripe payment block to a template or an individual document. The amount fills in automatically from the pricing table total, and you can ask for a percentage of it, such as a deposit, or a fixed fee. If the client chooses optional items or changes quantities, the amount is calculated for what they chose. Clients pay by debit or credit card and other methods Stripe supports.
How does the PayPal integration work?
Connect PayPal, add a PayPal button to the quote, and the client pays after signing: in full, in part or by instalments.
Plan: Essentials and above
Full answer
Connect your PayPal account to QuoteCloud, then add a PayPal payment button to a quote or proposal in the editor, set the pricing details and choose a one-time payment or an instalment plan. You can request the full amount or a part payment. Once the document is signed, the client pays with their PayPal account, a debit or credit card, or PayPal Credit where available, in US dollars or Australian dollars.
Do QuoteCloud payments show up in Xero or QuickBooks Online?
They can, through Zapier: paid and part-paid events can update your accounting software, and payment status can flow back to the quote.
Full answer
They can, through Zapier. QuoteCloud can tell Zapier when a document is part paid or paid, so a payment can start an action in your accounting software, such as recording a payment in FreshBooks. In the other direction, QuoteCloud actions such as updating a document's status let information such as payment status flow back to the quote. You choose which events and fields are mapped when you build each Zap.
Can clients pay through Xero Payments or QuickBooks Payments?
QuoteCloud's online payment options are Stripe and PayPal; payments taken through Xero or QuickBooks Payments are handled in those apps.
Full answer
QuoteCloud's online payment options are Stripe and PayPal, and your clients can pay straight from the document with either. Payments you take through Xero or QuickBooks Payments are handled in your accounting software itself, for example on the invoice the integration creates. If your workflow depends on QuickBooks Payments or Xero Payments, book a demo or contact QuoteCloud support to confirm what is possible before you rely on it.
Is it secure to take payments in QuoteCloud documents?
Payments are processed by Stripe or PayPal; Stripe holds PCI Level 1 certification and QuoteCloud is a Stripe Verified Partner.
Full answer
Payments are processed by Stripe or PayPal. Stripe holds PCI Level 1 certification, the highest level for payment processors, and as a Stripe Verified Partner QuoteCloud follows the standards in the Stripe Integration Security Guide. PayPal payments are handled in PayPal's own checkout, so clients do not need to share personal or financial details with third-party tools. QuoteCloud documents are protected with 256-bit encryption.
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