PayPal payment options, and when to use each
Each document carries its own payment: a one-time payment or an instalment plan, a deposit or the full amount, in your words. Here's what each option does.
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On each QuoteCloud document you set the payment with the $ (Payments) icon: a description, your instructions and the amount, as a percentage of the total or a fixed amount. The PayPal button is a one-time payment or an instalment plan. With a part payment, the client can choose Pay deposit or Pay in full. Automated payment reminders also exist.
Last reviewed by the QuoteCloud team
An illustration with sample data of the payment options for Tidewell Pavilion's proposal TP-2802: payment description 'Deposit to confirm your date', the instructions, the payment amount set to a percentage, 20%, rather than a fixed amount, and the PayPal button set to a one-time payment rather than an instalment plan. The amount comes from the price table's total, $8,932.00.
Which payment option should I choose?
Three ways to set the PayPal button, by the size of the job and how your clients like to pay.
Full amount, one payment
The client signs and pays the whole total. Suits term fees, smaller jobs and fixed packages. Clients who prefer PayPal.
Deposit, or pay in full
A part payment as a percentage or a fixed amount; the client can choose Pay deposit or Pay in full. Suits bookings and jobs that need parts ordered. Deposit or pay in full.
Instalment plan
Chosen instead of a one-time payment, so a bigger purchase is paid in parts. Suits batteries, fit-outs and courses. Instalment plans.
What you set on each document
While you edit a quote or proposal, the $ (Payments) icon opens that document's payment settings: the payment description, your instructions, the amount, discounts and other payment options.
When you add the PayPal button, you set the pricing details and choose a one-time payment or an instalment plan. Add the button to a template, and every document made from it starts with it.
- Amount: a percentage of the price table's total, or a fixed figure.
- Description and instructions: your words, such as when the balance is due.
- The panel here is our layout of those options, not QuoteCloud's exact screen.
Payments · this document
- Payment description
- Deposit to confirm your date
- Payment instructions
- Pay 20% now to hold the Jetty Room. The balance is due 14 days before your party.
- Payment amount
- Percentage · 20%Fixed amount
- PayPal button
- One-time paymentInstalment plan
From the total in this document's price table: $8,932.00
What the client sees
After signing, the payment step appears on the same page. With a part payment, the client picks Pay deposit or Pay in full; both amounts follow the price table, including options they ticked.
They press the PayPal button and pay in PayPal's checkout. The document is marked paid, and the payment joins its history.
See it on a full proposalSign and pay with PayPal
Signed by Sophie TranWed 28 Oct 2026, 9:31 pm
- Pay deposit20% of the total$1,786.40
- Pay in fullThe whole total$8,932.00
PayPal's checkout opens on the same page. Card and bank details stay with PayPal.
Payment reminders and paid status
Automated payment reminders
QuoteCloud can send automated payment reminders, so you don't have to chase by hand. The User Guide doesn't describe the settings yet: book a demo to see how they'd fit your payment terms.
The Paid filter
On the dashboard, Show more in the Statuses list, then Paid, lists every document that has been paid. View paid documents.
Try each option on a sample quote
QuoteCloud Payments is on the Essentials plan and up. Start a free 14-day trial and set up a one-time payment, a deposit and an instalment plan.
What these options don't do
The PayPal button takes the payment you set on the document. It doesn't invoice the balance of a deposit by itself: state your terms in the document and collect the rest your usual way, with reminders to help.
PayPal decides which ways to pay each buyer sees in its checkout, and sets its own fees. See what it can and can't do for the full list.
Payment option questions
Where do I set the payment amount on a QuoteCloud document?
In the editor. While editing the document, click the $ (Payments) icon to set the payment description, instructions, amount, discounts and other payment options for that document. The amount can be a percentage of the total or a fixed figure.
What's the difference between a one-time payment and an instalment plan?
A one-time payment takes the amount you set, a deposit or the full total, in one PayPal payment after signing. An instalment plan, chosen instead when you add the PayPal button, spreads the purchase over several payments.
Does QuoteCloud send payment reminders?
Yes. QuoteCloud can send automated payment reminders. The User Guide doesn't describe their settings yet, so book a demo or ask in your trial to see how they're set up and when they go out.
Can I set the payment once for every document?
Yes, by setting it in the template. Add the PayPal button to the template, and documents created from it start with the button in place. You can still change the payment on any one document with the $ (Payments) icon.
More on QuoteCloud and PayPal
Four use cases, then 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.
- Act on PayPal payments with ZapierDocument Part Paid and Document Paid start Zaps that log the payment, tell the team and update your books.
- 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.
Your terms, on every document.
Start a free 14-day trial and set the PayPal payment that fits your next quote.