What QuoteCloud with QuickBooks Online can and can't do
QuickBooks Online and QuoteCloud meet through Zapier, or through Make if you build your own. Here's what the Zaps on this site do, how the two routes differ and where each one stops.
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QuoteCloud connects to QuickBooks Online through Zapier, with QuoteCloud's Zapier app on Essentials and up, or through Make as a bring-your-own setup. Zaps create invoices or accepted estimates from signed quotes, record payments and sales receipts, and match customers and new products. They don't run both ways at once, follow QuickBooks price changes or take QuickBooks Payments.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Weirbrook Plumbing & Gas's hot water quote WP-2214 with one of three extras ticked by the client. In front, an illustration of the QuickBooks invoice a Zap created from it, with only the lines the client signed for, $6,498.80, the deposit applied and $5,199.04 due.
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Your new system | $4,360 | ||
Heat pump, 270 LRuns on a timer, so it can use your solar
|
1 ea | $4,360 | $4,360.00 |
| Installation · included | $1,363 | ||
Remove & dispose of the old 250 L unit
|
1 job | $260 | $260.00 |
Install labour, plumber & apprentice
|
5 h | $145 | $725.00 |
Tempering valve & fittingsHot water to bathrooms at 50 °C
|
1 ea | $210 | $210.00 |
Isolation valve & copper connections
|
1 set | $168 | $168.00 |
| Extras · tick what you'd like Tick to add | |||
Safe tray & overflow to outsideRecommended where the unit is near the house
|
1 ea | $185 | $185.00 |
Relocate to the side wallNew pipework, about 4 m
|
1 job | $540 | $540.00 |
Electrical isolatorBy our licensed electrician partner
|
1 ea | $240 | $240.00 |
- Subtotal
- $5,908.00
- Tax (10%)
- $590.80
- Total
- $6,498.80
- Plus, monthly
- $0.00/mo
- Deposit to book the install (20%)
- $1,299.76
Invoice · No. WP-2214Leah & Marcus Odellleah.odell@example.com
Partly paidCustomer found by a Zap
| Product/service | Qty | Rate | Amount |
|---|---|---|---|
| Heat pump, 270 LHW-HP-270 | 1 | $4,360.00 | $4,360.00 |
| Remove & dispose of old unitHW-REMOVE | 1 | $260.00 | $260.00 |
| Plumber & apprenticeLAB-PL | 5 | $145.00 | $725.00 |
| Tempering valve & fittingsFIT-TMV-15 | 1 | $210.00 | $210.00 |
| Isolation valve & connectionsFIT-ISO | 1 | $168.00 | $168.00 |
| Safe tray & overflowFIT-ST | 1 | $185.00 | $185.00 |
Lines added by a Zap from the signed quote
- Subtotal
- $5,908.00
- Tax
- $590.80
- Total
- $6,498.80
- Deposit paid in QuoteCloudTue 20 Oct · card through Stripe · Added by a Zap
- −$1,299.76
- Balance due
- $5,199.04
Illustration with sample data: a generic accounting record, not QuickBooks Online’s screen.
What can the QuickBooks Zaps do?
Five jobs, each built with QuoteCloud's Zapier app on Essentials and up, plus the alerts you add to them.
Invoices from signed quotes
Document Signing Complete, Find or Create Customer, then Create Invoice with the signed lines and the signed PDF attached.
Quote to invoiceAccepted estimates
Document Signing Complete, then Create Estimate with its status set to accepted, for jobs invoiced in stages.
EstimatesPayments and receipts
Document Part Paid, Find Invoice, then Create Payment; or Document Paid, then Create Sales Receipt.
Payments & receiptsCustomers and contacts
New contacts found or created as customers, and new customers as contacts, one Zap each way.
CustomersNew products
New Product, then Find or Create Product, matched on the SKU in the QuoteCloud product library.
Products & servicesAlerts
Send Channel Message in Slack or Microsoft Teams from any of these Zaps, or when QuickBooks marks an invoice paid.
