Turn the signed proposal into a FreshBooks invoice
Write the proposal once. When the last signer signs, one Zap finds or creates the client in FreshBooks and creates the invoice from the lines, quantities, rates and tax your client agreed to.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
Build a Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Signing Complete trigger starts it with the document's line items, totals and signer details. FreshBooks' Find or Create Client finds the client by email or creates it, and Create Invoice adds the lines and tax, with the QuoteCloud reference as the invoice number.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Glasswing Studio's website build proposal GS-2611 for Sparrow & Pine Florist: discovery, design, build and the features Ella and Luca ticked, $21,098.00 including tax. In front, an illustration of the FreshBooks invoice GS-2611 a Zap created from it: the same eleven lines and the tax, still a draft.
Why invoice straight from the signed proposal?
Glasswing Studio builds websites for small businesses. Director Mia Okonkwo writes every proposal in QuoteCloud: discovery, design, build and the features each client can tick. The studio bills from FreshBooks.
Before the Zap, Mia rebuilt each signed proposal as a FreshBooks invoice at month end, line by line, and once billed the shop feature a client had unticked. Now the invoice is created from what the client actually signed, the evening they sign it.
- The Zap waits for every signer, so a half-signed proposal never becomes an invoice.
- The invoice number is the QuoteCloud reference, so the payment Zap can find the invoice later.
- A repeating line such as a care plan belongs on a recurring invoice, not this one.
How do I create a FreshBooks invoice from a signed QuoteCloud proposal?
Three steps, one Zap. Every name is the exact event you pick in Zapier.
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
- Recipient company
-
Then
FreshBooksSearchFind or Create ClientSearch Field: email. Creates the client if no match is found.Searches on
- Search Value
- Organization
- First Name
- Last Name
-
Then
FreshBooksActionCreate InvoiceThe line items become invoice lines; the tax rate goes on each line.Mapped in
- Client
- Line Item Name
- Line Item Quantity
- Line Item Unit Cost
- Line Item Tax1 Name
- Line Item Tax1 Percent
- Invoice Number
- Days Due From Issue
-
Or
FreshBooksAction · optionalSend InvoiceOnly if you'd rather not check the draft first.Mapped in
- Invoice ID
- Email Subject
- Email Body
The same job can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud reads the signed document through QuoteCloud's API, and Make's FreshBooks modules create the client and the invoice.
Ella Mancini signs GS-2611 at 7:40 pm and Luca at 8:05 pm. At 8:06 Sparrow & Pine Florist is a FreshBooks client and invoice GS-2611 is waiting: eleven lines, tax at 10% and $21,098.00, due in 14 days. Mia checks it with her coffee on Wednesday and sends it.
Result
Every signed proposal is a ready invoice in FreshBooks within a minute, with the client's exact choices and no retyping.
QuoteCloud's Zapier app: Essentials and up
How web developers price fixed-fee and hourly workWhat was signed is what gets billed
The signed proposal, and the FreshBooks invoice the Zap created from it a minute later.
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
Zap
- Document Signing Complete
- Find or Create Client
- Create Invoice
Invoice · GS-2611Sparrow & Pine FloristElla Mancini · ella@sparrowandpine.example.com
DraftClient found or created by a Zap
| 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
- $0.00
- Amount due
- $21,098.00
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 invoice Zap
| FreshBooks: FreshBooks field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| 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 |
Used only when the client is created. |
| First Name · Last Name | QuoteCloud to FreshBooks | Signer name | Client field | Ella · Mancini |
|
| Create Invoice | |||||
| Client | QuoteCloud to FreshBooks | ID from Find or Create Client | Search value | Client 4471 |
|
| Line Item Name · Quantity · Unit Cost | QuoteCloud to FreshBooks | Line items: label, quantity, price | Invoice field | Page build & CMS set-up · 12 · $280.00 |
One invoice line per row. Check the rows in your test. |
| Line Item Tax1 Name · Percent | QuoteCloud to FreshBooks | Tax rate (or typed in the Zap) | Invoice field | Tax · 10 |
|
| Invoice Number | QuoteCloud to FreshBooks | Document reference | Invoice field | GS-2611 |
Lets the payment Zap find this invoice. |
| Days Due From Issue | QuoteCloud to FreshBooks | Typed in the Zap | Invoice field | 14 |
|
All values are sample data. Field names on the FreshBooks side are exactly as Zapier shows them.
Variations on this recipe
Add the deposit to the invoice
A second Zap on Document Part Paid finds this invoice by its number and runs Add Payment to Invoice. See deposits and payments.
Open the project too
Add FreshBooks' Create Project after Create Invoice, with the proposal's title and fixed price, so the team can log time. See proposal to project.
Only some lines now
Billing in stages? Invoice one line, such as "Payment 1 of 3", instead of every row: type it in Create Invoice and map the amount, as Ashcombe does.
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.
Invoice what was signed
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build the invoice Zap with a test proposal.
Build the invoice Zap in five steps
Start with Document Signing Complete
In Zapier, choose QuoteCloud's Document Signing Complete trigger and test it with a fully signed test proposal.
Find or create the client
Add FreshBooks' Find or Create Client, searching on the signer's email, with the company and name for new clients.
Map the lines
Add Create Invoice: the client's ID, then the line items' label, quantity and price into the Line Item fields, and your tax name and rate.
Number it
Put the QuoteCloud reference in Invoice Number and set Days Due From Issue, so payments can find it later.
Test, then turn it on
Sign a test proposal sent to @example.com signers, compare the invoice with the proposal line by line, then switch the Zap on.
Questions about the invoice Zap
Will the FreshBooks invoice have the same lines as the proposal?
Yes, when you map them. Document Signing Complete carries the document's line items, and Create Invoice's Line Item Name, Quantity and Unit Cost fields take them, one invoice line per row. Optional lines the client didn't tick aren't part of what they signed. Compare the first test invoice with the proposal.
What if the client already exists in FreshBooks?
Then the Zap uses them. FreshBooks' Find or Create Client searches first, here on the signer's email, and only creates a client when no match is found. Its ID then goes into Create Invoice's Client field, so the invoice lands against the existing client, not a duplicate.
Does the invoice go to the client straight away?
Only if you add it. Without Send Invoice, the Zap creates the invoice and you check and send it from FreshBooks. Add FreshBooks' Send Invoice as a last step, with the invoice's ID, a subject and a message, when you're happy to send without checking.
Does creating the invoice carry a QuoteCloud document fee?
No. The Zap reads a signed document and creates records in FreshBooks; it doesn't create a QuoteCloud document. The per-document fee of US$2.00, $1.80 or $1.60 by volume is for documents created through Zapier or the API. QuoteCloud's Zapier app is on the Essentials plan and up.
More on QuoteCloud and FreshBooks
Six use cases with the exact Zapier steps, then how to connect, map the fields and what it costs.
- 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.
- 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.
Signed tonight. Invoiced tonight.
Start a free 14-day trial and turn every signed QuoteCloud proposal into a FreshBooks invoice with one Zap.