Connect FreshBooks to QuoteCloud, proposal to project
Win the work with a QuoteCloud proposal or statement of work. When it's signed and the deposit is paid, Zaps set up the client, the invoice, the project and the retainer in FreshBooks, so you bill your time without retyping the scope.
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- Building QuoteCloud since 2013
QuoteCloud connects to FreshBooks through QuoteCloud's Zapier app, on the Essentials plan and up. When a proposal is signed, a Zap finds or creates the FreshBooks client and creates the invoice, project or recurring invoice; when the client pays a deposit on the proposal, another adds the payment. Make works too, as a bring-your-own setup.
Last reviewed by the QuoteCloud team
Illustration with sample data: on the left a generic FreshBooks client record for Sparrow & Pine Florist; on the right Glasswing Studio's website build proposal GS-2611 for $21,098.00; a thread joins them (Zapier). Six jobs play in turn, the data riding the thread: 1, Client: Ella and Luca sign; a Zap finds or creates the client in FreshBooks (Document Signing Complete then Find or Create Client). 2, Invoice: the same Zap creates the invoice from the proposal's lines (Document Signing Complete then Create Invoice). 3, Project: the accepted scope opens a fixed-price project (Document Signing Complete then Create Project). 4, Deposit: the 40% deposit paid through Stripe is added to the invoice, which shows part paid (Document Part Paid then Add Payment to Invoice). 5, Care plan: the $149 monthly care plan becomes a recurring invoice (Document Signing Complete then Create Recurring Invoice). 6, What if the proposal expires instead: nothing is billed, and the studio is told in Slack or Microsoft Teams (Document Expired then Send Channel Message). It ends on the signed proposal with the client's invoice part paid, the project open and the care plan recurring.
What can QuoteCloud do with FreshBooks?
Six jobs from the signed proposal to the money in the bank, each one a Zap. Each links to the recipe that builds it, with the exact Zapier steps.
-
Invoice
When every signer has signed, the client is found or created and the invoice is created from the proposal's lines and tax.
- Document Signing Complete
- Create Invoice
-
Project
A signed statement of work opens the FreshBooks project: title, client, fixed price and due date from the accepted scope.
- Document Signing Complete
- Create Project
-
Hours
A time-and-materials estimate opens an hourly project at the agreed rate, ready for the team to log time against.
- Document Signing Complete
- Create Project
-
Deposit
A deposit or payment taken on the proposal through Stripe or PayPal is added to the matching FreshBooks invoice.
- Document Part Paid
- Add Payment to Invoice
-
Retainer
A signed monthly retainer or care plan sets up a FreshBooks recurring invoice with the agreed monthly lines.
- Document Signing Complete
- Create Recurring Invoice
-
Clients
New QuoteCloud contacts become FreshBooks clients, and new FreshBooks clients are found or created in QuoteCloud.
- New Contact Created
- Create or Update Client
Every Zap runs one way, from its trigger to its steps, so two directions means two Zaps. The same jobs can be built in Make, bring your own. See what it can and can't do.
Signed in QuoteCloud, invoiced in FreshBooks
The recipe studios and consultants build first: the proposal they sold becomes the invoice they send.
ZapSigning complete: client and invoice in FreshBooks
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed, with the line items, totals and signer details.Passes on
- Document reference
- Line items
- Signer name and email
-
Then
FreshBooksSearchFind or Create ClientSearches on the signer's email; creates the client if there isn't one.Searches on
- Organization
- First Name
- Last Name
-
Then
FreshBooksActionCreate InvoiceOne invoice line per one-off proposal line, with the tax rate.Mapped in
- Client
- Line Item Name
- Line Item Quantity
- Line Item Unit Cost
- Line Item Tax1 Percent
- Invoice Number
-
Or
SlackAction · optionalSend Channel MessageTell the studio it's signed.Mapped in
- Channel
- Message
Ella and Luca Mancini sign Glasswing's website proposal on Tuesday evening. A minute later Sparrow & Pine Florist is a FreshBooks client with invoice GS-2611: eleven lines, tax and $21,098.00, exactly as signed.
Result
The invoice matches the signed proposal to the cent, and nobody typed it twice.
QuoteCloud's Zapier app: Essentials and up
Build the signed-to-invoice Zap QuoteCloud for web developersBoth sides of the same job
The signed proposal in QuoteCloud, and the FreshBooks invoice the Zaps created and part-paid from it.
