Keep QuickBooks customers and QuoteCloud contacts matched
QuoteCloud keeps people; QuickBooks Online keeps who you bill. Two Zaps keep them lined up: new QuoteCloud contacts are found or created as customers, and new customers become QuoteCloud contacts, without duplicates.
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- Building QuoteCloud since 2013
Build two Zaps with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's New Contact Created trigger runs QuickBooks Online's Find or Create Customer, searching first so nobody is duplicated. QuickBooks' New Customer trigger runs QuoteCloud's Find or Create Contact, which matches on the exact email. Each Zap runs one way.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ambergrove Digital's QuoteCloud contacts: Daniel Kwan and Elena Marsh of Kinroy Outdoor Co., added in QuoteCloud, and Nadia Rahimi of Pellwood Pilates, created by a Zap from a QuickBooks customer. In front, an illustration of the QuickBooks customer Kinroy Outdoor Co., one customer for the company, with Elena Marsh as the primary contact.
People in QuoteCloud, customers in QuickBooks: what's the difference?
A QuoteCloud contact is a person who receives and signs documents. A QuickBooks Online customer is who you bill: often a company, sometimes a household, with one display name.
Ambergrove Digital sends proposals to two people at Kinroy Outdoor Co., Elena Marsh and Daniel Kwan, but bills one customer, Kinroy Outdoor Co. So when Rina Takahashi adds Daniel in QuoteCloud, the Zap searches on the company name and finds the existing customer instead of creating a second one for Daniel.
- Business customers: search on the company name, which is the customer's display name.
- Households and sole traders: search on the email.
- Keep the QuickBooks customer ID in the contact's Company Account Reference if you want an exact key later.
How do I add new QuoteCloud contacts as QuickBooks customers?
One step after the trigger. Searching first is what stops duplicates.
ZapNew contact: find or create the customer
-
When
QuoteCloudTriggerNew Contact CreatedFires when a contact is added to the QuoteCloud address book.Passes on
- First and last name
- Company Name
- Only if Filter by ZapierFilterOnly continue if the email doesn't end in your own domain, so teammates aren't added as customers.
-
Then
QuickBooks OnlineSearchFind or Create CustomerSearches on the company name; creates the customer only when nothing matches.Searches on
- Search Field: display name
- Search Value: Company Name
- Full Name
- Company
The same job can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own QuickBooks modules.
Rina adds Daniel Kwan, Kinroy Outdoor Co.'s marketing manager, on Thursday morning to send him the content plan. The Zap searches QuickBooks for Kinroy Outdoor Co., finds customer 58 and stops: no duplicate.
Result
One customer per company in QuickBooks, however many people at that company sign in QuoteCloud.
QuoteCloud's Zapier app: Essentials and up
How agencies connect QuoteCloudAnd the other way: new QuickBooks customers as QuoteCloud contacts
A second Zap, for teams whose customers start in QuickBooks.
ZapNew customer: find or create the contact
-
When
QuickBooks OnlineTriggerNew CustomerFires when a customer is added in QuickBooks Online.Passes on
- Primary email
- Given and family name
- Company name
- Customer ID
-
Then
QuoteCloudSearchFind or Create ContactMatches on the exact email; creates the contact only when there's none.Searches on
- Email Address
- First Name
- Last Name
- Company Name
- Company Account Reference: customer ID
Sam Petrakis adds Pellwood Pilates as a customer in QuickBooks before the campaign proposal goes out. The Zap creates Nadia Rahimi as a QuoteCloud contact with the company and customer ID, ready for Rina to send AD-C-0611.
Result
The proposal goes to the same name and email the books use.
QuoteCloud's Zapier app: Essentials and up
Two people, one customer
Ambergrove's contacts in QuoteCloud, and the one Kinroy customer they match in QuickBooks.
