Connect QuickBooks Online to QuoteCloud, step by step
There's nothing to switch on inside QuoteCloud: you connect both apps in Zapier and build one Zap per job. Here's the invoice Zap, from the trigger to a tested invoice.
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- Building QuoteCloud since 2013
Connect QuickBooks Online to QuoteCloud in Zapier, with QuoteCloud's Zapier app on Essentials and up. Create a Zap, choose a trigger such as QuoteCloud's Document Signing Complete, sign in to QuoteCloud and QuickBooks Online, add steps such as Find or Create Customer and Create Invoice, map the fields, test with a sample customer and switch it on.
Last reviewed by the QuoteCloud team
Three illustrative Zap editor panels with sample data, taking turns at the front. Step 1: QuoteCloud's Document Signing Complete trigger; the test found WP-2214, signed by Leah and Marcus Odell. Step 2: QuickBooks Online's Find or Create Customer, searching on the signer's email; it found customer 112, Leah & Marcus Odell. Step 3: QuickBooks Online's Create Invoice, with the customer, the reference as the invoice number and the signed lines; the test created invoice WP-2214, six lines, $6,498.80.
How do I connect QuickBooks Online to QuoteCloud?
Through Zapier, one Zap per job. Here's the invoice Zap; every recipe on this site is built the same way.
Check your plans
QuoteCloud's Zapier app is on Essentials and up. You also need QuickBooks Online and a Zapier plan that covers the tasks your Zaps will run.
Create a Zap, pick the trigger
Choose the app the event happens in, such as QuoteCloud's Document Signing Complete or QuickBooks Online's New Product.
Sign in to both apps
Zapier asks you to connect QuoteCloud and QuickBooks Online the first time you use each. Pick the QuickBooks company your books are in.
Add steps, map fields
Add each step, such as Find or Create Customer then Create Invoice, and map fields from earlier steps. The field map lists them.
Test, then turn it on
Test with a sample customer and an @example.com signer, compare the invoice with the quote, then switch the Zap on.
Step 1: the trigger, and its test data
Choose QuoteCloud, then Document Signing Complete. Zapier fetches a recently signed document as test data.
Check it has what the invoice needs: the signer's email, the document reference and the line items with their quantities and prices. If something's missing, sign a complete test quote and load fresh data.
The full recipe: quote to invoice1QuoteCloudTrigger
Document Signing Complete
- Account
- Weirbrook Plumbing & Gas (QuoteCloud)
- Trigger event
- Document Signing Complete
Test: Found a document: WP-2214, signed by Leah and Marcus Odell
Illustration with sample data, not Zapier’s screen.
Step 2: find the customer before creating one
Choose QuickBooks Online and Find or Create Customer. Search on the signer's email for households, or on the company name for business customers, and give it a full name to use only if nothing matches.
- Searching first is what stops duplicate customers.
- The customer's ID from this step is what Create Invoice needs next.
- More on keeping customers matched.
2QuickBooks OnlineSearch
Find or Create Customer
- Search Field
- Search Value
- 1. Signer email
- Full Name (if creating)
- 1. Prepared for
Test: Found customer 112: Leah & Marcus Odell
Illustration with sample data, not Zapier’s screen.
Step 3: Create Invoice, mapped
Choose Create Invoice. Map the customer's ID from step 2, the QuoteCloud reference as the Invoice Number, and each line's description, quantity and rate from the trigger's line items. The numbers show which step each value comes from.
- Rate is before tax, as QuoteCloud's prices are; choose the tax code you charge.
- Turn Auto Generate Invoice Number off so the reference is used.
- A Zap never edits the signed quote or ticks its options.
3QuickBooks OnlineAction
Create Invoice
- Customer
- 2. ID
- Invoice Number
- 1. Document reference
- Product/Service · Description
- 1. Line items: label
- Quantity · Rate
- 1. Line items: quantity, price
- Tax
- Your tax code
- Message Displayed on Invoice
- Signed quote 1. Document reference
Test: Invoice WP-2214 created: 6 lines, $6,498.80
Illustration with sample data, not Zapier’s screen.
Ready to build your first Zap?
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build the invoice Zap with a test customer.
Can I connect QuickBooks Online through Make instead?
Yes, if your team builds its own. Make is a bring-your-own route: you add a connection 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.
There is no ready-made QuoteCloud app or list of modules on Make, so you design each step yourself. The recipes on this site are shown as Zaps; the same QuoteCloud events and actions are there when you build them in Make.
- API access is on QuoteCloud's Essentials plan and up, like the Zapier app.
- What each route can and can't do.
Before you start
Essentials for Zapier
QuoteCloud's Zapier app and API, the product library and QuoteCloud Payments are on Essentials and up.
A Zapier plan
Zapier bills separately: choose a plan that covers the tasks your Zaps will run each month.
Test records only
A test customer, a test quote and @example.com signers, so nothing reaches a real client or your real books' totals.
Numbers and SKUs first
Decide how invoices are numbered and give the items you quote SKUs, so every Zap can find what it needs.
Set-up questions
Is there a QuickBooks setting inside QuoteCloud?
No. QuoteCloud connects to QuickBooks Online through Zapier, with QuoteCloud's Zapier app on the Essentials plan and up, or through Make as a bring-your-own setup with QuoteCloud's API. There's no native QuickBooks connection on any plan: each job, such as creating invoices or recording deposits, is a Zap you build.
Do I need a developer or a bookkeeper to connect QuickBooks?
No developer: Zapier is built for people who aren't developers. Do involve whoever looks after your books, though: they'll know your invoice numbering, tax codes and the account payments should go to, which are the choices that matter most in these Zaps.
Which accounts should I connect in Zapier?
Connect QuoteCloud with an account that can see the documents and contacts the Zap uses, and QuickBooks Online with a user who can create customers, invoices and payments in the right company. Many teams use a shared admin login so Zaps keep running when someone leaves.
How do I test without touching my real books?
Use a test customer, a test quote and @example.com signers. Zapier tests run against your real apps, so a test of Create Invoice creates a real invoice: void or delete test invoices afterwards, or test in a separate QuickBooks company if you keep one for testing.
More on QuoteCloud and QuickBooks Online
Five use cases with the exact Zapier steps, then how to connect, test and what it costs.
- 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.
- Accepted quotes as QuickBooks estimatesFor staged jobs: the signed proposal becomes an accepted QuickBooks estimate, ready to invoice stage by stage.
- Record QuoteCloud payments in QuickBooksDeposits paid in QuoteCloud become payments on the invoice; jobs paid in full become sales receipts.
- 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.
- 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.
Your first Zap, this afternoon.
Start a free 14-day trial of QuoteCloud, connect QuickBooks Online in Zapier and build the invoice Zap with a test customer.