Act on every PayPal payment with Zapier
The payment needs no Zap. What happens next can use one: QuoteCloud's payment triggers start Zaps that log the payment, tell the workshop and update your books.
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QuoteCloud's Zapier app has three payment triggers: Document Part Paid for a deposit, Document Paid when a document is fully paid, and Document Payment Event for payments received, failed or refunded. Each can start a Zap that adds a sheet row, posts to Slack or records a sale in QuickBooks Online or Xero. Zapier is on Essentials and up.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Kettlebrook Auto Service's 4WD fit-out proposal KA-F-0436 for Rosa Kumar: the Tourer package, 14 hours of fitting and a rear drawer system, $14,410.00 including tax; Rosa signed and paid the 40% parts deposit, $5,764.00, with PayPal. In front, Kettlebrook's QuoteCloud dashboard on the Paid filter, listing three fully paid documents.
Why act on the payment?
At Kettlebrook Auto Service, parts for a fit-out are ordered only once the parts deposit is in. Fit-out lead Aroha Ngata used to check PayPal every morning, then type each deposit into the parts sheet and message the workshop.
Rosa Kumar signs her touring fit-out at 10:14 on a Saturday and pays the $5,764.00 deposit with PayPal a minute later. One Zap adds the row to the parts sheet and tells the workshop channel, before anyone is in on Monday.
- Document Part Paid: a deposit or another part payment.
- Document Paid: the document is fully paid.
- Document Payment Event: a payment received, failed or refunded.
How do I log a PayPal deposit and tell the team?
Three steps. Every name is the exact event you pick in Zapier.
ZapDeposit paid: log it and order the parts
-
When
QuoteCloudTriggerDocument Part PaidFires when a document is partially paid, such as a deposit.Passes on
- Document number
- Document title
- Client
- Amount paid
-
Then
Google SheetsActionCreate Spreadsheet RowOne row per deposit in the parts-orders sheet.Mapped in
- Spreadsheet
- Worksheet
- Columns
-
Then
SlackActionSend Channel MessageOr Microsoft Teams' Send Channel Message.Mapped in
- Channel
- Message
Teams that use Make can build the same job themselves, bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own Google Sheets and Slack modules.
Rosa pays on Saturday at 10:15 am. The parts sheet gains a row for KA-F-0436, and the workshop channel reads: deposit paid for Rosa's touring fit-out, order the Tourer kit and the drawer system.
Result
Parts are ordered on the strength of a paid deposit, without anyone checking PayPal or retyping it.
QuoteCloud's Zapier app: Essentials and up
QuoteCloud for 4WD fit-outsFully paid: record the sale in QuickBooks Online
For jobs paid in full with PayPal, such as a set of tyres, one Zap puts the sale in your books.
ZapFully paid: QuickBooks sales receipt
-
When
QuoteCloudTriggerDocument PaidFires when a document is fully paid.Passes on
- Document number
- Client
- Client email
- Total
-
Then
QuickBooks OnlineSearchFind or Create CustomerSearches on
- Display Name
-
Then
QuickBooks OnlineActionCreate Sales ReceiptOne line with the document's title and total; check the payment method and deposit account fields.Mapped in
- Customer
- Line description
- Amount
Xero instead: Find or Create Contact, Create Sales Invoice, then Create Payment to apply the payment to it. Xero and QuickBooks Online connect to QuoteCloud only through Zapier or Make.
Liam Ortiz pays KA-T-0518, four all-terrain tyres, $1,496.00, in full with PayPal. The Zap finds him in QuickBooks Online, or adds him, and records the sales receipt.
Result
Paid documents reach your books as sales receipts, with no copying from PayPal.
QuoteCloud's Zapier app: Essentials and up
What goes into the parts sheet?
The deposit Zap's mapping, with Rosa's sample values. Pick the QuoteCloud fields from your trigger's test data: the names there may differ.
| Google Sheets / Slack: Where it lands | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Google Sheets: Create Spreadsheet Row | |||||
| Job | QuoteCloud to Google Sheets / Slack | Document number | Spreadsheet column | KA-F-0436 |
|
| Description | QuoteCloud to Google Sheets / Slack | Document title | Spreadsheet column | Rosa's touring fit-out |
|
| Customer | QuoteCloud to Google Sheets / Slack | Client name | Spreadsheet column | Rosa Kumar |
|
| Deposit paid | QuoteCloud to Google Sheets / Slack | Amount paid | Spreadsheet column | $5,764.00 |
If the trigger shows only totals, map the total and the deposit % from your template. |
| Quote total | QuoteCloud to Google Sheets / Slack | Total | Spreadsheet column | $14,410.00 |
|
| Slack: Send Channel Message | |||||
| Message | QuoteCloud to Google Sheets / Slack | Document number + title | Deposit paid: KA-F-0436, Rosa's touring fit-out. Order the parts. |
||
All values are sample data.
