Open the FreshBooks project from the signed SOW
The scope your client signed is the project you deliver. When a QuoteCloud statement of work is signed, a Zap opens the FreshBooks project with the client, the fixed price and the due date, and invoices the first payment.
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Build a Zap with QuoteCloud's Zapier app, on Essentials and up. Document Signing Complete starts it; FreshBooks' Find or Create Client finds the client, Create Project opens the project with the SOW's title, fixed price and due date, and Create Invoice bills the first payment. A second Zap adds the payment taken on signing.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ashcombe Partners' statement of work AP-2417 for Wexley Distribution Group: a $119,350.00 fixed fee including tax in three payment stages, 30% paid on signing through Stripe. In front, an illustration of the FreshBooks project a Zap opened from it: Network & margin review, fixed price $108,500.00, due Fri 15 Jan 2027.
Why should the signed scope open the project?
Ashcombe Partners runs strategy and operations engagements on fixed fees. Partner Imogen Hart sells them with a statement of work in QuoteCloud; practice manager Leah Fontaine runs the projects and the billing in FreshBooks.
Leah used to read each signed SOW and set up the project by hand: the title, the client, the fee, the end date. Now the project is there the minute Wexley's second signer signs, with the same title and fee, and the first payment is already invoiced and paid.
- The project's title and fixed price come from the signed document, so the scope in FreshBooks is the scope that was agreed.
- Only the first payment is taken in QuoteCloud. The design sign-off and roadmap stages are invoiced from FreshBooks when they're reached.
- Changes to scope are signed as a change request first, then billed, as in the variations below.
How do I turn a signed statement of work into a FreshBooks project?
One Zap for the project and the first invoice, one for the payment. Every name is the exact event you pick in Zapier.
ZapSigning complete: project and first invoice
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed: here Carla, then Tom.Passes on
- Document title
- Document reference
- Totals
- Signer email
-
Then
FreshBooksSearchFind or Create ClientSearches on
- Search Value (email)
- Organization
-
Then
FreshBooksActionCreate ProjectA fixed-price project with the SOW's title, fee and end date.Mapped in
- Title
- Client ID
- Project Type: fixed price
- Fixed Price
- Due Date
- Billable
-
Or
Formatter by ZapierAction · optionalNumbersWorks out 30% of the fee for the first-payment line.Mapped in
- Subtotal × 0.3
-
Then
FreshBooksActionCreate InvoiceThe first payment as one line, numbered from the SOW.Mapped in
- Client
- Line Item Name: payment 1 of 3
- Line Item Unit Cost
- Line Item Tax1 Percent
- Invoice Number
The payment is added by a second Zap: Document Part Paid, Find Invoice on the number AP-2417-1, then Add Payment to Invoice. It's set out step by step on deposits and payments. In Make, bring your own: QuoteCloud's API beside Make's FreshBooks modules.
Carla Mendes signs AP-2417 at 9:14 am on Friday and Tom Haddow at 11:02 am, paying the $35,805.00 first payment. At 11:03 Leah has a FreshBooks project, Network & margin review, fixed price $108,500.00, due Fri 15 Jan 2027, and invoice AP-2417-1 for payment 1 of 3. A minute later the payment Zap marks it paid.
Result
The engagement is set up in FreshBooks from the signed scope, and the first payment is billed and recorded, before anyone opens the project.
QuoteCloud's Zapier app: Essentials and up
How consultants write statements of work in QuoteCloudThe scope they signed, the project you run
The signed statement of work, and the FreshBooks project and first invoice the Zaps set up from it.
Fixed fee
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Fixed fee by phase | $102,000 | ||
Phase 1 · DiagnoseWeeks 1–3 · interviews, site visits, cost-to-serve model
|
1 phase | $32,000 | $32,000.00 |
Phase 2 · DesignWeeks 4–8 · options and business cases
|
1 phase | $42,000 | $42,000.00 |
Phase 3 · MobiliseWeeks 9–12 · roadmap and mobilisation
|
1 phase | $28,000 | $28,000.00 |
| Options Tick to add | |||
Leadership alignment workshopOne day with the executive team, week 4
|
1 day | $6,500 | $6,500.00 |
Implementation supportFour weeks after the roadmap is accepted
|
4 wk | $6,000 | $24,000.00 |
- Subtotal
- $108,500.00
- Tax (10%)
- $10,850.00
- Total
- $119,350.00
- Plus, monthly
- $0.00/mo
- First payment, paid on signing (30%)
- $35,805.00
Accept and sign the statement of work
2 of 2 signed
- Carla MendesSponsor · COO SignedFri 23 Oct 2026, 9:14 am
- Tom HaddowProcurement SignedFri 23 Oct 2026, 11:02 am
First payment, paid on signing (30%)
$35,805.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Zaps
- Document Signing Complete
- Create Project
- Create Invoice
- Add Payment to Invoice
ProjectNetwork & margin reviewWexley Distribution Group
- Client
- Wexley Distribution Group
- Project type
- Fixed price
- Fixed price
- $108,500.00 Updated by a Zap
- Due date
- Fri 15 Jan 2027 Updated by a Zap
- Billable
- Yes
- Invoiced
- $32,550.00 + tax Updated by a Zap
Activity timeline
- Team added: Rafael, Mei and JoelBy Leah FontaineMon 26 Oct · 9:20 am
- Payment $35,805.00 added to AP-2417-1Paid on the SOW through StripeFri 23 Oct · 11:04 am · Added by a Zap
- Invoice AP-2417-1 created: payment 1 of 330% of the fixed fee, $35,805.00 with taxFri 23 Oct · 11:03 am · Added by a Zap
- Project created from AP-2417Title, client, fixed price and due date from the signed SOWFri 23 Oct · 11:03 am · Added by a Zap
Illustration with sample data: a generic accounting record, not FreshBooks’ screen.
