Month-end quote reporting in Excel, already filled in
When every quote's status, total, signed date and deposit is written to the same Excel table as it happens, month end is a refresh of the pivot tables finance already built, not a week of chasing.
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Keep a register table filled by Zaps: Document Created adds the row, Document Status Changed and Document Signing Complete update it, and Document Part Paid writes the deposit. At month end, refresh your pivot tables to see quoted, signed, open and expired value by status or estimator, and deposits received. QuoteCloud's Zapier app is on Essentials and up.
Last reviewed by the QuoteCloud team
Two overlapping panels, illustrations of pivot tables on the Month end sheet of Corbel Building Co.'s estimates register, with sample data. Behind, October 2026 by status: draft 2 for $94,545.00, sent 1 for $51,975.00, viewed 1 for $70,730.00, signed 3 for $294,712.00, expired 1 for $23,628.00, grand total 8 for $535,590.00; deposits received $16,875.10. In front, by estimator: Dan Okafor 5 quotes, $247,203.00 quoted, $42,790.00 signed; Tessa Gray 3 quotes, $288,387.00 quoted, $251,922.00 signed.
What changes at month end?
Ruth Hammond, Corbel's director, closes each month with the same questions: how much did we quote, how much was signed, what's still open, which quotes lapsed and how much came in as deposits. The answers used to come from Lily exporting, copying and checking for most of a day.
Now the Estimates table in SharePoint fills itself as quotes move, and the deposit Zap writes each Stripe deposit to its row. On Friday 30 October Ruth refreshes the Month end sheet and has October in front of her.
- The figures come from QuoteCloud's own events, written once, in one table.
- Excel does the reporting: pivot tables, SUMIFS, charts, whatever finance already uses.
- Nothing here needs QuoteCloud's Business plan; the Zaps run on Essentials and up.
How do deposits get into the Excel table?
QuoteCloud Payments takes the deposit through Stripe or PayPal when the client signs. This Zap writes it to the document's row.
ZapDeposit paid: write it to the row
-
When
QuoteCloudTriggerDocument Part PaidFires when part of a document's total is paid, such as a deposit on signing.Passes on
- Document reference
- Amount paid
- Paid date
-
Then
Microsoft ExcelSearchFind RowLooks up the Ref column for the document's reference.Searches on
- Lookup Column: Ref
- Lookup Value
-
Then
Microsoft ExcelActionUpdate RowMapped in
- Row
- Deposit
Grace Halloran pays the $4,753.10 deposit through Stripe when she signs CB-C-0431 on Tuesday 27 October; the Deposit column on row 6 shows it a few minutes later. A twin Zap on Document Paid can fill a Paid column when the balance is settled.
Result
Deposits sit beside the quotes they belong to, so finance can total them by month and match them to payouts.
QuoteCloud's Zapier app and QuoteCloud Payments: Essentials and up
Taking payments in QuoteCloudWhich numbers can finance pull from the table?
Because every row carries the estimator, created date, status, total, signed date and deposit, one pivot table answers most month-end questions: value by status, quotes and signed value by estimator, deposits by month.
Formulas work too. =SUMIFS(Estimates[Total],Estimates[Status],"Signed") gives signed value; filter Created to the month for what was quoted, and Signed to the month for what was won.
- Quoted in October: 8 documents, $535,590.00.
- Signed: 3, $294,712.00. Open: 4, $217,250.00.
- Expired, to chase: 1, $23,628.00. Deposits received: $16,875.10.
| Estimator | Documents | Quoted | Signed |
|---|---|---|---|
| Dan Okafor | 5 | 247,203.00 | 42,790.00 |
| Tessa Gray | 3 | 288,387.00 | 251,922.00 |
| Grand total | 8 | 535,590.00 | 294,712.00 |
Totals include tax, as the Total column holds them. 3 of 8 signed; 4 still open.
Illustration of a workbook table with sample data, not Excel’s screen.
