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Payments: questions and answers
How clients pay a deposit or the full amount straight from a QuoteCloud quote, and how to set it up with Stripe or PayPal.
23 questions
The short answer
On Essentials, Business and Enterprise, clients can pay straight from a QuoteCloud quote or proposal through Stripe or PayPal, right after they sign. You set a deposit as a percentage or fixed amount, or ask for the full total, which fills in from the price table. Stripe is connected per team, the document is marked Paid when payment arrives, and QuoteCloud does not store card details.
Taking payments
Can clients pay directly from a QuoteCloud quote?
Yes. On Essentials and above, clients pay by Stripe or PayPal from the quote or proposal right after they sign it.
Plan: Essentials and above Most asked
Full answer
Yes. Once you connect a payment gateway, clients can pay straight from the quote or proposal, on the same page, right after they accept and eSign it. When a client signs, they receive the payment request in the document and pay by card through Stripe or with PayPal. The document is then marked Paid on your dashboard, so the quote, the signature and the payment stay together and you can see who has paid without chasing.
Which payment gateways does QuoteCloud support?
Stripe and PayPal. You connect your own account with the gateway to accept payments.
Most asked
Full answer
QuoteCloud supports Stripe and PayPal for online payments from quotes and proposals. Accepting payments requires your own account with a third-party payment gateway, and gateway availability and transaction fees vary by region and provider, so check your provider's pricing for your country. Card payments run through Stripe, and PayPal payments through PayPal's own checkout.
Which QuoteCloud plans include online payments?
Essentials (US$39), Business (US$59) and Enterprise. Payments are not included on Free or Starter.
Plan: Essentials and above Most asked
Full answer
Accepting payments is included on Essentials at US$39 per user per month (AU$64.95 in Australia), Business at US$59 (AU$94.95) and Enterprise. It is not part of the Free or Starter plans. Essentials and Business start with a free 14-day trial with no credit card required, so you can connect your own gateway and test payments before you buy. Price tables, which feed the payment amount, are also included from Essentials.
When is the client asked to pay?
Right after they sign. The payment request appears in the same document, so they can pay in the same visit.
Full answer
Right after they accept and sign. The client reviews the quote, chooses any optional items, signs, and then gets the payment request on the same page, so the deal can be agreed and paid in one visit. The journey on your dashboard runs from Sent to Viewed, Signed and Paid. Put the payment description and instructions in the document so the client knows what the payment covers and when any balance is due.
How do clients pay with PayPal?
After signing, they select the PayPal option in the document and complete PayPal's checkout.
Full answer
Once the document is signed, the client selects the PayPal option in the document and follows PayPal's payment steps, checking out from their PayPal account. With PayPal, clients can choose between paying the deposit and paying in full. You need a PayPal account connected to QuoteCloud to accept payments; what that account needs depends on PayPal's own policies and the payment methods you want to offer.
How do clients pay through Stripe?
They pay online by card from the document, through Stripe, after they sign.
Full answer
When the client signs, the Stripe payment request appears in the document and they pay online by debit or credit card through Stripe. The amount is calculated from your price table, including any optional items or quantities they chose. Which further payment methods are available depends on your own Stripe account and region, so check your Stripe settings. When the payment is received, the document's status changes to Paid automatically.
Can one document hold the quote, the contract and the payment?
Yes. One QuoteCloud document can hold the price table, terms, signature block and payment step.
Full answer
Yes. A single QuoteCloud document can hold your price table with optional items, your terms, an E-Signature block and the payment step. The client reviews it in the browser, chooses options, signs and pays a deposit or the full amount in one visit, and the status updates on your dashboard. That avoids a separate invoice or payment link for the first payment, and keeps the whole agreement in one place.
Setting up
How do I connect Stripe to QuoteCloud?
Go to Settings, Users & Roles, Teams, Edit your team, open Payment Settings and click Continue Onboarding.
Most asked
Full answer
Click your profile icon and select Settings. Under Users & Roles, click Teams, then click Edit for the team you want to set up and open the Payment Settings tab. Click Continue Onboarding and complete Stripe's setup steps to connect your Stripe account. Once it is connected, the same tab lets you open your Stripe Dashboard or disconnect the account. Then set the payment details on each document.
How do I add a PayPal payment button to a quote?
Connect your PayPal account to QuoteCloud, then add the PayPal payment option to the quote or proposal in the editor.
Full answer
Connect your PayPal account to QuoteCloud, then add a PayPal payment button to a quote or proposal in the editor and set the pricing details and amount to collect. Your client reads the document, signs it and pays from the same page through PayPal's checkout. If you are unsure what your PayPal account needs, check PayPal's documentation or ask QuoteCloud in a demo.
How do I set the payment details on a quote?
While editing the document, click the $ (Payments) icon to set the description, instructions, amount and discounts.
Full answer
While editing a quote or proposal, click the $ (Payments) icon. There you set the payment description, the payment instructions, the amount or deposit to collect, any discount and other payment options for that document. Settings are per document, so one quote can ask for a deposit and another for the full amount. You can also build payment into a template so new documents start with it.
Can different teams or brands use different Stripe accounts?
Yes. Payment settings are configured per team, so each team can connect its own Stripe account.
Plan: Essentials and above
Full answer
Yes. Payment settings are configured at the team level in QuoteCloud, so you can edit each team and connect the Stripe account that belongs to it. That suits businesses running several brands, regions or business units that need payments to land in separate accounts. QuoteCloud plans from Essentials include unlimited sales teams, and each team's Payment Settings tab shows its own Stripe connection.
Can I change or disconnect the Stripe account later?
