Turn signed quotes into QuickBooks Online invoices
When the last signer signs, one Zap finds the customer in QuickBooks Online, creates the invoice with the lines they signed for and attaches the signed PDF, so nobody types the quote twice.
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- Building QuoteCloud since 2013
Build a Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Signing Complete trigger starts it with the line items, totals and signers. QuickBooks Online's Find or Create Customer finds the customer, Create Invoice creates the invoice with the lines you map, and Attach File(s) or Note adds the signed PDF.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Weirbrook Plumbing & Gas's hot water quote WP-2214 for Leah and Marcus Odell: a 270 L heat pump, installation and a safe tray, $6,498.80 including tax, signed by both. In front, an illustration of the QuickBooks invoice WP-2214 a Zap created from it: the customer found, the six signed lines and the signed PDF attached, $6,498.80 open.
Why invoice from the signed quote, not from memory?
Weirbrook Plumbing & Gas quotes hot water replacements in QuoteCloud and keeps its books in QuickBooks Online. Before the Zap, Yasmin Lowe in the office retyped each signed quote as an invoice the next morning, and the extras clients ticked were easy to miss.
Leah and Marcus Odell's quote had three extras; they ticked one, the safe tray. With the Zap, the invoice has exactly the lines they signed for and the signed copy is attached to it.
- The Zap waits for every signer, so a half-signed quote is never invoiced.
- The QuoteCloud reference becomes the invoice number, so the payment Zap can find the invoice later.
- The PDF link is short-lived, so the file is attached in the same Zap, never saved as a link.
How do I create a QuickBooks invoice from a signed QuoteCloud quote?
Four steps, one Zap. Every name is the exact event you pick in Zapier.
ZapSigning complete: customer, invoice, signed PDF
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed, with the line items, totals and signers.Passes on
- Signer email
- Prepared for
- Document reference
- Line items
-
Then
QuickBooks OnlineSearchFind or Create CustomerSearches on the signer's email; creates the customer only when there's no match.Searches on
- Search Field: Email
- Search Value
- Full Name
-
Then
QuickBooks OnlineActionCreate InvoiceLine item support: one invoice line per signed line.Mapped in
- Customer (the ID found)
- Invoice Number: the reference
- Description, Quantity, Rate
- Tax
-
Then
QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
- Document Number
-
Then
QuickBooks OnlineActionAttach File(s) or NoteMapped in
- Attachment Type: file
- File (the PDF link)
- The invoice
-
Or
QuickBooks OnlineAction · optionalSend InvoiceOnly if you invoice straight away; most trades send it after the job.Mapped in
- Invoice ID
The same job can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud reads the signed document through QuoteCloud's API, and Make's own QuickBooks modules create the customer and invoice.
Leah and Marcus Odell sign WP-2214 on Tuesday at 7:12 pm and pay the $1,299.76 deposit. At 7:13 the Zap finds them as a QuickBooks customer, creates invoice WP-2214 with six lines, $6,498.80 including tax, and attaches WP-2214 signed.pdf.
Result
Every fully signed quote is an invoice within a minute, matching what the client signed for, with the signed copy on it.
QuoteCloud's Zapier app: Essentials and up
Hot water quotes for plumbersSigned in QuoteCloud, invoiced in QuickBooks
The quote the Odells signed, and the invoice the Zap created a minute later.
Sign and book the install
2 of 2 signed
- Leah OdellHomeowner SignedTue 20 Oct 2026
- Marcus OdellHomeowner SignedTue 20 Oct 2026
Deposit to book the install (20%)
$1,299.76
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Sent to Leah and Marcus OdellMon 19 Oct, 4:20 pm · by Yasmin Lowe
- Viewed by LeahTue 20 Oct, 6:51 pm
- Safe tray ticked, signed by bothTue 20 Oct, 7:12 pm · 2 of 2
- Deposit paid$1,299.76 by card through Stripe
Zap
- Document Signing Complete
- Find or Create Customer
- Create Invoice
- Attach File(s) or Note
Invoice · No. WP-2214Leah & Marcus Odellleah.odell@example.com
OpenCustomer found by a Zap
Attachments
- WP-2214 signed.pdf
History
- 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.
