Record proposal deposits and payments in FreshBooks
Your client pays the deposit on the proposal, through Stripe or PayPal, the moment they sign. A Zap adds that payment to the matching FreshBooks invoice, so the balance owing in your books is right before you've seen the email.
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- Building QuoteCloud since 2013
Build a Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Part Paid trigger fires when a deposit or part payment is made on the document; FreshBooks' Find Invoice finds the invoice by its number, the QuoteCloud reference, and Add Payment to Invoice records the amount, date and payment type. Document Paid covers payment in full.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Glasswing Studio's proposal GS-2611 signed by Ella and Luca Mancini, with the 40% deposit of $8,439.20 paid by card through Stripe. In front, an illustration of FreshBooks invoice GS-2611 with that payment added by a Zap, now part paid.
Why record the deposit automatically?
Glasswing asks for 40% on signing, paid on the proposal by card. Ella Mancini paid $8,439.20 two minutes after she and Luca signed, at 8:07 pm on a Tuesday.
Without a Zap, the payment sits in Stripe until someone matches it to the FreshBooks invoice by hand, and in between the books say Sparrow & Pine owe the full $21,098.00. With the Zap, the invoice shows part paid that evening, and $12,658.80 is the real balance.
- Deposits are set per document: a percentage of the total or a fixed amount, paid through Stripe or PayPal as the client signs.
- QuoteCloud Payments, Stripe and PayPal: Essentials and up. QuoteCloud doesn't store card details.
- The invoice is found by its number, so number it with the QuoteCloud reference in the invoice Zap.
How do I add a QuoteCloud deposit to the FreshBooks invoice?
Three steps, one Zap, plus an optional pause. Every name is the exact event you pick in Zapier.
ZapPart paid: payment on the FreshBooks invoice
-
When
QuoteCloudTriggerDocument Part PaidFires when a document is partly paid, such as a deposit on signing.Passes on
- Document reference
- Amount paid
- Paid date
-
Or
Delay by ZapierAction · optionalDelay ForA few minutes, so the invoice Zap has created the invoice first.Mapped in
- 2 minutes
-
Then
FreshBooksSearchFind InvoiceSearch Field: Invoice Number. Search Value: the document reference.Searches on
- Search Field
- Search Value
-
Then
FreshBooksActionAdd Payment to InvoiceMapped in
- Invoice ID
- Amount
- Date
- Payment Type
- Note
Payment in full: use Document Paid, which fires when the document is fully paid. For every payment, failed or refunded too, use Document Payment Event and choose the event in its Payment Event field.
Ella pays the $8,439.20 deposit at 8:07 pm. Two minutes later the payment is on FreshBooks invoice GS-2611, dated Tue 20 Oct 2026, with the note "Deposit paid on the proposal through Stripe", and the invoice shows $12,658.80 due.
Result
Every payment taken on a QuoteCloud document is on the right FreshBooks invoice within minutes, and the balance owing is right.
QuoteCloud's Zapier app and QuoteCloud Payments: Essentials and up
How agencies take the first payment on signingPaid on the proposal, recorded on the invoice
The deposit Ella paid on GS-2611, and the FreshBooks invoice the Zap added it to.
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
Activity
- Sent to Ella and Luca ManciniMon 19 Oct, 10:12 am · by Mia Okonkwo
- Viewed by EllaMon 19 Oct, 6:31 pm
- Signed by Ella and LucaTue 20 Oct, 8:05 pm · 2 of 2 · Document Signing Complete
- Deposit paid$8,439.20 by card through Stripe · Document Part Paid
Zap
- Document Part Paid
- Find Invoice
- 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 |
- 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.
Field map for the payment Zap
| FreshBooks: FreshBooks field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Find Invoice | |||||
| Search Field · Search Value | QuoteCloud to FreshBooks | Document reference | Search value | Invoice Number · GS-2611 |
The invoice Zap set Invoice Number to the reference. |
| Add Payment to Invoice | |||||
| Invoice ID | QuoteCloud to FreshBooks | ID from Find Invoice | Search value | Invoice 90215 |
|
| Amount | QuoteCloud to FreshBooks | Amount paid | Payment field | 8439.20 |
Pick the amount just paid, not the document total. |
| Date | QuoteCloud to FreshBooks | Paid date | Payment field | 2026-10-20 |
|
| Payment Type | QuoteCloud to FreshBooks | Typed in the Zap | Payment field | Credit card |
FreshBooks uses Check if left blank. |
| Note | QuoteCloud to FreshBooks | Typed, with the gateway | Payment field | Deposit paid on the proposal through Stripe |
|
All values are sample data.
Variations on this recipe
Paid in full
Swap the trigger for Document Paid when the client pays the whole amount on the proposal, then add the payment the same way.
No invoice yet?
Use FreshBooks' Find or Create Invoice instead of Find Invoice, so the payment Zap creates the invoice itself if the invoice Zap hasn't run.
Instalments and reminders
PayPal instalment plans and automated payment reminders are set up in QuoteCloud; see the user guide. Check in your test which trigger each payment fires.
Build it in Make instead
Bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's FreshBooks modules. No ready-made QuoteCloud app on Make.
Let the books keep up
QuoteCloud Payments and the Zapier app are on the Essentials plan and up. Start a free 14-day trial and test a deposit with Stripe's test mode.
Build the payment Zap in five steps
Number your invoices
Make sure the invoice Zap puts the QuoteCloud reference in FreshBooks' Invoice Number.
Start with Document Part Paid
In Zapier, choose QuoteCloud's Document Part Paid trigger and test it with a test deposit.
Wait, then find the invoice
Add an optional Delay by Zapier step, then FreshBooks' Find Invoice on Invoice Number with the reference.
Add the payment
Add Add Payment to Invoice: the invoice's ID, the amount just paid, the date, a payment type and a note.
Test, then turn it on
Sign and pay a test proposal sent to an @example.com address, check the balance on the FreshBooks invoice, then switch the Zap on.
Questions about payments
Can a deposit paid in QuoteCloud show on the FreshBooks invoice?
Yes, with a Zap. QuoteCloud's Document Part Paid trigger fires when a deposit or part payment is made on the document. FreshBooks' Find Invoice finds the invoice by its number, and Add Payment to Invoice records the amount, date, payment type and a note.
Does QuoteCloud send the money to FreshBooks?
No. The client pays on the QuoteCloud document through your own Stripe or PayPal account, and the money goes there. The Zap only records the payment against the FreshBooks invoice, so your books match what was paid.
What if the payment arrives before the invoice exists?
Add a short Delay by Zapier step before Find Invoice, so the invoice Zap runs first, or use FreshBooks' Find or Create Invoice so the payment Zap creates the invoice when none is found. Either way, number the invoice with the QuoteCloud reference.
Which trigger should I use: Part Paid, Paid or Payment Event?
Document Part Paid for deposits and part payments, Document Paid when the document is paid in full. Document Payment Event fires when a payment is received, fails or is refunded; choose the event in its Payment Event field if you only want received payments.
More on QuoteCloud and FreshBooks
Six use cases with the exact Zapier steps, then how to connect, map the fields and what it costs.
- 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.
- 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.
- 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.
Paid on the proposal. Right in the books.
Start a free 14-day trial and add every deposit taken in QuoteCloud to its FreshBooks invoice with one Zap.