Field map for the payment Zaps
| Microsoft Excel: Excel column | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Document Part Paid → Find Row → Update Row | |||||
| Lookup Column: Ref | QuoteCloud to Microsoft Excel | Document reference | Search value | CB-C-0431 |
|
| Deposit | QuoteCloud to Microsoft Excel | Amount paid | Table column | 4,753.10 |
Check the field name in the test data. |
| Document Paid → Find Row → Update Row | |||||
| Paid | QuoteCloud to Microsoft Excel | Paid date | Table column | 18 Dec |
|
All values are sample data.
A month-end routine that takes minutes
Check the Zap history
In Zapier, look for any halted or errored runs this month, such as a reference Find Row couldn't match, and fix those rows first.
Refresh, then filter
Refresh the pivot tables on the Month end sheet, then filter Created or Signed to the month you're closing.
Match the deposits
Compare the Deposit column's total with your Stripe or PayPal payouts for the month before you close it.
Close next month from the table
QuoteCloud's Zapier app and QuoteCloud Payments are on the Essentials plan and up. Start a free 14-day trial and connect your register.
Variations and alternatives
Prefer to report inside QuoteCloud?
QuoteCloud's Reports Dashboard and Sales Forecast, on the Business plan, show pipeline and results without a workbook. Many teams keep Excel for finance anyway.
Tell finance when money lands
Add Microsoft Teams' Send Channel Message to the deposit Zap, so the finance channel sees each payment as it's written to the row.
File the signed copy too
On Document Signing Complete, Generate or Fetch Document PDF Link and OneDrive's Upload File put the signed PDF beside the register, in the same Zap.
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 own Microsoft Excel modules.
Month-end questions
Can I report on QuoteCloud quotes in Excel pivot tables?
Yes. Once Zaps write each quote's estimator, created date, status, total and signed date to an Excel table, Excel's pivot tables, SUMIFS formulas and charts work on it like any other data. Refresh the pivot tables at month end to see value by status, by estimator or by month.
Can deposits paid in QuoteCloud show up in Excel?
Yes, with a Zap. QuoteCloud Payments takes the deposit through Stripe or PayPal when the client signs. QuoteCloud's Document Part Paid trigger can start a Zap that finds the document's row with Find Row and writes the amount with Update Row. Document Paid can do the same when the balance is paid.
Do I need QuoteCloud's Business plan for month-end reporting?
No. The Zaps, QuoteCloud Payments and custom data items are all on Essentials and up. Business adds QuoteCloud's own Reports Dashboard and Sales Forecast, if you'd rather report inside QuoteCloud than in a workbook.
What if a row is missing at month end?
Check the Zap history in Zapier first: a halted Find Row usually means the reference in the workbook doesn't match. For documents created before the register Zap was switched on, use Find or Create Row so they get a row the next time their status changes.
More on QuoteCloud and Excel
Use cases with the exact steps, then how to connect, test and what it costs.
- Import your Excel pricing calculator into a quoteImport the .xlsx into a Spreadsheet block; its cells set the price lines and the total comes back into a cell.
- Log every QuoteCloud document to an Excel tableEach new document adds a row to your register, and its status, signed date and value update as it moves.
- Create QuoteCloud quotes from Excel table rowsA new row in a request table drafts the quote from your template and writes its reference back to the row.
- Spreadsheet block or Excel workbook?When to move your calculator into the quote, when to keep the workbook and move rows with Zaps, and when to do both.
- Connect Microsoft Excel to QuoteCloud, step by stepCheck where the workbook lives, format a table, connect both apps in Zapier and build the first Zap.
- Excel to QuoteCloud field mapEvery column the Excel Zaps on this site fill or read, which way it travels and a sample value.
- Test and troubleshoot the Excel ZapsTest with a copy of the workbook, then fix the usual problems: no workbook listed, no table, no row found.
- What QuoteCloud with Excel can and can't doWhat the Spreadsheet block and the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed.
- What the Excel connection costsEssentials and up for the Spreadsheet block and Zapier, plus a fee only for documents a Zap creates.
- FAQAnswers to the questions estimators and finance teams ask before connecting QuoteCloud and Excel.
Month end, from a table that's already right.
Start a free 14-day trial, connect your Excel register to QuoteCloud and close next month from the pivot table.