Connect QuickBooks Online to QuoteCloud, signed to booked
Sign the quote in QuoteCloud and the invoice or estimate is in QuickBooks Online, with the deposit recorded, the customer matched and the signed PDF attached, all through QuoteCloud's Zapier app. Teams that build their own can use Make.
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- Building QuoteCloud since 2013
QuoteCloud connects to QuickBooks Online through QuoteCloud's Zapier app, on the Essentials plan and up. When every signer has signed, a Zap can find the customer and create the QuickBooks invoice or an accepted estimate with the signed lines, then record the deposit as a payment. Make works too, as a bring-your-own setup. Each Zap runs one way.
Last reviewed by the QuoteCloud team
Illustration with sample data: on the left a generic QuickBooks Online invoice record; on the right Weirbrook Plumbing & Gas's hot water quote WP-2214 for Leah and Marcus Odell; a thread joins them (Zapier). Six jobs play in turn, the data riding the thread: 1, Products: the heat pump added to Products and Services is found or created in QuoteCloud's product library by its SKU (New Product then Find or Create Product). 2, Customer: Leah and Marcus sign, and the Zap finds them as a QuickBooks customer instead of adding a duplicate (Document Signing Complete then Find or Create Customer). 3, Invoice: the same Zap creates invoice WP-2214 with the six signed lines, $6,498.80 including tax (Create Invoice). 4, Attach: the signed PDF is attached to the invoice (Generate or Fetch Document PDF Link then Attach File(s) or Note). 5, Deposit: the $1,299.76 deposit paid through Stripe is recorded against the invoice (Document Part Paid then Create Payment), leaving $5,199.04 due. 6, Notify: when the balance is paid in QuickBooks, the team hears in Slack or Microsoft Teams (New Paid Invoice then Send Channel Message). It ends on the paid invoice beside the signed quote.
What can QuoteCloud put in your QuickBooks books?
Five jobs, in the order your books see them. Each is a Zap and links to the recipe that builds it, with the exact Zapier steps.
-
Invoice
When every signer has signed, the customer is found and the invoice is created with the signed lines and the signed PDF attached.
- Document Signing Complete
- Create Invoice
-
Estimate
For staged jobs, the signed proposal becomes an accepted estimate instead, ready to invoice stage by stage in QuickBooks.
- Document Signing Complete
- Create Estimate
-
Payment
A deposit paid in QuoteCloud becomes a payment on the invoice; a job paid in full becomes a sales receipt.
- Document Part Paid
- Create Payment
-
Customers
New QuoteCloud contacts are found or created as customers, and new customers are added to QuoteCloud.
- New Contact Created
- Find or Create Customer
-
Products
New Products and Services items are found or created in the QuoteCloud product library, on the same SKU.
- New Product
- Find or Create Product
Every Zap runs one way, from its trigger to its steps, so two directions means two Zaps. The same jobs can be built in Make, bring your own. See what it can and can't do.
Signed in QuoteCloud, invoiced in QuickBooks Online
The recipe QuickBooks users build first: nobody retypes the quote, and the invoice carries the signed copy.
ZapSigning complete: customer, invoice, signed PDF
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed, with the line items, totals and signers.Passes on
- Signer email
- Document reference
- Line items
-
Then
QuickBooks OnlineSearchFind or Create CustomerSearches on the email, so a returning customer isn't duplicated.Searches on
- Search Value: email
- Full Name
-
Then
QuickBooks OnlineActionCreate InvoiceMapped in
- Customer
- Invoice Number
- Lines: description, quantity, rate
- Tax
-
Then
QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
- Document Number
-
Then
QuickBooks OnlineActionAttach File(s) or NoteMapped in
- File (the PDF link)
- The invoice
-
Or
SlackAction · optionalSend Channel MessageTell the office it's invoiced.Mapped in
- Channel
- Message
Leah and Marcus Odell sign Weirbrook's hot water quote on Tuesday evening and pay the deposit. A minute later invoice WP-2214 is in QuickBooks Online with the six lines they signed for, $6,498.80 including tax, and the signed PDF attached.
