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After the payment: Zaps that file it and tell the team

Stripe takes the payment inside QuoteCloud. Zapier takes it from there: an invoice in Xero or QuickBooks Online, a message in Slack or Microsoft Teams, a row in a sheet.

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QuoteCloud's Zapier app has three payment triggers: Document Paid when a document is fully paid, Document Part Paid when it's partially paid, such as a deposit, and Document Payment Event when a payment is received, fails or is refunded. Each can start a Zap that creates an invoice in Xero or QuickBooks Online or posts in Slack.

Last reviewed by the QuoteCloud team

Ridgeline Trade Services' switchboard upgrade quote RT-4133 for Aisha and Ben Morrow, sample data: both signed on 15 October, the 20% deposit of $544.28 paid by card through Stripe, and the history ending with invoice INV-2290 created in Xero with the deposit applied, through a Zap.

What still needs doing after a client pays?

At Ridgeline Trade Services a paid deposit used to start three jobs: the office raised the invoice in Xero, applied the deposit, and told the electricians' channel the job could be booked.

None of that needs a person any more. The payment itself is taken by Stripe inside the quote; Zapier picks up QuoteCloud's payment triggers and does the filing and the telling.

  • Document Part Paid: a deposit or another part payment.
  • Document Paid: the document is fully paid.
  • Document Payment Event: any payment received, failed or refunded.

How do I create a Xero invoice when a deposit is paid?

The whole job on the invoice, the deposit applied, the crew told. Every name is the exact event you pick in Zapier.

ZapDeposit paid: Xero invoice + crew message

  1. When QuoteCloudTriggerDocument Part PaidFires when a document is partially paid, as with Ridgeline's 20% deposit.Passes on
    • Document reference
    • Recipient name and email
    • Amount paid
    • Document total
  2. Then XeroSearchFind or Create ContactSearches on
    • Search_by
    • Contact Name
  3. Then XeroActionCreate Sales InvoiceXero applies payments only to an approved invoice, so set the status to match.Mapped in
    • Contact_name
    • Status
    • Reference
    • Description
    • Unit Price
  4. Then XeroActionCreate PaymentMapped in
    • Document ID or Number
    • Paid To
    • Amount
    • Reference
  5. Or SlackAction · optionalSend Channel MessageOr Microsoft Teams' Send Channel Message.Mapped in
    • Channel
    • Message Text

Check your Zap's test data for the amount paid and the document total before mapping them.

Aisha and Ben Morrow sign the switchboard upgrade on Thursday evening and pay the $544.28 deposit. The Zap raises invoice INV-2290 in Xero for the $2,721.40 job, applies the deposit, and the electricians' channel reads: RT-4133 deposit paid, book the job.

Result

The invoice is in Xero with the deposit applied, and the balance of $2,177.12 is ready to send when the job's done.

QuoteCloud's Zapier app: Essentials and up

Deposits and milestone invoices Job management and accounting in the trade services microsite

Paid in full: a sales receipt in QuickBooks Online

For documents set to 100% on signing, a sales receipt records money received at the time of sale.

ZapPaid in full: QuickBooks Online sales receipt

  1. When QuoteCloudTriggerDocument PaidFires when a document is fully paid.Passes on
    • Document reference
    • Recipient
    • Amount paid
  2. Then QuickBooks OnlineSearchFind or Create CustomerSearches on
    • Search Field
    • Search Value
    • Full Name
  3. Then QuickBooks OnlineActionCreate Sales ReceiptMapped in
    • Customer
    • Line_amount
    • Line_description
    • Payment Reference Number
    • Deposit To Account

Weirbrook Plumbing & Gas takes its after-hours call-out fee in full on signing. Each Document Paid adds a sales receipt with the document's reference, so the bookkeeper reconciles the Stripe payout against receipts that are already there.

Result

Every fee paid in full is a sales receipt in QuickBooks Online, with its QuoteCloud reference.

QuoteCloud's Zapier app: Essentials and up

Pay in full on signing Job management and accounting in the plumbing microsite

Field map for the Xero deposit Zap

Document Part Paid to Xero and Slack: QuoteCloud values and where they land
Xero: Xero or Slack fieldDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Find or Create Contact
Contact Name QuoteCloud to Xero Recipient name Search value Aisha Morrow
Create Sales Invoice
Reference QuoteCloud to Xero Document reference Invoice field RT-4133
Description QuoteCloud to Xero Document title Invoice field Switchboard upgrade
Unit Price QuoteCloud to Xero Document total, ex tax Invoice field $2,474.00 Set the Tax Rate so the invoice totals $2,721.40.
Create Payment
Amount QuoteCloud to Xero Amount paid Payment field $544.28
Paid To QuoteCloud to Xero A fixed account Payment field Stripe clearing
Send Channel Message
Message Text QuoteCloud to Xero Reference, title, amount paid Message RT-4133 deposit paid: $544.28. Book the job.

All values are sample data.

More after-payment recipes

  • Microsoft Teams instead of Slack

    Send Channel Message in Microsoft Teams, from the same triggers: Teams alerts.

  • A payments log

    Document Payment Event to Google Sheets' Create Spreadsheet Row: one row per payment.

  • Refunds in your books

    Document Payment Event fires when a payment is refunded, too: a Xero Create Credit Note or a message. See refunds.

  • A failed card

    The same trigger, set to failed payments, can message the account owner: payment reminders.

  • No per-document fee for these

    These Zaps create no QuoteCloud documents, so the fee for documents made through Zapier or the API doesn't apply: fees.

  • 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 Xero or QuickBooks modules.

Paid in QuoteCloud. Filed in your books.

QuoteCloud Payments and the Zapier app are on the Essentials plan and up. Start a free 14-day trial and build the Zap with a test payment.

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Build an after-payment Zap in five steps

  1. Take a test payment

    Pay a small deposit on a test document of your own, so Zapier has a real part-paid document to load.

  2. Choose the trigger

    In Zapier, pick QuoteCloud and Document Part Paid, or Document Paid for payments in full, and load the test data.

  3. Find the contact

    Add Xero's Find or Create Contact on the recipient's name and email.

  4. Invoice and apply

    Add Create Sales Invoice, then Create Payment with the amount paid into your Stripe clearing account.

  5. Tell the team

    Add Send Channel Message in Slack or Microsoft Teams, test it, then switch the Zap on.

After-payment questions

Which QuoteCloud Zapier triggers fire on a payment?

Three. Document Paid fires when a document is fully paid, Document Part Paid when it's partially paid, such as a deposit, and Document Payment Event when a payment is received, fails or is refunded. They're in QuoteCloud's Zapier app, on Essentials and up.

Does the Stripe payment need Zapier?

No. Stripe is connected directly in QuoteCloud and the client pays inside the document. Zapier only comes in afterwards, to pass the payment on to your accounting app or team chat.

Is there a native Xero or QuickBooks Online connection?

No. Xero and QuickBooks Online connect to QuoteCloud through Zapier, or through Make as a bring-your-own setup with QuoteCloud's API. The recipes here use QuoteCloud's Zapier triggers with Xero's and QuickBooks Online's own Zapier actions.

Do these Zaps carry the per-document fee?

No. The fee of US$2.00, $1.80 or $1.60 by volume applies to documents created through Zapier or the API. Zaps that start from a payment and write to Xero, QuickBooks Online or Slack don't create QuoteCloud documents.

More Stripe questions

More on QuoteCloud and Stripe

Every payment moment, then how to connect Stripe, the fees and the limits.

The client pays once. Your books know straight away.

Start a free 14-day trial, connect Stripe in QuoteCloud and build your first after-payment Zap.

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