Fully paid documents, in one click
You don't need a Zap to see who has paid. On the dashboard, Show more in the Statuses list, then Paid, lists every document that has been paid.
The Zaps are for everything outside QuoteCloud: the parts sheet, the workshop channel, your books.
View paid documents in the User Guide- Sent7
- Viewed5
- Signed4
- Paid3
| Document | Client | Total | Status |
|---|---|---|---|
| Four all-terrain tyresKA-T-0518 | Liam Ortiz | $1,496.00 | Paid |
| Logbook service & front brakesKA-S-1187 | Nadia Haddad | $1,166.00 | Paid |
| Weekender fit-outKA-F-0402 | Ben Achterberg | $6,875.00 | Paid |
Show more → Paid, in the Statuses list
Variations on these Zaps
Failed or refunded payments
Start a Zap on Document Payment Event, with its Payment Event field or a Filter step, and alert the team when a payment fails or is refunded.
One log for every payment
Use Document Payment Event with the field left blank to add every payment to one sheet. Google Sheets with QuoteCloud.
Microsoft Teams instead of Slack
Microsoft Teams has its own Send Channel Message action. Microsoft Teams with QuoteCloud.
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 modules for the other app. No ready-made QuoteCloud app on Make.
Let the payment start the next job
QuoteCloud Payments and the Zapier app are on the Essentials plan and up. Start a free 14-day trial and build the deposit Zap with a test document.
Build the deposit Zap in five steps
Take a test deposit
Zapier needs one part-paid document as test data, so build it after your first real deposit comes in.
Start with Document Part Paid
In Zapier, choose QuoteCloud's Document Part Paid trigger and load the test data.
Add the sheet row
Add Google Sheets' Create Spreadsheet Row and map the document number, title, client and amount to your columns.
Tell the team
Add Slack's or Microsoft Teams' Send Channel Message with the document number and title.
Test, then turn it on
Test each step, check the sheet and the channel, then switch the Zap on.
Questions about payment Zaps
Do I need Zapier to take PayPal payments in QuoteCloud?
No. Taking the payment runs on QuoteCloud's direct PayPal connection: the client signs and pays on the same page, and the document is marked paid. Zapier is only for what happens next outside QuoteCloud, such as a sheet row, a Slack message or a sale in your books.
Which Zapier trigger fires when a client pays a deposit?
Document Part Paid, which fires when a QuoteCloud document is partially paid. Document Paid fires when it is fully paid, and Document Payment Event fires when a payment is received, fails or is refunded.
Do payment Zaps carry the per-document fee?
No. They read a document that already exists and write to other apps; they don't create documents. The fee of US$2.00, $1.80 or $1.60 by volume applies to documents created through Zapier or the API. QuoteCloud's Zapier app is on Essentials and up.
Can a payment create an invoice in Xero or QuickBooks Online?
Yes, through Zapier or Make, which is how Xero and QuickBooks Online connect to QuoteCloud. For QuickBooks Online, Document Paid can run Find or Create Customer and Create Sales Receipt. For Xero, Find or Create Contact, Create Sales Invoice and Create Payment record the sale and apply the payment.
More on QuoteCloud and PayPal
Four use cases, then the payment options, how to connect, the limits and the cost.
- Take a deposit or the full amount with PayPalThe client signs, then chooses Pay deposit or Pay in full and pays with PayPal on the same page.
- Spread bigger purchases with PayPal instalment plansOffer an instalment plan instead of a one-time payment, so a bigger purchase is paid in parts.
- Get paid by clients who prefer PayPalFamilies and small businesses pay from their own PayPal account, at home or abroad, without sharing card details with you.
- PayPal payment options in QuoteCloudOne-time payment or instalment plan, a percentage or a fixed amount, and automated payment reminders.
- Connect PayPal to QuoteCloud, step by stepCheck the plan, connect your PayPal account, add the button to a template and test it before a client sees it.
- What QuoteCloud with PayPal can and can't doWhat happens on the document, what PayPal handles, where Zapier comes in and what we haven't confirmed.
- What taking PayPal payments costsQuoteCloud Payments is on Essentials and up; PayPal charges its own fees, which vary by country and currency.
- FAQAnswers to the questions businesses ask before taking PayPal payments on their quotes.
Paid with PayPal. Passed on by Zapier.
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