Your website, phase by phase
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Discovery | $2,500 | ||
Discovery workshop & sitemapHalf a day at the shop, goals, pages and content
|
1 ea | $1,600 | $1,600.00 |
Content & SEO planKeywords for each page, what to keep from the old site
|
1 ea | $900 | $900.00 |
| Design | $4,000 | ||
Design system & homepageColours, type, components; two revision rounds
|
1 ea | $2,400 | $2,400.00 |
Page templates designedShop, booking, content, article, contact
|
5 templates | $320 | $1,600.00 |
| Build & launch | $5,060 | ||
Page build & CMS set-upResponsive, editable by your team
|
12 pages | $280 | $3,360.00 |
Testing & accessibility checksPhones, tablets and desktop browsers
|
1 ea | $950 | $950.00 |
LaunchDomain switch-over and redirects
|
1 ea | $750 | $750.00 |
| Features Tick to add | |||
Online shopUp to 60 products, cart and checkout
|
1 ea | $4,800 | $4,800.00 |
Workshop bookingsClass calendar and online booking
|
1 ea | $1,850 | $1,850.00 |
CMS trainingTwo hours with your team, recorded
|
2 h | $160 | $320.00 |
Launch SEO setupTitles, descriptions and redirects from the old site
|
1 ea | $650 | $650.00 |
| Care plan after launch Tick to add | |||
Care plan · StandardHosting, updates, weekly backups, 2 h of changes
|
Monthly | $149 | $149.00/mo |
- Subtotal
- $19,180.00
- Tax (10%)
- $1,918.00
- Total
- $21,098.00
- Plus your care plan
- $149.00/mo
- Deposit on signing (40%)
- $8,439.20
Accept, sign and pay
2 of 2 signed
- Ella ManciniOwner SignedTue 20 Oct 2026, 7:40 pm
- Luca ManciniOwner SignedTue 20 Oct 2026, 8:05 pm
Deposit on signing (40%)
$8,439.20
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Zaps
- Document Signing Complete
- Create Invoice
- Document Part Paid
- Add Payment to Invoice
Invoice · GS-2611Sparrow & Pine FloristElla Mancini · ella@sparrowandpine.example.com
Partial| Line | Qty | Rate | Amount |
|---|---|---|---|
| Discovery workshop & sitemap | 1 | $1,600.00 | $1,600.00 |
| Content & SEO plan | 1 | $900.00 | $900.00 |
| Design system & homepage | 1 | $2,400.00 | $2,400.00 |
| Page templates designed | 5 | $320.00 | $1,600.00 |
| Page build & CMS set-up | 12 | $280.00 | $3,360.00 |
| Testing & accessibility checks | 1 | $950.00 | $950.00 |
| Launch | 1 | $750.00 | $750.00 |
| Online shop | 1 | $4,800.00 | $4,800.00 |
| Workshop bookings | 1 | $1,850.00 | $1,850.00 |
| CMS training | 2 | $160.00 | $320.00 |
| Launch SEO setup | 1 | $650.00 | $650.00 |
Lines added by a Zap from the signed document
- Subtotal
- $19,180.00
- Tax (10%)
- $1,918.00
- Total
- $21,098.00
- Paid
- $8,439.20
- Amount due
- $12,658.80
Payments
- $8,439.20 · Credit cardTue 20 Oct 2026, 8:07 pm · Deposit paid on the proposal through Stripe · Added by a Zap
Illustration with sample data: a generic invoicing record, not FreshBooks’ screen.
The invoice is our illustration of a generic invoicing app with sample data, not FreshBooks' screen. Every business here is fictional.
Try it with your next proposal
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build your first Zap with a test proposal and a test FreshBooks client.
What moves from QuoteCloud to FreshBooks?
What was sold and signed goes across. How you bill it from there stays in FreshBooks.
From the signed proposal
The signer's name, email and company, the document's reference and title, its line items, quantities, rates, tax and totals, mapped into the FreshBooks client, invoice, project or recurring invoice.
The full field mapFrom payments on the proposal
Deposits and payments the client makes on the document through Stripe or PayPal, added to the matching FreshBooks invoice with the date and amount.
Deposits and paymentsWhat stays with people
Your client ticks the options and signs; you send the invoice and log the time in FreshBooks. A Zap never edits a signed proposal, and an edited invoice doesn't change the proposal.
