QuoteCloud to FreshBooks field map
Which QuoteCloud field goes into which FreshBooks field, for every Zap on this site, with a sample value for each and the one field every later Zap depends on.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
The FreshBooks Zaps read QuoteCloud's signed or paid documents: the signer's name, email and company, the reference, title, line items, totals and payments. They write FreshBooks clients, invoice lines, projects, recurring invoices and payments. Email matches clients; the QuoteCloud reference, kept as the invoice number, matches payments to invoices.
Last reviewed by the QuoteCloud team
An illustration with sample data of FreshBooks invoice GS-2611 for Sparrow & Pine Florist: eleven lines and tax mapped from the signed QuoteCloud proposal, and the $8,439.20 deposit added by a payment Zap, leaving $12,658.80 due.
Which QuoteCloud fields go where in FreshBooks?
One group per Zap. FreshBooks field names are exactly as Zapier shows them; QuoteCloud fields are described in plain words.
| FreshBooks: FreshBooks field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Signed to invoice · Find or Create Client | |||||
| Search Value · Email | QuoteCloud to FreshBooks | Signer email | Search value | ella@sparrowandpine.example.com |
|
| Organization | QuoteCloud to FreshBooks | Recipient company | Client field | Sparrow & Pine Florist |
|
| First Name · Last Name | QuoteCloud to FreshBooks | Signer name | Client field | Ella · Mancini |
|
| Signed to invoice · Create Invoice | |||||
| Line Item Name · Quantity · Unit Cost | QuoteCloud to FreshBooks | Line items: label, quantity, price | Invoice field | Online shop · 1 · $4,800.00 |
One line per one-off row. |
| Line Item Tax1 Name · Percent | QuoteCloud to FreshBooks | Tax rate, or typed | Invoice field | Tax · 10 |
|
| Invoice Number | QuoteCloud to FreshBooks | Document reference | Invoice field | GS-2611 |
The key every payment Zap uses. |
| Proposal to project · Create Project | |||||
| Title | QuoteCloud to FreshBooks | Document title | Project field | Network & margin review |
|
| Project Type · Fixed Price | QuoteCloud to FreshBooks | Typed · subtotal before tax | Project field | Fixed price · 108500 |
|
| Rate | QuoteCloud to FreshBooks | Hourly rate, typed or a data item | Project field | 150 |
Hourly projects only. |
| Due Date | QuoteCloud to FreshBooks | End date, typed or a data item | Project field | 2027-01-15 |
|
| Retainers · Create Recurring Invoice | |||||
| Line Item Name · Unit Cost | QuoteCloud to FreshBooks | Monthly line items | Recurring invoice field | SEO · Growth · $2,600.00 |
|
| Date of Issue · Is Infinite? | QuoteCloud to FreshBooks | First month FreshBooks bills · typed | Recurring invoice field | 2027-01-01 · No |
|
| Deposits · Find Invoice, Add Payment to Invoice | |||||
| Search Value (Invoice Number) | QuoteCloud to FreshBooks | Document reference | Search value | GS-2611 |
|
| Amount · Date | QuoteCloud to FreshBooks | Amount paid · paid date | Payment field | 8439.20 · 2026-10-20 |
|
| Payment Type · Note | QuoteCloud to FreshBooks | Typed | Payment field | Credit card · Deposit through Stripe |
|
| Clients matched · both directions | |||||
| QuoteCloud to FreshBooks | Contact email | Search value | grace.kirkby@example.com |
Create or Update Client matches on it. | |
| Organization | FreshBooks to QuoteCloud | Company Name | Contact field | Pellwood Pilates |
New Client to Find or Create Contact. |
All values are sample data. Dates in Zapier fields are written as year-month-day.
The one field every later Zap needs
Clients are matched on email, so that's easy. Invoices are not: a payment Zap has to find the right invoice from nothing but the QuoteCloud document that was paid.
So the invoice Zap writes the QuoteCloud reference into FreshBooks' Invoice Number. Then Find Invoice, searching on Invoice Number, finds GS-2611 from the payment on GS-2611, every time.
- Use the same reference format in QuoteCloud that you want on your FreshBooks invoices.
- Billing in stages? Add a suffix, such as AP-2417-1, and search on the same.
Invoice · GS-2611Sparrow & Pine FloristElla Mancini · ella@sparrowandpine.example.com
PartialPayments
- $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.
Field types to watch
Amounts
Map plain numbers such as 8439.20 into Amount, Unit Cost and Fixed Price, not formatted text with a currency sign.
Tax
FreshBooks takes a tax name and a percent per line. Map the rate from the document or type the one you always use.
Dates
Due Date and Date of Issue take a date; Days Due From Issue takes a number of days, such as 14.
Map your own fields
Start a free 14-day trial and load your own signed test proposal into Zapier to see every field it carries.
Field map questions
Which QuoteCloud fields can a FreshBooks Zap use?
Whatever the trigger carries. QuoteCloud's document triggers, such as Document Signing Complete and Document Part Paid, carry the document's line items, totals and signer details, plus its reference and title. Load a signed test document in Zapier to see every field for your template.
How does a payment Zap find the right FreshBooks invoice?
By the invoice number. The invoice Zap writes the QuoteCloud document reference into FreshBooks' Invoice Number, and the payment Zap's Find Invoice searches Invoice Number for the same reference. Without that, it has nothing reliable to search on.
Can FreshBooks fields fill a QuoteCloud proposal?
Only client details on this site: FreshBooks' New Client can run QuoteCloud's Find or Create Contact. QuoteCloud's Create Document could start a proposal from FreshBooks data, but that creates a document, which carries the per-document fee, and none of these recipes does it.
Do custom FreshBooks fields come across?
Only the fields FreshBooks' Zapier steps offer, which are the ones listed on this page. Anything else stays in FreshBooks, and anything you don't map stays in QuoteCloud.
More on QuoteCloud and FreshBooks
Six use cases with the exact Zapier steps, then how to connect, the limits and the cost.
- 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.
- 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.
- 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.
- 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.
Typed once, in the proposal.
Start a free 14-day trial and let your signed QuoteCloud proposals fill FreshBooks for you.