Which QuoteCloud fields go where in QuickBooks Online
Every value the Zaps on this site pass between QuoteCloud and QuickBooks Online, which way it travels and a sample value, grouped by Zap.
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The QuickBooks Zaps pass the signer's email and name to the customer, the reference to the invoice or estimate number, each signed line's description, quantity and pre-tax rate to the invoice lines, and the amount paid to a payment. Back the other way, new customers become QuoteCloud contacts and new items become products, matched on email and SKU.
Last reviewed by the QuoteCloud team
An illustration of the QuickBooks invoice WP-2214 for Leah and Marcus Odell that a Zap created from Weirbrook Plumbing & Gas's signed quote: six lines with their SKUs, quantities and rates, $5,908.00 plus $590.80 tax, $6,498.80, a $1,299.76 deposit applied, $5,199.04 due, and the signed PDF attached. Lines, payment and attachment are marked as added by a Zap.
Which fields go where?
Arrows point the way the value travels. Each group is one Zap on this site.
| QuickBooks Online: QuickBooks Online field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap · Document Signing Complete → Find or Create Customer → Create Invoice | |||||
| Search Value (Find or Create Customer) | QuoteCloud to QuickBooks Online | Signer email | Search value | leah.odell@example.com |
Or the company name for business customers. |
| Full Name | QuoteCloud to QuickBooks Online | Prepared for | Customer field | Leah & Marcus Odell |
Used only when the customer is new. |
| Invoice Number | QuoteCloud to QuickBooks Online | Document reference | Invoice field | WP-2214 |
|
| Description · Quantity · Rate | QuoteCloud to QuickBooks Online | Line items: label, quantity, price | Invoice field | Heat pump, 270 L · 1 · $4,360.00 |
|
| Product/Service | QuoteCloud to QuickBooks Online | Line item SKU, via Find Products | Invoice field | HW-HP-270 |
Optional. |
| Tax | QuoteCloud to QuickBooks Online | Fixed value: your tax code | Invoice field | Tax 10% |
|
| File (Attach File(s) or Note) | QuoteCloud to QuickBooks Online | PDF link (Generate or Fetch Document PDF Link) | WP-2214 signed.pdf |
Short-lived: same Zap. | |
| Zap · Document Signing Complete → Create Estimate | |||||
| Estimate number | QuoteCloud to QuickBooks Online | Document reference | Estimate field | LG-2431 |
|
| Line description · quantity · rate | QuoteCloud to QuickBooks Online | Line items: label, quantity, price | Estimate field | Buffalo turf, m² · 48 · $26.00 |
|
| Transaction Status | QuoteCloud to QuickBooks Online | Fixed value | Estimate field | Accepted |
|
| Zap · Document Part Paid → Find Invoice → Create Payment | |||||
| Invoice Number (Find Invoice) | QuoteCloud to QuickBooks Online | Document reference | Search value | AD-C-0611 |
|
| Total Amount | QuoteCloud to QuickBooks Online | Amount of this payment | Payment field | 3564.00 |
|
| Line Linked Invoice | QuoteCloud to QuickBooks Online | Invoice ID from Find Invoice | Payment field | 1187 |
|
| Deposit To Account | QuoteCloud to QuickBooks Online | Fixed value | Payment field | PayPal clearing (sample) |
|
| Zap · Document Paid → Create Sales Receipt | |||||
| Find Customer by Name/Email | QuoteCloud to QuickBooks Online | Signer email | Search value | ben.okoye@example.com |
|
| Product/Service · Quantity · Unit Price | QuoteCloud to QuickBooks Online | Line items: label, quantity, price | Sales receipt field | After-hours call-out · 1 · $195.00 |
|
| Zaps · New Contact Created ⇄ New Customer | |||||
| Search Value (Find or Create Customer) | QuoteCloud to QuickBooks Online | Company Name | Search value | Kinroy Outdoor Co. |
|
| Primary email | QuickBooks Online to QuoteCloud | Email Address (Find or Create Contact) | Contact field | nadia.rahimi@example.com |
|
| Customer ID | QuickBooks Online to QuoteCloud | Company Account Reference | Contact field | 77 |
Optional. |
| Zap · New Product → Find or Create Product | |||||
| SKU | QuickBooks Online to QuoteCloud | Product SKU | Search value | PL-KP140 |
|
| Name · Sales price · Category | QuickBooks Online to QuoteCloud | Product Short Name · Price · Folder Name | Library product | Kangaroo paw, 140 mm pot · 19.00 · Planting |
|
All values are sample data. Field names on the QuoteCloud side are written in plain words: check your Zap's test data for the exact labels.
The one field every return Zap needs
Zaps that start in QuoteCloud after the invoice exists, such as the deposit Zap, have to find the invoice in QuickBooks. QuickBooks' Find Invoice searches by invoice number, ID or date, so the simplest key is the QuoteCloud reference used as the Invoice Number.
Set it once in the invoice Zap, with Auto Generate Invoice Number off. If your books must keep QuickBooks' own numbering, put the reference in the invoice message and keep a lookup instead, and test it well.
Where the reference is used againInvoice · No. WP-2214Leah & Marcus Odellleah.odell@example.com
Partly paidCustomer found by a Zap
Attachments
- WP-2214 signed.pdf
History
- Payment $1,299.76 appliedThe deposit, paid through StripeTue 20 Oct · 7:14 pm · Added by a Zap
- Attachment added: WP-2214 signed.pdfTue 20 Oct · 7:13 pm · Added by a Zap
- Invoice WP-2214 created6 lines · $6,498.80Tue 20 Oct · 7:13 pm · Added by a Zap
- Customer found: Leah & Marcus OdellFind or Create Customer, on the emailTue 20 Oct · 7:13 pm · Added by a Zap
Illustration with sample data: a generic accounting record, not QuickBooks Online’s screen.
Field types to watch
Money
Rate, Unit Price and Total Amount want numbers without a currency sign, and rates before tax.
Tax
QuickBooks applies tax through its own settings and codes. Pick the code you charge and compare a test total with the quote's.
Dates
Invoice, estimate and payment dates want a date. Check the signed or paid date's format in the test data before mapping it.
Lines
Map the line items as lines, not as one block of text. If they arrive as text, use Formatter by Zapier or one summary line.
Map your own fields
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and map a test quote into a test invoice.
Field map questions
Which QuoteCloud fields can go to a QuickBooks invoice?
The signer's email and name for the customer, the document reference for the invoice number, and each signed line's description, quantity and price for the invoice lines. QuoteCloud's Document Signing Complete trigger carries the line items, totals and signer details for the Zap to map.
How does a later Zap find the right QuickBooks invoice?
By its number. QuickBooks Online's Find Invoice searches by invoice number, ID or date, so use the QuoteCloud reference as the Invoice Number in the invoice Zap. The deposit Zap then searches on the same reference.
Should the rate include tax?
No. QuickBooks' Rate and Unit Price fields are before tax, as QuoteCloud's prices are. Choose the tax code you charge on the invoice and compare a test invoice's total with the signed quote's before you switch the Zap on.
Can data items from the quote go to QuickBooks?
Yes, as text in fields you map, such as the invoice message or a private note, if your Zap's test data shows them. Custom data items are on Essentials and up. Check the trigger's test data before relying on any one of them.
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.
- Connect QuickBooks Online to QuoteCloud, step by stepCheck the plans, connect QuoteCloud and QuickBooks Online in Zapier, build the invoice Zap and test it.
- 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.
Typed once, in the quote.
Start a free 14-day trial, sign a test quote and map it into a QuickBooks Online invoice with one Zap.