Post every payment to your finance channel in Slack
Clients pay deposits and fees inside the QuoteCloud document. Zaps post each payment, and any that fails, to a private #finance channel, so finance knows before the bank feed does.
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With QuoteCloud Payments and QuoteCloud's Zapier app, both on Essentials and up, Zaps post payments to Slack. Document Part Paid covers deposits, Document Paid covers payment in full, and Document Payment Event covers payments received, failed or refunded. Slack's Send Private Channel Message posts each one to a private finance channel.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ashby Lane Recruitment's fee stages for the Bellbrook Foods CFO search, AL-ES-0412: an engagement fee of 30% paid on signing through Stripe, then shortlist and placement fees invoiced by Ashby Lane. In front, an illustration of a private team chat channel, finance: a Zap's post that the $22,968.00 engagement fee was received through Stripe, a post that a payment on another search, AL-ES-0419 for Corrigan Civil, was not completed, and the finance director's reply.
Why post payments to a finance channel?
Ashby Lane Recruitment's retained searches take the engagement fee on signing: the client pays it through Stripe inside the proposal. The shortlist and placement fees come later, on Ashby Lane's own invoices.
Finance director Anita Kovacs doesn't want to watch QuoteCloud all day, and she shouldn't hear about a failed payment from the partner a week later. A private #finance channel gets each payment as it happens, and anything that went wrong.
- Recipe 1: deposits and part payments, with Document Part Paid.
- Recipe 2: documents paid in full, with Document Paid.
- Recipe 3: payments that fail or are refunded, with Document Payment Event and a filter.
- QuoteCloud's own automated payment reminders keep asking the client; Slack keeps finance informed.
How does a deposit paid in QuoteCloud reach #finance?
One trigger, one post to a private channel.
ZapPart paid: post to finance
-
When
QuoteCloudTriggerDocument Part PaidFires when a document is partially paid, such as a deposit or an engagement fee.Passes on
- Document number
- Document title
- Amount paid
- Owner
-
Then
SlackActionSend Private Channel MessageTo #finance, which only the finance team and partners can see.Mapped in
- Channel: finance
- Message Text
Use Document Paid for documents paid in full: the same step, a different trigger. Both can post to the same channel.
Sarah Quinn signs AL-ES-0412 at 9:05 am on Saturday, the second of Bellbrook's two signers, and pays the $22,968.00 engagement fee through Stripe. At 9:06 am #finance has it, with the search, the stage and the partner, Claudia Moreno.
Result
Finance sees each deposit within a minute, with the document it belongs to.
QuoteCloud Payments and the Zapier app: Essentials and up
How recruiters take engagement feesRecipe 3: failed or refunded payments
ZapPayment event: post the problems
-
When
QuoteCloudTriggerDocument Payment EventFires when a payment is received, fails or is refunded.Passes on
- Payment status
- Amount
- Document number
- Only if Filter by ZapierFilterOnly continue if... the payment status is failed or refunded, so received payments aren't posted twice.
-
Then
SlackActionSend Private Channel MessageMapped in
- Channel: finance
- Message Text
The engagement fee on AL-ES-0419, a head of supply chain search for Corrigan Civil, doesn't go through. #finance has it at 11:20 am, and Anita calls Corrigan's accounts team on Monday, before the search starts.
Result
A failed payment is a task for finance on the day it fails, not a surprise at month end.
QuoteCloud Payments and the Zapier app: Essentials and up
The fee in QuoteCloud, the post in #finance
AL-ES-0412 signed and its engagement fee paid, and the finance channel after the Zaps ran.
Fee stages Inc tax, on the estimated fee
| Stage | Share | Amount | How it's paid |
|---|---|---|---|
| EngagementOn signing | 30% | $22,968.00 | Paid on signing via Stripe |
| ShortlistShortlist presented, week 6 | 30% | $22,968.00 | Invoiced by Ashby Lane at that stage |
| PlacementCandidate's start date | 40% | $30,624.00 | Invoiced by Ashby Lane at that stage |
| Estimated fee | 100% | $76,560.00 |
Only the engagement fee is paid online, on signing. The shortlist and placement fees are invoiced by Ashby Lane when each stage is reached; the placement fee is balanced to the actual base salary.
Activity
- Proposal openedAndrew Lim · Bellbrook Foods
- Leadership assessments ticked+$3,960.00 inc tax
- Signed by bothSat 15 Aug, 9:05 am
- Engagement fee paid$22,968.00 via Stripe
Zaps
- Document Part Paid
- Document Payment Event
- Send Private Channel Message
financePrivate channel · Payments, posted by a Zap
Saturday 15 August
-
Payment received: the engagement fee on AL-ES-0412.
Chief Financial Officer search · Bellbrook Foods
- Amount
- $22,968.00
- Paid through
- Stripe
- Stage
- Engagement, 30% on signing
- Partner
- Claudia Moreno
Open AL-ES-0412 in QuoteCloud
-
Payment not completed: the engagement fee on AL-ES-0419, Head of supply chain search, Corrigan Civil. Check with the client before the search starts.