Slack alerts
Zapier or Make: which route suits you?
Both reach the same QuoteCloud events and actions. The difference is how much you build yourself.
Zapier: QuoteCloud's Zapier app
Ready-made QuoteCloud triggers, actions and searches, such as Document Signing Complete and Find or Create Product, beside QuickBooks Online's own Zapier app. Essentials and up.
Connect it, step by stepMake: bring your own
Connect Make to QuoteCloud with Make's built-in OAuth, then call QuoteCloud's API or Zapier endpoints from a scenario, beside Make's own QuickBooks modules. There's no ready-made QuoteCloud app on Make, so you design each step. API access is on Essentials and up.
Make questions, answered
Where does it stop?
None of these are bugs. Knowing them up front saves an afternoon of testing, and a conversation with your bookkeeper.
Nothing moves without a Zap
There's no native connection on any plan: QuickBooks hears about a signed quote only when a Zap or a Make scenario tells it.
Each Zap runs one way
From its trigger to its steps. Editing an invoice in QuickBooks doesn't change the signed quote; revise the quote in QuoteCloud if the job changes.
Price changes don't follow
QuickBooks' Zapier app triggers on new items, not changed ones. Re-import after a price review, or price in QuoteCloud and push changes out.
No QuickBooks Payments
Clients pay inside QuoteCloud through Stripe or PayPal. Zaps record those payments; payments against QuickBooks invoices stay in QuickBooks.
Tax is QuickBooks' call
QuickBooks applies tax through its own settings and codes. Map rates before tax, choose the code and check a test invoice's total.
A Zap doesn't tick options
The client ticks optional items and signs. Zaps copy what was signed; they never tick options, pick content blocks or edit a signed quote.
Try it with your own books
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build your first QuickBooks Zap with a test customer.
What we haven't confirmed yet
QuoteCloud's Zapier trigger carries the line items, totals and signer details. We haven't tested how those line items arrive in every Zap, row by row or as text, so the recipes tell you to check your test data and fall back to Formatter by Zapier or one summary line.
For Make, the per-document fee isn't stated either way; it's confirmed for documents created through Zapier or the API. None of the QuickBooks recipes on this site creates a QuoteCloud document, so it doesn't arise for them.
- What the Zapier route costs.
- Connect it, step by step.
- Book a demo to talk through your books.
Questions about the limits
Do QuoteCloud and QuickBooks Online stay in step by themselves?
Only in the ways you build. Each Zap runs one way when its trigger fires: a signed quote can create an invoice, a deposit can become a payment, and a new QuickBooks customer or item can come back to QuoteCloud. Only the fields you map move, and only for the events you choose.
If I edit the invoice in QuickBooks, does the quote change?
No. The signed quote stays as the client signed it. If the job changes, revise the quote in QuoteCloud and have the client sign the new version; then update the invoice in QuickBooks, by hand or with a Zap on the new signature.
Can a Zap tick optional items or choose content blocks?
No. The client ticks the options they want before signing, and the Zaps copy what was signed. A Zap never ticks options, chooses content blocks or edits a signed quote, so the invoice matches what the client agreed to.
Is there a fee for every Zap?
No. The per-document fee of US$2.00, $1.80 or $1.60 by volume applies to documents created through Zapier or the API. The QuickBooks Zaps on this site create invoices, estimates, payments, customers, contacts and products, not QuoteCloud documents.
Is there a QuoteCloud app on Make?
No ready-made app, but Make works with QuoteCloud. It's a bring-your-own model: you add the connection with Make's built-in OAuth and call QuoteCloud's API or Zapier endpoints in your scenarios, beside Make's own QuickBooks modules, so you choose every step. These pages show each recipe as a Zap.
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.
- 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 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.
Know the limits, then build.
Start a free 14-day trial of QuoteCloud and build your first QuickBooks Online Zap with a test customer.
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