Getting started with QuoteCloud

Create the ServiceM8 job when the deposit is paid

A signature says yes. A deposit says book it. Start the Zap from the payment, and the Work Order job appears in ServiceM8 only once the client has paid in the quote.

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Set a deposit on the QuoteCloud quote, as a percentage or a fixed amount, and connect Stripe or PayPal (QuoteCloud Payments, Essentials and up). The client signs, then pays in the same document. A Zap on QuoteCloud's Document Part Paid trigger then runs ServiceM8's Create Job with Job Status Work Order, so only paid jobs reach the job list.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Harrowfield Fire & Security's CCTV quote HF-Q-1342 for Brightwater Bakery: the 8-camera package, installation and extra storage, $5,890.00 plus tax, signed by Tessa Lund with the $1,943.70 deposit paid through Stripe. In front, an illustration of ServiceM8 job 1290 at Work Order, created by a Zap when the deposit was paid, purchase order number HF-Q-1342.

Why wait for the deposit before the job exists?

Harrowfield Fire & Security orders cameras and recorders for each install, so a job isn't real until the deposit is in. When Wren Halloran in the office created jobs from signed quotes, a few sat at Work Order for a week while she chased payment, cluttering the schedule.

Now the job is created by the payment, not the signature. Tessa Lund signed Brightwater Bakery's quote at 6:38 am and paid the 30% deposit straight after, by card, in the same document. Job 1290 was in ServiceM8 at 6:41, and Wren booked the install for Monday before the shop opened.

  • The deposit is set on the quote: a percentage of the total or a fixed amount, paid through Stripe or PayPal after signing.
  • The client doesn't need an account, and pays on the phone they signed on.
  • Unpaid quotes stay in QuoteCloud, where you can see who has signed and who has paid.

How does a paid deposit create the ServiceM8 job?

The same Create Job step as the signing recipe, started by the payment instead.

ZapDeposit paid: Work Order job

  1. When QuoteCloudTriggerDocument Part PaidA payment that leaves a balance, such as the deposit.Passes on
    • Document title
    • Reference
    • Prepared for
    • Recipient email
    • Job address (data item)
  2. Then ServiceM8ActionCreate JobJob Status: Work Order.Mapped in
    • Customer Name
    • Job Status: Work Order
    • Job Address
    • Job Description
    • Purchase Order Number
    • Job Contact First Name
    • Job Contact E-Mail Address
  3. Or SlackAction · optionalSend Channel MessageTell the office to order the kit.Mapped in
    • Channel
    • Message

Jobs paid in full on signing? Use Document Paid instead, or build both Zaps. Don't also run the signing recipe for the same quotes, or you'll get two jobs.

Tessa pays the $1,943.70 deposit at 6:40 am. At 6:41 job 1290 is in ServiceM8 at Work Order, and the install channel has the message.

Result

Only paid jobs reach the ServiceM8 job list. The balance is invoiced from ServiceM8 or your accounting software, as today.

QuoteCloud Payments and the Zapier app: Essentials and up

QuoteCloud for fire & security businesses

Paid in the quote, booked in ServiceM8

HF-Q-1342, signed with the deposit paid, beside the job the payment created.

Harrowfield Fire & SecuritySecurity quote HF-Q-1342 Sample · fictional business

Choose your camera package

Accept, sign and pay the deposit

Tessa Lund · Owner, Brightwater Bakery

Signed online · Thu 22 Oct, 6:40 am

Deposit to book the install (30%)

$1,943.70

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Tessa chose 8 cameras, signed and paid the 30% deposit through Stripe.

Zap

  1. Document Part Paid
  2. Create Job
Jobs · Work OrderHarrowfield Fire & Security Illustration · sample data

Job · ID 1290Brightwater Bakery · CCTV3 Mill Street

  1. Quote
  2. Work Order
  3. Completed
Status
Work Order
Customer
Brightwater Bakery
Job address
3 Mill Street
Job description
CCTV for the shop, bakehouse and rear lane · HF-Q-1342 deposit paid
Purchase order no.
HF-Q-1342
Job contact
Tessa Lund

Job diary

  1. Install booked for Mon 26 OctBy Wren Halloran, officeThu 22 Oct · 8:30 am
  2. Job created at Work OrderDeposit paid on HF-Q-1342Thu 22 Oct · 6:41 am · Added by a Zap

Illustration with sample data: a generic CRM record, not ServiceM8’s screen.

Job 1290 at Work Order, booked for Monday by the office.

The job record is our illustration of a generic job app with sample data, not ServiceM8's screen. Every business here is fictional.

Set up the deposit, then the Zap

Payments first, so the trigger has something to fire on.

  1. Connect Stripe or PayPal

    In QuoteCloud, open Settings, then Users & Roles, Teams, and the team's Payment Settings tab to connect Stripe. Each team can have its own account.

  2. Set the deposit on the template

    Open the template's payment settings (the $ icon) and set the deposit as a percentage or a fixed amount.

  3. Start with Document Part Paid

    In Zapier, choose QuoteCloud's Document Part Paid trigger and load a test quote with a deposit paid.

  4. Create the job

    Add ServiceM8's Create Job with Job Status Work Order, and map the customer, address, description, reference and job contact.

  5. Test, then turn it on

    Pay a small deposit on a test quote at an @example.com address and refund it, check the job in ServiceM8, then switch the Zap on.

Which payment should make the job?

Pick one trigger per kind of quote, so each quote makes one job.

  • The deposit

    Document Part Paid: for installs where you order kit or block out days. The job appears once the deposit is paid.

  • Paid in full

    Document Paid: for smaller jobs paid in full on signing, such as a repair quote paid by card on site.

  • The signature

    Document Signing Complete: when you book on a signature and take payment later. Signed to Work Order.

Book only paid jobs

Payments and the Zapier app are on QuoteCloud's Essentials plan and up. Start a free 14-day trial and test it with a sample quote.

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Questions about deposits and ServiceM8

Can a ServiceM8 job wait until the deposit is paid?

Yes. Start the Zap from QuoteCloud's Document Part Paid trigger instead of a signing trigger, and ServiceM8's Create Job runs only when the client has paid the deposit in the quote. Use Document Paid for quotes paid in full on signing.

How does the client pay the deposit?

In the quote, straight after signing. You connect Stripe or PayPal to QuoteCloud and set the deposit on the document as a percentage or a fixed amount. The client pays by card through Stripe or with PayPal, with no QuoteCloud account. QuoteCloud Payments is on Essentials and up.

Does the payment show in ServiceM8?

Only as far as the Zap writes it: the recipe adds 'deposit paid' and the quote's reference to the new job's description. ServiceM8's Zapier app has no payment or invoice action, so the payment itself stays in QuoteCloud and in Stripe or PayPal.

Will I get two jobs if I also use the signing Zap?

Yes, if both Zaps run on the same quote: each Create Job makes a new job. Use one trigger per kind of quote, or add a filter to each Zap, such as a data item that says whether the job is booked on signature or on deposit.

More ServiceM8 questions

More on QuoteCloud and ServiceM8

Six use cases with the exact Zapier steps, when to quote where, then how to connect and what it costs.

Paid, then booked.

Start a free 14-day trial of QuoteCloud, connect Stripe or PayPal and build the deposit Zap with a test quote.

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