Contacts QuoteCloud address book
- Daniel KwanMarketing manager · Kinroy Outdoor Co.daniel.kwan@example.com Added by Rina · matched to the Kinroy customer
- Elena MarshHead of e-commerce · Kinroy Outdoor Co.elena.marsh@example.com Added by Rina · Kinroy's billing contact
- Nadia RahimiFounder · Pellwood Pilatesnadia.rahimi@example.com Created by a Zap from a QuickBooks customer
Zaps
- New Contact Created
- Find or Create Customer
- New Customer
- Find or Create Contact
Customer · No. 58Kinroy Outdoor Co.One customer for the company
History
- Found for Daniel Kwan, no duplicateFind or Create Customer, on the company nameThu 29 Oct · 11:06 am · Added by a Zap
- Customer created: Kinroy Outdoor Co.From Elena Marsh's QuoteCloud contactTue 20 Oct · 3:41 pm · Added by a Zap
Illustration with sample data: a generic accounting record, not QuickBooks Online’s screen.
The customer is our illustration of a generic accounting record with sample data, not QuickBooks Online's screen. Every business here is fictional.
Field map for the customer Zaps
| QuickBooks Online: QuickBooks Online field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap · New Contact Created → Find or Create Customer | |||||
| Search Value | QuoteCloud to QuickBooks Online | Company Name (or email) | Search value | Kinroy Outdoor Co. |
|
| Full Name · Company | QuoteCloud to QuickBooks Online | Company Name | Customer field | Kinroy Outdoor Co. |
For a household, the person's name. |
| First Name · Last Name · Email | QuoteCloud to QuickBooks Online | First name, last name, email | Customer field | Elena Marsh · elena.marsh@example.com |
Used only when the customer is created. |
| Zap · New Customer → Find or Create Contact | |||||
| Primary email | QuickBooks Online to QuoteCloud | Email Address | Contact field | nadia.rahimi@example.com |
QuoteCloud matches on the exact email. |
| Given name · Family name | QuickBooks Online to QuoteCloud | First Name · Last Name | Contact field | Nadia · Rahimi |
|
| Company name | QuickBooks Online to QuoteCloud | Company Name | Contact field | Pellwood Pilates |
|
| Customer ID | QuickBooks Online to QuoteCloud | Company Account Reference | Contact field | 77 |
Optional: an exact key for later Zaps. |
All values are sample data.
Variations and cautions
Don't let the two Zaps chase each other
Both Zaps search before they create, so a customer made by one is found, not copied, by the other. Test both directions with @example.com contacts.
Changes, not just new people
QuoteCloud's Contact Updated and QuickBooks' Updated Customer can run Update Customer or Update Contact. Choose one app as the place details are edited.
Customers on signing only
If you'd rather add customers only when they buy, use Find or Create Customer inside the invoice Zap instead.
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 QuickBooks modules. No ready-made QuoteCloud app on Make.
One customer, however many signers
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the customer Zaps with @example.com contacts.
Build the customer Zaps in four steps
Decide what you match on
Company name for business customers, email for households. Use the same spelling in both apps.
QuoteCloud to QuickBooks
New Contact Created, a Filter for your own domain, then Find or Create Customer on the value you chose.
QuickBooks to QuoteCloud
New Customer, then Find or Create Contact on the email, with the company name and, if you like, the customer ID.
Test both ways
Add a test contact in each app and check each appears once in the other, then switch both Zaps on.
Questions about customers and contacts
Can new QuoteCloud contacts be added to QuickBooks Online as customers?
Yes, with a Zap. QuoteCloud's New Contact Created trigger fires when a contact is added, and QuickBooks Online's Find or Create Customer searches for the customer first and creates one only when nothing matches, so existing customers aren't duplicated.
Two people at the same company sign our quotes. Will that make two customers?
Not if you search on the company name. QuickBooks customers are who you bill, so search Find or Create Customer on the company name, which is the customer's display name. Both people are found as the one company customer; only a new company is created.
Can new QuickBooks customers appear in QuoteCloud?
Yes, with a second Zap. QuickBooks Online's New Customer trigger runs QuoteCloud's Find or Create Contact, which matches on the exact email and creates the contact only when there's none, with the name and company name.
Do the customer Zaps keep both apps identical?
No. Each Zap runs one way and copies only the fields you map, when its trigger fires. To carry later changes, add Zaps on Contact Updated or Updated Customer, and decide which app is where details are edited so the two don't overwrite each other.
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.
- 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.
Billed to the right name, every time.
Start a free 14-day trial and keep QuickBooks Online customers and QuoteCloud contacts matched with two Zaps.