The invoice 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 invoice Zap
| QuickBooks Online: QuickBooks Online field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Search Value (Find or Create Customer) | QuoteCloud to QuickBooks Online | Signer email | Search value | leah.odell@example.com |
Full Name from Prepared for, used only if the customer is new. |
| Customer (Create Invoice) | QuoteCloud to QuickBooks Online | ID from Find or Create Customer | Invoice field | 112 |
|
| Invoice Number | QuoteCloud to QuickBooks Online | Document reference | Invoice field | WP-2214 |
Turn Auto Generate Invoice Number off for this. |
| Description · Quantity · Rate | QuoteCloud to QuickBooks Online | Line items: label, quantity, price | Invoice field | Plumber & apprentice · 5 · $145.00 |
Rate is before tax, as QuoteCloud's price is. |
| Product/Service | QuoteCloud to QuickBooks Online | Line item SKU, via Find Products | Invoice field | LAB-PL |
Optional: only when both lists share SKUs. |
| Tax | QuoteCloud to QuickBooks Online | Your tax code (fixed value) | Invoice field | Tax 10% |
Compare the test invoice's total with the quote. |
| Message Displayed on Invoice | QuoteCloud to QuickBooks Online | Fixed text + document reference | Invoice field | Signed quote WP-2214 |
|
| File (Attach File(s) or Note) | QuoteCloud to QuickBooks Online | PDF link (Generate or Fetch Document PDF Link) | WP-2214 signed.pdf |
Use it in the same Zap: it's short-lived. |
All values are sample data.
Variations on this recipe
An estimate instead of an invoice
For staged work, use Create Estimate and invoice each stage from it in QuickBooks: accepted quotes as estimates.
Lines on your own items
Add Find Products on each line's SKU and map the Product/Service, so sales land on the right QuickBooks items: Products and Services.
Tell the office
Add Send Channel Message for Slack or Microsoft Teams with the invoice number and total.
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.
Invoice every signed quote
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.
Build the invoice Zap in five steps
Start with Document Signing Complete
In Zapier, choose QuoteCloud's Document Signing Complete trigger and load a fully signed test quote as test data.
Find or create the customer
Add QuickBooks Online's Find or Create Customer, searching on the signer's email.
Create the invoice
Add Create Invoice: the customer's ID, the reference as Invoice Number, and each line's description, quantity and rate. Choose the tax code you charge.
Attach the signed PDF
Add Generate or Fetch Document PDF Link, then Attach File(s) or Note on the new invoice.
Test, then turn it on
Sign a test quote sent to @example.com signers, compare the invoice's total with the quote's, then switch the Zap on.
Questions about invoicing signed quotes
Can a signed QuoteCloud quote create a QuickBooks Online 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, and Create Invoice creates the invoice with the lines you map.
Will the invoice include the extras the client didn't tick?
It shouldn't. The client ticks optional items before signing, and the signed total is what they chose, so map the signed line items and check your test data: unticked extras should not be there. A Zap never ticks or unticks options itself.
Will a returning customer be created twice?
Not if you search first. Find or Create Customer looks for the customer, here on the signer's email, and only creates one when nothing matches. Use the same email in QuoteCloud and QuickBooks, or search on the company name for business customers.
Does the invoice Zap carry a QuoteCloud document fee?
No. The Zap reads a signed document and creates a QuickBooks invoice; it doesn't create a QuoteCloud document. 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 Zapier app is on Essentials and up.
More on QuoteCloud and QuickBooks Online
Five use cases with the exact Zapier steps, then how to connect, test and what it costs.
- 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.
- 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.
Signed once, invoiced right.
Start a free 14-day trial and turn every signed QuoteCloud quote into a QuickBooks Online invoice with one Zap.