Record QuoteCloud payments in QuickBooks Online
Clients pay deposits and call-out fees inside the QuoteCloud document, through Stripe or PayPal. A Zap records each one in QuickBooks Online: a payment against the invoice, or a sales receipt when the job is paid in full.
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Build Zaps with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Part Paid trigger starts the deposit Zap: QuickBooks Online's Find Invoice finds the invoice by its number and Create Payment records the amount against it. For jobs paid in full, Document Paid starts a Zap that runs Create Sales Receipt.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ambergrove Digital's six-week launch campaign proposal AD-C-0611 for Nadia Rahimi of Pellwood Pilates, $7,128.00 including tax, signed with a 50% deposit of $3,564.00 paid through PayPal. In front, an illustration of the QuickBooks invoice AD-C-0611 with that deposit recorded against it by a Zap, leaving $3,564.00 due.
Why record the deposit in QuickBooks straight away?
Ambergrove Digital takes a 50% deposit when a campaign proposal is signed. Nadia Rahimi signed the Pellwood Pilates launch on Wednesday morning and paid $3,564.00 through PayPal, inside the proposal.
Sam Petrakis looks after Ambergrove's books in QuickBooks Online. Until the deposit is recorded against the invoice, QuickBooks shows the full $7,128.00 owing and the PayPal payout has nothing to match. The Zap records it a minute after Nadia pays.
- The invoice number is the QuoteCloud reference, so Find Invoice finds the right one.
- The payment goes to the account you choose in Deposit To Account, such as the one you use for PayPal payouts.
- Clients pay inside the document with QuoteCloud Payments, through Stripe or PayPal, on Essentials and up.
How do I record a QuoteCloud deposit against the QuickBooks invoice?
Two steps after the trigger. It assumes the invoice exists, so the invoice Zap runs on signing first.
ZapPart paid: payment on the invoice
-
When
QuoteCloudTriggerDocument Part PaidFires when a document is partly paid, such as a deposit on signing.Passes on
- Document reference
- Amount paid
- Payment date
-
Then
Delay by ZapierActionDelay ForA few minutes, so the invoice Zap that runs on signing has created the invoice.Mapped in
- 5 minutes
-
Then
QuickBooks OnlineSearchFind InvoiceBy Invoice Number: the QuoteCloud reference the invoice Zap used.Searches on
- Invoice Number
-
Then
QuickBooks OnlineActionCreate PaymentLinked to the invoice, so its balance drops.Mapped in
- Customer
- Total Amount
- Line Linked Invoice
- Deposit To Account
- Payment Reference Number
-
Or
SlackAction · optionalSend Channel MessageTell the team the campaign is booked.Mapped in
- Channel
- Message
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.
Nadia signs AD-C-0611 at 10:18 am and pays the $3,564.00 deposit through PayPal. The invoice Zap creates invoice AD-C-0611 at 10:19; at 10:21 the payment Zap finds it and records $3,564.00 against it, leaving $3,564.00 due at the end of the campaign.
Result
QuickBooks shows what's really owing the moment the deposit is paid, and the payout has a payment to match.
QuoteCloud's Zapier app and QuoteCloud Payments: Essentials and up
Signing and first payment for agenciesPaid in QuoteCloud, recorded in QuickBooks
The deposit Nadia paid inside the proposal, and the invoice it was recorded against.
Accept, sign and pay
Nadia Rahimi · Founder, Pellwood Pilates
Signed online · Wed 21 Oct 2026
Deposit on signing (50%)
$3,564.00
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Viewed by NadiaTue 20 Oct, 8:05 pm
- Signed by Nadia RahimiWed 21 Oct, 10:18 am
- Deposit paid$3,564.00 through PayPal
Zap
- Document Part Paid
- Find Invoice
- Create Payment
Invoice · No. AD-C-0611Pellwood PilatesNadia Rahimi · nadia.rahimi@example.com
Partly paid| Product/service | Qty | Rate | Amount |
|---|---|---|---|
| Strategy, audiences & trackingMK-STRAT | 1 | $1,400.00 | $1,400.00 |
| Ad creativeMK-AD | 6 | $280.00 | $1,680.00 |
| Campaign management, weeklyMK-MGMT-W | 6 | $300.00 | $1,800.00 |
| Launch landing pageMK-LP | 1 | $1,600.00 | $1,600.00 |
- Subtotal
- $6,480.00
- Tax
- $648.00
- Total
- $7,128.00
- Deposit paid in QuoteCloudWed 21 Oct · PayPal · Added by a Zap
- −$3,564.00
- Balance due
- $3,564.00
History
- Payment $3,564.00 appliedDocument Part Paid · PayPalWed 21 Oct · 10:21 am · Added by a Zap
- Invoice AD-C-0611 createdFrom the signed proposalWed 21 Oct · 10:19 am · Added by a Zap
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.