Yes. Open the team's Payment Settings tab to go to your Stripe Dashboard or disconnect the account.
Full answer
Yes. Go to Settings, Users & Roles, Teams, click Edit on the team and open the Payment Settings tab. Once Stripe is connected, that tab gives you the option to open your Stripe Dashboard for transaction details or to disconnect the Stripe account. To switch to a different account, disconnect the current one and complete the Continue Onboarding steps with the new account.
Deposits and amounts
Can I take a deposit instead of the full amount?
Yes. Set the amount as a percentage of the quote total or as a fixed amount, or ask for the full total.
Full answer
Yes. Set the amount to collect as a percentage of the quote total, such as 25% or 50%, or as a fixed amount, or ask for payment in full. The figure fills in from the quote's price table, and the client pays it when they sign. With PayPal, clients can choose between paying the deposit and paying in full. Use the payment description to explain what the deposit covers and when the balance is due.
Does the payment amount update when clients choose options or change quantities?
Yes. The amount comes from the price table total, so it reflects the optional items and quantities the client chose.
Plan: Essentials and above
Full answer
Yes. The payment amount is filled in from the total of the price table in your QuoteCloud document. If your client can tick optional items or change quantities, totals recalculate as they choose and the payment amount is calculated for what they selected, whether you ask for a percentage deposit or the full amount. Price tables support one-off and repeating costs, tax, fees, optional items and discounts, from the Essentials plan.
Can I offer a discount on the payment?
Yes. The document's Payments settings include discounts, and price tables also support discounts on line items.
Full answer
Yes. The $ (Payments) settings on each document include discounts alongside the payment description, instructions and amount. You can also apply discounts in the price table itself, on line items or across the quote, so the total the client sees, and the deposit calculated from it, already reflect the deal. If a discount goes over a limit you set, an approval workflow on the Business plan can route the quote for sign-off before it is sent.
After payment
How do I know when a quote has been paid?
The document's status changes to Paid automatically, and the Paid status filter on your dashboard lists every paid document.
Full answer
When the payment is received, the document's status changes to Paid automatically on your QuoteCloud dashboard. To see every paid document, open the Statuses section in the dashboard sidebar, click Show more and select Paid. The payment is also recorded in the document's history, so sales and accounts can see what was paid without asking. Statuses can be updated by hand too, for example if a client pays another way.
When does the money reach my account?
Payments go through your own Stripe or PayPal account, and payouts follow that gateway's schedule.
Full answer
The client pays through your connected Stripe or PayPal account, so the funds are settled by the gateway on its own timing, which can vary by country, currency and bank. Check payout schedules in your Stripe Dashboard or PayPal account rather than in QuoteCloud. In QuoteCloud you see the document marked Paid as soon as the payment is received, which tells your team the deal is done.
Can payments flow into Xero or QuickBooks Online?
Yes, through Zapier. A signed quote can create an invoice, and a payment can update the document's status.
Plan: Essentials and above
Full answer
Yes, through Zapier, which is included from Essentials. QuoteCloud can tell Zapier when a document is signed, part paid or paid, so a signed quote can create an invoice in Xero or QuickBooks Online and a payment received can update the document's status, without retyping numbers. Native CRM and accounting integrations are included on Business. If your workflow depends on a particular payment setup in your accounting software, confirm it in a demo first.
Does QuoteCloud support QuickBooks Payments?
QuoteCloud's online payment options are Stripe and PayPal; QuickBooks Payments is handled in QuickBooks Online itself.
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 QuickBooks Payments are handled in QuickBooks Online itself, for example on an invoice created there from a signed quote. If your workflow depends on QuickBooks Payments, book a demo or contact QuoteCloud support to confirm what is possible before you rely on it.
Security and fees
Does QuoteCloud store my clients' card details?
No. Card payments are processed by the gateway, such as Stripe or PayPal; QuoteCloud does not store card details.
Full answer
No. Card payments are processed by the third-party payment gateway, Stripe or PayPal. QuoteCloud does not store credit card details, and they cannot be accessed by QuoteCloud staff. The documents themselves are protected with 256-bit encryption and hosted on Amazon Web Services, and every signed document carries a certificate of authenticity and an audit trail.
Is paying through a QuoteCloud quote secure?
Yes. Payments run through Stripe or PayPal's own processing, and QuoteCloud never stores card details.
Full answer
Yes. Payments are handled by the gateway rather than by QuoteCloud. Stripe holds PCI Level 1 certification, and QuoteCloud, as a Stripe Verified Partner, follows the standards in Stripe's Integration Security Guide. PayPal payments go through PayPal's own checkout, so clients don't share financial details with QuoteCloud. Documents are protected with 256-bit encryption on Amazon Web Services hosting.
What does it cost to take payments in QuoteCloud?
Payments are included in Essentials and above; the gateway charges its own transaction fees, which vary by region and provider.
Plan: Essentials and above
Full answer
Accepting payments is included in the Essentials, Business and Enterprise plans. Transaction fees are charged by the payment gateway, Stripe or PayPal, under your own agreement with them, and gateway availability and fees vary by region and provider. Check Stripe's or PayPal's pricing for your country before you choose which to offer.
Can I try payments before I buy QuoteCloud?
Yes. Start a free 14-day Essentials or Business trial, with no credit card, and connect your own gateway.
Full answer
Yes. Essentials and Business start with a free 14-day trial with no credit card required and no lock-in contract. Connect your own Stripe or PayPal account during the trial, send a quote to yourself, sign it and see the payment request and the Paid status for yourself. You can also book a demo for a guided walkthrough of the Stripe setup.
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