Result
The invoice matches the signed quote line for line, without Yasmin rekeying it the next morning.
QuoteCloud's Zapier app: Essentials and up
Build the quote-to-invoice Zap QuoteCloud for plumbing businessesThe quote they signed, the invoice you keep
The signed quote in QuoteCloud, and the QuickBooks invoice the Zaps created from it.
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Your new system | $4,360 | ||
Heat pump, 270 LRuns on a timer, so it can use your solar
|
1 ea | $4,360 | $4,360.00 |
| Installation · included | $1,363 | ||
Remove & dispose of the old 250 L unit
|
1 job | $260 | $260.00 |
Install labour, plumber & apprentice
|
5 h | $145 | $725.00 |
Tempering valve & fittingsHot water to bathrooms at 50 °C
|
1 ea | $210 | $210.00 |
Isolation valve & copper connections
|
1 set | $168 | $168.00 |
| Extras · tick what you'd like Tick to add | |||
Safe tray & overflow to outsideRecommended where the unit is near the house
|
1 ea | $185 | $185.00 |
Relocate to the side wallNew pipework, about 4 m
|
1 job | $540 | $540.00 |
Electrical isolatorBy our licensed electrician partner
|
1 ea | $240 | $240.00 |
- Subtotal
- $5,908.00
- Tax (10%)
- $590.80
- Total
- $6,498.80
- Plus, monthly
- $0.00/mo
- Deposit to book the install (20%)
- $1,299.76
Sign and book the install
2 of 2 signed
- Leah OdellHomeowner SignedTue 20 Oct 2026
- Marcus OdellHomeowner SignedTue 20 Oct 2026
Deposit to book the install (20%)
$1,299.76
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Zap
- Document Signing Complete
- Find or Create Customer
- Create Invoice
- Attach File(s) or Note
Invoice · No. WP-2214Leah & Marcus Odellleah.odell@example.com
Partly paidCustomer found by a Zap
| Product/service | Qty | Rate | Amount |
|---|---|---|---|
| Heat pump, 270 LHW-HP-270 | 1 | $4,360.00 | $4,360.00 |
| Remove & dispose of old unitHW-REMOVE | 1 | $260.00 | $260.00 |
| Plumber & apprenticeLAB-PL | 5 | $145.00 | $725.00 |
| Tempering valve & fittingsFIT-TMV-15 | 1 | $210.00 | $210.00 |
| Isolation valve & connectionsFIT-ISO | 1 | $168.00 | $168.00 |
| Safe tray & overflowFIT-ST | 1 | $185.00 | $185.00 |
Lines added by a Zap from the signed quote
- Subtotal
- $5,908.00
- Tax
- $590.80
- Total
- $6,498.80
- Deposit paid in QuoteCloudTue 20 Oct · card through Stripe · Added by a Zap
- −$1,299.76
- Balance due
- $5,199.04
Attachments
- WP-2214 signed.pdf
Illustration with sample data: a generic accounting record, not QuickBooks Online’s screen.
The invoice is our illustration of a generic accounting record with sample data, not QuickBooks Online's screen. Every business here is fictional.
Try it with your own books
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build your first Zap with a test customer.
What moves between QuickBooks Online and QuoteCloud?
What was signed and paid goes to the books. Customers and products can come back the other way.
From the signed quote to the books
The customer, the lines the client signed for, the tax, the reference as the invoice or estimate number, the signed PDF and each payment taken in QuoteCloud.
The full field mapFrom QuickBooks back to QuoteCloud
New customers as QuoteCloud contacts, and new Products and Services items in the QuoteCloud product library, matched on the SKU.
Products and ServicesWhat stays with people
The client ticks options and signs; your team sends the quote and checks the books. A Zap never ticks options, picks content blocks or edits a signed quote.
What it can and can't do
Zapier or Make: how do you want to build it?
There's no native QuickBooks Online connection on any plan. Both routes reach the same QuoteCloud events and actions.
