Getting started with QuoteCloud

QuoteCloud and QuickBooks Online: questions answered

How the connection works, what reaches your books, what comes back to QuoteCloud, and what it costs.

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QuoteCloud connects to QuickBooks Online through QuoteCloud's Zapier app, on the Essentials plan and up, or through Make as a bring-your-own setup. There's no native connection on any plan. Zaps turn signed quotes into invoices or accepted estimates, record deposits as payments, and match customers and new products. They carry no per-document fee.

Last reviewed by the QuoteCloud team

How does the QuickBooks Online connection work?

How does QuoteCloud connect to QuickBooks Online?

Through Zapier, with QuoteCloud's Zapier app on the Essentials plan and up. Each Zap starts from one event, such as a QuoteCloud quote being signed or a new QuickBooks product, and runs steps in the other app. Teams that build their own can use Make instead, with QuoteCloud's API.

Is there a native QuickBooks Online integration?

No. QuoteCloud has no native QuickBooks Online connection on any plan, including Business. Everything on this site runs through Zapier, or through Make as a bring-your-own setup, so each job, such as creating an invoice on signing, is a Zap you build and switch on.

Does it work with QuickBooks Desktop?

This site covers QuickBooks Online, the app the Zapier recipes here use. If you run QuickBooks Desktop, check what your own setup can connect to before you rely on any of these recipes, or book a demo and we'll talk it through.

Can we use Make instead of Zapier?

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.

Invoices, estimates and payments

Can a signed quote become a QuickBooks invoice?

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, Create Invoice creates the invoice and Attach File(s) or Note can add the signed PDF.

Can it create an estimate instead?

Yes. For jobs invoiced in stages, the same trigger can run Create Estimate with the signed lines and its status set to accepted. You then invoice each stage from the estimate in QuickBooks, the way you do now.

How are deposits paid in QuoteCloud recorded?

With a Zap. QuoteCloud's Document Part Paid trigger fires when a deposit is paid; QuickBooks Online's Find Invoice finds the invoice by its number and Create Payment records the amount against it. Jobs paid in full can become sales receipts with Document Paid and Create Sales Receipt.

Does QuoteCloud support QuickBooks Payments?

No. Clients pay inside the QuoteCloud document through Stripe or PayPal, with QuoteCloud Payments on Essentials and up, and a Zap records those payments in QuickBooks Online. Payments clients make against a QuickBooks invoice are handled in QuickBooks.

Customers and products

Will the Zaps create duplicate customers?

Not if they search first. Find or Create Customer creates a customer only when its search finds nothing. Search on the email for households and on the company name for business customers, so two signers at one company stay one customer.

Can our QuickBooks items be used in QuoteCloud quotes?

Yes. Import your items into QuoteCloud's product library once from a CSV, then QuickBooks' New Product trigger can run QuoteCloud's Find or Create Product, matched on the SKU, for each new item. Price changes in QuickBooks don't trigger, so re-import after a price review.

Does information flow both ways?

In the ways you build, not as a copy of everything. Signed quotes and payments go to QuickBooks; new customers and items can come back to QuoteCloud. Each is its own one-way Zap, and editing an invoice in QuickBooks never changes the signed quote.

Plans and cost

Which QuoteCloud plan do I need?

Essentials or higher: Zapier and API access, the product library and QuoteCloud Payments are on Essentials and up. There's no native QuickBooks connection on Business or any other plan, and none of the QuickBooks Zaps on this site needs Business.

Is there a per-document fee for the QuickBooks Zaps?

No. The per-document fee of US$2.00, $1.80 or $1.60 by volume is for documents created through Zapier or the API. The QuickBooks Zaps create invoices, estimates, payments, customers, contacts and products, not QuoteCloud documents. Zapier bills its own plans separately.

Is there a free trial?

Yes. QuoteCloud has a free 14-day trial with no credit card required, so you can connect QuickBooks Online through Zapier and test your Zaps with a sample customer before you choose a plan.

Still deciding?

Start a free 14-day trial of QuoteCloud and build your first QuickBooks Zap with a test customer, or book a demo to talk it through.

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Every use case on this site

  • Quote to invoice

    Document Signing Complete → Find or Create Customer → Create Invoice → Attach File(s) or Note.

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  • Accepted estimates

    Document Signing Complete → Find or Create Customer → Create Estimate, accepted.

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  • Payments and receipts

    Document Part Paid → Find Invoice → Create Payment; Document Paid → Create Sales Receipt.

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  • Customers matched

    New Contact Created → Find or Create Customer; New Customer → Find or Create Contact.

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  • Products and Services

    New Product → Find or Create Product, matched on the SKU.

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  • The limits

    One way per Zap, no QuickBooks Payments, price changes, tax and what we haven't confirmed.

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Still have a question?

Book a demo and we'll walk through your quoting and your books, or start a free 14-day trial and build a Zap yourself.

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