Paid in full on the spot? Record a sales receipt
Some jobs are paid in full when they're signed, with no invoice to come. Weirbrook's after-hours call-out authority is one: Ben Okoye signed it on the plumber's tablet at 9:52 on Sunday night and paid the $214.50 call-out fee through Stripe.
A second Zap starts on Document Paid, which fires when a document is fully paid, and runs QuickBooks Online's Create Sales Receipt: the customer found by name and email, the paid lines, the reference as the sales receipt number and the account the money goes to.
- Document Paid → Create Sales Receipt, with Find Customer by Name/Email.
- Line Item Unit Price is before tax, as QuoteCloud's price is.
- The rest of the night's repair is Weirbrook's own invoice after the job.
Sales receipt · No. WP-E-0988Ben Okoyeben.okoye@example.com
Paid| Product/service | Qty | Rate | Amount |
|---|---|---|---|
| After-hours call-out, first 30 minLAB-AH | 1 | $195.00 | $195.00 |
Lines added by a Zap from the signed quote
- Subtotal
- $195.00
- Tax
- $19.50
- Total
- $214.50
History
- Sales receipt WP-E-0988 created$214.50, paid through StripeSun 18 Oct · 9:53 pm · Added by a Zap
Illustration with sample data: a generic accounting record, not QuickBooks Online’s screen.
Field map for the payment Zaps
| QuickBooks Online: QuickBooks Online field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Zap · Document Part Paid → Find Invoice → Create Payment | |||||
| Invoice Number (Find Invoice) | QuoteCloud to QuickBooks Online | Document reference | Search value | AD-C-0611 |
|
| Customer | QuoteCloud to QuickBooks Online | Customer from Find Invoice | Payment field | Pellwood Pilates |
|
| Total Amount | QuoteCloud to QuickBooks Online | Amount of this payment | Payment field | 3564.00 |
A number, no currency sign. Check it's this payment, not the total paid. |
| Line Linked Invoice | QuoteCloud to QuickBooks Online | Invoice ID from Find Invoice | Payment field | 1187 |
|
| Payment Reference Number | QuoteCloud to QuickBooks Online | Reference + gateway | Payment field | AD-C-0611 · PayPal |
|
| 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 |
|
| Sales Receipt Number | QuoteCloud to QuickBooks Online | Document reference | Sales receipt field | WP-E-0988 |
|
All values are sample data.
Variations on these recipes
Deposit before there's an invoice
If you invoice later, as Larkspur does from an accepted estimate, Create Payment can record the deposit for the customer as an unapplied amount, to apply to the first invoice in QuickBooks.
Refunds
Document Payment Event fires when a payment is received, fails or is refunded. Filter for refunds and run Create Refund Receipt, then check it with your bookkeeper.
Paid in QuickBooks, told in Slack
When the balance is paid against the invoice, QuickBooks' New Paid Invoice can post to Slack or Microsoft Teams.
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.
Get paid in the quote, booked in QuickBooks
QuoteCloud Payments and the Zapier app are on the Essentials plan and up. Start a free 14-day trial and test the payment Zap with a test payment.
Build the deposit Zap in four steps
Invoice on signing first
Run the invoice Zap with the QuoteCloud reference as the Invoice Number.
Start with Document Part Paid
Choose QuoteCloud's Document Part Paid trigger and load a test document with a deposit paid.
Find the invoice, record the payment
Add Find Invoice on the Invoice Number, then Create Payment with the customer, the amount, the linked invoice and your deposit account.
Test, then turn it on
Pay a small test deposit, check the invoice's balance in QuickBooks, then switch the Zap on.
Questions about payments
Can a deposit paid in QuoteCloud be recorded in QuickBooks Online?
Yes, with a Zap. QuoteCloud's Document Part Paid trigger fires when a document is partly paid, such as a deposit on signing. QuickBooks Online's Find Invoice finds the invoice by its number and Create Payment records the amount against it, so the balance due is right.
Does QuoteCloud take payments through QuickBooks Payments?
No. QuoteCloud Payments works with Stripe and PayPal, and the client pays inside the QuoteCloud document. A Zap then records that payment in QuickBooks Online. Payments a client makes against a QuickBooks invoice are handled in QuickBooks itself.
What if the job is paid in full when it's signed?
Record a sales receipt instead of an invoice. QuoteCloud's Document Paid trigger fires when a document is fully paid, and QuickBooks Online's Create Sales Receipt records the customer, the paid lines, the reference and the account the money goes to, in one step.
Are Stripe or PayPal fees recorded too?
Not by these Zaps. They record the amount the client paid. Stripe and PayPal take their fees from your payout, so reconcile the fees the way your bookkeeper does now, for example when matching the payout in QuickBooks.
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.
- 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.
Paid in the quote. Booked in QuickBooks.
Start a free 14-day trial, take a deposit through Stripe or PayPal and record it in QuickBooks Online with one Zap.