Zapier: QuoteCloud's Zapier app
Ready-made QuoteCloud triggers, actions and searches beside QuickBooks Online's own Zapier app: the recipes on this site. Essentials and up. None of these recipes creates a QuoteCloud document, so none carries the per-document fee.
Connect it, step by stepMake: bring your own
Connect Make to QuoteCloud with Make's built-in OAuth, then call QuoteCloud's API or Zapier endpoints from a scenario, beside Make's own QuickBooks modules. No ready-made QuoteCloud app on Make: you design each step.
Compare the routes
Every recipe, set-up guide and answer
Five use cases built with the exact Zapier steps, then how to connect, which fields to map, the limits and the cost.
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Turn signed quotes into QuickBooks invoicesWhen every signer has signed, a Zap finds the customer and creates the QuickBooks invoice, with the signed PDF attached.Explore
-
Accepted quotes as QuickBooks estimatesFor staged jobs: the signed proposal becomes an accepted QuickBooks estimate, ready to invoice stage by stage.Explore
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Record QuoteCloud payments in QuickBooksDeposits paid in QuoteCloud become payments on the invoice; jobs paid in full become sales receipts.Explore
- Keep QuickBooks customers and QuoteCloud contacts matchedNew QuoteCloud contacts found or created as QuickBooks customers, and new customers added to QuoteCloud.
- QuickBooks Products and Services and the QuoteCloud product libraryAdd new QuickBooks items to the QuoteCloud product library by SKU, and know where the two lists differ.
- Connect QuickBooks Online to QuoteCloud, step by stepCheck the plans, connect QuoteCloud and QuickBooks Online in Zapier, build the invoice Zap and test it.
- QuoteCloud to QuickBooks Online field mapEvery field the QuickBooks Zaps on this site pass, which way it travels and a sample value.
- Test and troubleshoot the QuickBooks ZapsTest with a sample customer, then fix the usual problems: duplicate customers, tax that doesn't match, no invoice found.
- What QuoteCloud with QuickBooks Online can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the QuickBooks Online connection costsEssentials and up for Zapier. None of the recipes here creates a QuoteCloud document, so none carries the per-document fee.
- FAQAnswers to the questions bookkeepers and owners ask before connecting QuoteCloud and QuickBooks Online.
QuickBooks Online questions, answered
How does QuoteCloud connect to QuickBooks Online?
Through QuoteCloud's Zapier app, with no code to write. Each Zap starts from one event, such as a QuoteCloud document being signed or a new QuickBooks product, and runs steps in the other app. A Zap runs one way, so you build one Zap for each job, such as creating invoices or recording deposits.
Is there a native QuickBooks Online integration?
No. QuoteCloud has no native QuickBooks Online connection on any plan. It connects through Zapier, with QuoteCloud's Zapier app on Essentials and up, or through Make as a bring-your-own setup with QuoteCloud's API. Every recipe on this site is a Zap you build and switch on.
Can a signed quote become a QuickBooks invoice automatically?
Yes, with a Zap. QuoteCloud's Document Signing Complete trigger fires once every signer has signed and carries the line items, totals and signers. QuickBooks Online's Find or Create Customer finds the customer, and Create Invoice creates the invoice with the lines you map.
Does the QuickBooks connection carry the per-document fee?
No, not for the recipes on this site. The fee of US$2.00, $1.80 or $1.60 by volume is for documents created through Zapier or the API. These Zaps create QuickBooks invoices, estimates, payments and customers, and QuoteCloud contacts and products, not QuoteCloud documents.
Can we use Make instead of Zapier with QuickBooks Online?
Yes, as a bring-your-own setup. QuoteCloud has no ready-made app on Make: you connect Make to QuoteCloud with Make's built-in OAuth connection, then call QuoteCloud's API or Zapier endpoints from your scenario, beside Make's own QuickBooks modules. API access is on Essentials and up.
Signed in QuoteCloud. Booked in QuickBooks.
Start a free 14-day trial of QuoteCloud, connect QuickBooks Online through Zapier and build your first Zap with a test customer.