-
Got both. I'll call Corrigan's accounts team on Monday, and the Bellbrook shortlist invoice is set for week 6.
Illustration with sample data: a generic team chat, not Slack's screen. The Zap writes every word you see in its posts.
The chat is our illustration of a generic team chat with sample data, not Slack's screen. Every business here is fictional.
What goes into the payment posts
| Slack: Slack message | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Recipes 1 and 2 · part paid, paid | |||||
| Channel | QuoteCloud to Slack | Fixed in the Zap | finance (private) |
||
| Message Text: headline | QuoteCloud to Slack | Document number | Document field | Payment received: the engagement fee on AL-ES-0412 |
|
| Message Text: amount | QuoteCloud to Slack | Amount paid | Document field | $22,968.00 |
Check the trigger's test data for the field name. |
| Message Text: what it's for | QuoteCloud to Slack | Document title | Document field | Chief Financial Officer search · Bellbrook Foods |
|
| Recipe 3 · payment event | |||||
| Filter | QuoteCloud to Slack | Payment status | Document field | Failed |
|
| Message Text | QuoteCloud to Slack | Document number, title, amount | Payment not completed: the engagement fee on AL-ES-0419 |
||
Post amounts to a private channel: whoever is in the channel reads them. All values are sample data.
Variations on the finance posts
Tell the owner too
Add Find User by Email and Send Direct Message to the same Zap, so the person who sold the work hears the client has paid.
Then the accounting app
A Zap can also pass the payment to your accounting app through Zapier, as its own step. Slack is the heads-up; the books are kept elsewhere.
Prefer Microsoft Teams?
The same QuoteCloud payment triggers work with Teams' own Zapier actions: QuoteCloud with Microsoft Teams.
Build it in Make instead
Bring your own: connect Make to QuoteCloud with Make's built-in OAuth, take payment events from QuoteCloud's API or Zapier endpoints, and post them with Make's own Slack modules.
Finance hears it first
QuoteCloud Payments and the Zapier app are on the Essentials plan and up. Start a free 14-day trial and post a test payment to a private channel.
Build the finance Zaps in five steps
Create the private channel
Make #finance private in Slack and invite only the people who should see amounts.
Start with Document Part Paid
In Zapier, choose QuoteCloud and the trigger, and test it with a document that has a deposit paid.
Post to the channel
Add Slack's Send Private Channel Message, choose #finance and write the amount, document and stage.
Copy it for Document Paid
Duplicate the Zap, change the trigger to Document Paid and the headline to paid in full.
Catch the problems
Build Document Payment Event with a filter for failed or refunded payments, test all three, then turn them on.
Questions about payment posts
Can Slack tell finance when a client pays a QuoteCloud quote?
Yes, with a Zap. When the client pays inside the document through QuoteCloud Payments, Document Part Paid fires for a part payment such as a deposit and Document Paid fires when it's paid in full. Slack's Send Private Channel Message posts it to your finance channel.
Can we hear about failed payments?
Yes. QuoteCloud's Document Payment Event trigger fires when a payment is received, fails or is refunded. Add a Filter by Zapier step that continues only for failed or refunded payments, so received payments aren't posted twice.
Is a Slack post the same as recording the payment in our accounts?
No. The post tells people; it doesn't record anything. To get payments into an accounting app, add a step for that app in a Zap, or use its own connection. QuoteCloud's Stripe and PayPal payments themselves are direct connections, on Essentials and up.
Should payment amounts go to a public channel?
Usually not. Use a private channel and Send Private Channel Message, so only the people you invite see client names and amounts. Everyone in a channel reads what a Zap posts there.
More on QuoteCloud and Slack
Six use cases with the exact Zapier steps, then how to connect, what goes into each message and what it costs.
- Post signed deals to a wins channelWhen every signer has signed, a Zap posts the deal to #deals, and a deposit paid can follow it.
- Message the owner when a client opens or commentsA direct message to the quote's owner on the client's first open and on every new comment.
- Nudge approvers in SlackA document goes into review and the approver hears about it; once approved, the owner knows it's ready to send.
- A weekly digest of expired and lost quotesExpired and lost quotes collected through the week and posted once, on Friday afternoon.
- Keep Slack channels quietChoose the moments that matter, filter by value, send the rest as direct messages or a digest.
- Connect Slack to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Slack in Zapier, build the first Zap and test it.
- What goes into each Slack messageWhich QuoteCloud fields each Zap on this site puts in its message, with sample values.
- Test and troubleshoot the Slack ZapsTest with a sample quote, then fix the usual problems: no message, the wrong person, blank fields.
- What QuoteCloud with Slack can and can't doWhat the Zaps post, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Slack connection costsEssentials and up for Zapier; posting to Slack creates no documents, so no per-document fee.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and Slack.
Paid in the document. Posted to finance.
Start a free 14-day trial of QuoteCloud, take payments inside your documents and post each one to Slack.