The project is our illustration of a generic invoicing app with sample data, not FreshBooks' screen. Every business here is fictional.
Payment 1 of 3, billed and paid
The SOW sets out three payments: 30% on signing, 40% at design sign-off and 30% when the roadmap is accepted. Only the first is taken in QuoteCloud, by card through Stripe as Tom signs.
So the Zap invoices just that payment, as one line, numbered AP-2417-1. The payment Zap adds the $35,805.00 to it, and Leah raises the next two from FreshBooks when Wexley reaches each stage.
- Deposits and first payments: a percentage or a fixed amount, set in the document's payment settings.
- QuoteCloud Payments, Stripe and PayPal: Essentials and up.
Invoice · AP-2417-1Wexley Distribution GroupCarla Mendes · carla.mendes@example.com
Paid| Line | Qty | Rate | Amount |
|---|---|---|---|
| Network & margin review · payment 1 of 330% of the fixed fee, on signing | 1 | $32,550.00 | $32,550.00 |
Lines added by a Zap from the signed document
- Subtotal
- $32,550.00
- Tax (10%)
- $3,255.00
- Total
- $35,805.00
- Paid
- $35,805.00
- Amount due
- $0.00
Payments
- $35,805.00 · Credit cardFri 23 Oct 2026, 11:04 am · Paid on the SOW through Stripe · Added by a Zap
Illustration with sample data: a generic invoicing record, not FreshBooks’ screen.
Variations on this recipe
A signed change request
Scope grows? Send the change as its own QuoteCloud document. When it's signed, the same pattern creates a FreshBooks invoice for the change, numbered from it. See change requests for consultants.
Billed by the hour
For a time-and-materials SOW, Create Project takes the hourly project type and your rate instead of a fixed price. See time and materials.
Don't open it twice
Use FreshBooks' Find or Create Project, searching on the title, if a project may already exist for the client.
Tell the delivery team
Add Send Channel Message for Slack or Microsoft Teams once the project is open, with the SOW's reference and due date.
From signed scope to running project
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and open your first project from a test SOW.
Build the project 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 SOW.
Find or create the client
Add FreshBooks' Find or Create Client on the signer's email, with the organization for new clients.
Open the project
Add Create Project: the document's title, the client's ID, the fixed-price type, the fee before tax and the due date.
Invoice the first payment
Add Create Invoice with one line for the payment due on signing, numbered from the SOW's reference.
Add the payment Zap, then test
Build the Document Part Paid Zap, sign and pay a test SOW with @example.com signers, check both in FreshBooks, then switch them on.
Questions about projects
Can a signed QuoteCloud SOW create a FreshBooks project?
Yes, with a Zap. Document Signing Complete starts it once every signer has signed. FreshBooks' Find or Create Client finds the client, and Create Project opens the project with the SOW's title, the client's ID, the project type, the fixed price or hourly rate and the due date.
Does the project get the tasks or phases from the SOW?
No. FreshBooks' Create Project on Zapier takes the title, client, type, price or rate, due date and billing settings, not a task list. Add the team and tasks in FreshBooks, or keep the phases in the project's title or the invoice lines.
How are the later payment stages billed?
From FreshBooks, when you reach them. The SOW sets out the stages as content, and only the first payment is taken in QuoteCloud on signing. The Zap invoices that first payment; you raise the design sign-off and roadmap invoices in FreshBooks as usual.
What happens when the scope changes?
Send a change request from QuoteCloud and have it signed first. A Zap on Document Signing Complete can then create a FreshBooks invoice for the change, numbered from the change request. A Zap never edits the signed SOW, and editing the project doesn't change the document.
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.
- 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.
The scope they signed is the project you run.
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