What it can and can't do
Zapier or Make: how do you want to build it?
FreshBooks connects through Zapier or Make, with no native connection on any plan. Both reach the same QuoteCloud events and actions.
Zapier: QuoteCloud's Zapier app
Ready-made QuoteCloud triggers, actions and searches beside FreshBooks' own Zapier app: the recipes on this site. Essentials and up; none of these recipes creates a QuoteCloud document, so none carries the per-document fee.
Connect it, step by stepMake: bring your own
Connect Make to QuoteCloud with Make's built-in OAuth, then call QuoteCloud's API or Zapier endpoints from a scenario, beside Make's FreshBooks modules. No ready-made QuoteCloud app on Make: you design each step.
Compare the routes
Every recipe, set-up guide and answer
Six use cases built with the exact Zapier steps, then how to connect, which fields to map, the limits and the cost.
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Invoice the signed proposal in FreshBooksWhen every signer has signed, a Zap finds or creates the FreshBooks client and creates the invoice from the proposal's lines.Explore
-
Turn a signed statement of work into a FreshBooks projectThe accepted scope opens the FreshBooks project: title, client, fixed price and due date, with the first payment invoiced.Explore
-
Record QuoteCloud deposits and payments in FreshBooksA deposit or payment taken on the proposal through Stripe or PayPal is added to the matching FreshBooks invoice.Explore
- Time-and-materials SOWs into FreshBooksA signed hourly estimate opens an hourly FreshBooks project at the agreed rate, ready for your team's time.
- Signed retainers become FreshBooks recurring invoicesA signed monthly retainer or care plan sets up a FreshBooks recurring invoice with the agreed monthly lines.
- Keep QuoteCloud contacts and FreshBooks clients matchedNew QuoteCloud contacts become FreshBooks clients, and new FreshBooks clients are found or created in QuoteCloud.
- Connect FreshBooks to QuoteCloud, step by stepCheck the plan, connect both apps in Zapier, build the invoice Zap, test it and fix the usual problems.
- QuoteCloud to FreshBooks field mapEvery field the FreshBooks Zaps on this site pass, which way it travels and a sample value.
- What QuoteCloud with FreshBooks can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the FreshBooks connection costsEssentials and up for Zapier. The FreshBooks recipes here create no QuoteCloud documents, so no per-document fee.
- FAQAnswers to the questions freelancers and studios ask before connecting QuoteCloud and FreshBooks.
FreshBooks questions, answered
How does QuoteCloud connect to FreshBooks?
Through QuoteCloud's Zapier app, with no code to write. Each Zap starts from one QuoteCloud event, such as Document Signing Complete or Document Part Paid, and runs FreshBooks steps such as Find or Create Client, Create Invoice or Add Payment to Invoice. A Zap runs one way, so you build one Zap for each job.
Is there a native FreshBooks integration?
No. QuoteCloud has no native or built-in FreshBooks connection on any plan. FreshBooks connects through Zapier, with QuoteCloud's Zapier app on Essentials and up, or through Make as a bring-your-own setup with QuoteCloud's API. Every recipe on this site is a Zap you build and switch on.
Which QuoteCloud plan do I need for FreshBooks?
Essentials or higher: Zapier and API access are on QuoteCloud's Essentials plan and up, as are QuoteCloud Payments for deposits through Stripe or PayPal. The FreshBooks recipes here only read signed or paid documents, so they don't create QuoteCloud documents and carry no per-document fee.
Can a signed proposal create a FreshBooks invoice line for line?
Yes. QuoteCloud's Document Signing Complete trigger carries the document's line items, totals and signer details. The Zap finds or creates the client with Find or Create Client, then maps the lines into Create Invoice's Line Item fields with the tax rate. Check the lines in your first test.
Can we use Make instead of Zapier with FreshBooks?
Yes, as a bring-your-own setup. QuoteCloud has no ready-made app on Make: you connect Make to QuoteCloud with Make's built-in OAuth connection, then call QuoteCloud's API or Zapier endpoints from your scenario, beside Make's FreshBooks modules. API access is on Essentials and up.
Sell it in QuoteCloud. Bill it in FreshBooks.
Start a free 14-day trial of QuoteCloud, connect FreshBooks through Zapier and turn your next signed proposal into a FreshBooks invoice.