Part payments and milestones, with Stripe on the deposit
QuoteCloud takes the first part by card when the proposal is signed. The milestones after it stay on your own invoices, and a Zap can start the invoice the moment the deposit lands.
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QuoteCloud collects one payment on signing: a percentage or a fixed amount, paid by card through your Stripe account. Later milestones are written into the proposal and invoiced by you, or sent as a later document with its own payment. QuoteCloud's Zapier trigger Document Part Paid can create the invoice in Xero or QuickBooks Online.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Glasswing Studio's website build proposal GS-2611 for Sparrow & Pine Florist, $21,098.00 including tax: signed by Ella and Luca Mancini, the 40% deposit of $8,439.20 paid by card through Stripe, a balance of $12,658.80 left for Glasswing's own invoices. In front, the document's Payments panel: payment amount 40% of the total, with instructions that design approval and launch are invoiced at each milestone.
One payment in the document, the rest on your terms
Glasswing Studio builds websites in three stages: 40% to book the project, 30% when the design is approved, 30% at launch. The first part has to be in before anyone starts on the sitemap.
So the proposal asks for 40% on signing. Ella and Luca Mancini sign on Monday evening and pay $8,439.20 by card. The two milestones are written into the proposal as terms, and Glasswing invoices each one from its accounting system when it's reached.
- The deposit is a percentage of the total, so it follows the features the client ticks.
- The document shows what has been paid so far; the balance is yours to invoice.
- A Zap on Document Part Paid can raise the invoice and apply the deposit for you.
Who collects which part?
One proposal, three payments. Only the first is taken in QuoteCloud.
Paid by card in the proposalQuoteCloud + your Stripe account, on signing
- 40% of the totalSet in the Payments panel; recalculated if the client ticks another feature before signing.
- By card, through StripeInto Glasswing's own Stripe account; QuoteCloud never sees the card number.
- Shown on the dashboardThe document is marked Paid, with $8,439.20 paid beside the $21,098.00 total.
- A Zap if you want oneDocument Part Paid can start the invoice in Xero: the recipe below.
Your own invoicesAt each milestone, outside QuoteCloud's payment
- A sign-off firstAt design approval, Glasswing sends a short sign-off document: milestones and sign-off.
- Then the invoiceGlasswing invoices the 30% from its accounting system, with its own terms and reminders.
- Or a payment on the sign-offIf you'd rather take a milestone by card, give the sign-off document its own payment, set to a fixed amount.
- Never automatic billingQuoteCloud doesn't schedule or charge later payments: each one is a document or an invoice you send.
Instalment plans are a PayPal option in QuoteCloud. For Stripe, this site describes one payment per document: a deposit, a fixed amount or the full amount.
How do I invoice the balance when the deposit is paid?
One Zap: the full invoice in Xero, with the deposit already applied.
ZapDeposit paid: invoice in Xero, deposit applied
-
When
QuoteCloudTriggerDocument Part PaidFires when a document is partially paid, as with a 40% deposit.Passes on
- Document reference
- Recipient name and email
- Amount paid
- Document total
-
Then
XeroSearchFind or Create ContactSearches on
- Search_by
- Contact Name
-
Then
XeroActionCreate Sales InvoiceXero applies payments only to an approved invoice, so set the status to match.Mapped in
- Contact_name
- Status
- Reference: GS-2611
- Description
- Unit Price: the total ex tax
-
Then
XeroActionCreate PaymentPay it into the account where your Stripe payouts land.Mapped in
- Document ID or Number
- Paid To
- Amount: the deposit
- Reference
-
Or
SlackAction · optionalSend Channel MessageMapped in
- Channel
- Message Text
Check your Zap's test data for the amount paid and the document total before mapping them: the trigger's fields weren't confirmed for this page.
On Monday night the deposit lands. The Zap finds Sparrow & Pine in Xero, raises the project invoice for $21,098.00 with GS-2611 as its reference, and applies the $8,439.20 deposit, leaving $12,658.80 owing for the two milestones.
Result
Xero shows the project invoice part paid on the night the proposal is signed, ready for the milestone invoices.
QuoteCloud's Zapier app: Essentials and up
More after-payment recipes Milestones in the web developers micrositeField map for the deposit Zap
| Xero: Xero field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Find or Create Contact | |||||
| Contact Name | QuoteCloud to Xero | Recipient name | Search value | Ella Mancini, Sparrow & Pine Florist |
|
| Create Sales Invoice | |||||
| Reference | QuoteCloud to Xero | Document reference | Invoice field | GS-2611 |
|
| Description | QuoteCloud to Xero | Document title | Invoice field | A new website for Sparrow & Pine |
|
| Unit Price | QuoteCloud to Xero | Document total, ex tax | Invoice field | $19,180.00 |
Set the line's Tax Rate in Xero so the invoice totals $21,098.00. |
| Create Payment | |||||
| Amount | QuoteCloud to Xero | Amount paid | Payment field | $8,439.20 |
|
| Paid To | QuoteCloud to Xero | A fixed account | Payment field | Stripe clearing |
The account your Stripe payouts are reconciled against. |
All values are sample data.
Variations on part payments
QuickBooks Online instead
Find or Create Customer, then Create Invoice and Create Payment, the same pattern in QuickBooks Online.
When it's paid in full
Document Paid fires instead, for a document set to 100%: pay in full.
Every payment, one trigger
Document Payment Event fires when a payment is received, fails or is refunded, for a log of all of them.
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 modules.
Take the first payment on signing
QuoteCloud Payments and the Zapier app are on the Essentials plan and up. Start a free 14-day trial with your own Stripe account.
Set up a deposit and milestone invoices
Write the milestones in
Put the stages and their shares in the proposal as terms, so the client signs them.
Set the deposit
In the $ Payments panel, set the first stage as a percentage of the total, such as 40%.
Connect Zapier
Start a Zap with QuoteCloud's Document Part Paid trigger and load a test document that has had a deposit paid.
Raise the invoice
Add Xero's Find or Create Contact, Create Sales Invoice and Create Payment, mapped from the test data.
Invoice each milestone
At each stage, send a sign-off document, then invoice that share from Xero.
Part payment questions
Can QuoteCloud take part payments with Stripe?
Yes, one per document: the deposit on signing, as a percentage of the total or a fixed amount, paid by card through your Stripe account. Later parts are invoiced by you, or sent as a later document with its own payment. QuoteCloud doesn't schedule or charge later payments.
Does QuoteCloud bill the milestones for me?
No. Write the milestones into the proposal as terms and invoice each one from your accounting system when it's reached. A Zap on QuoteCloud's Document Part Paid trigger can create the invoice in Xero or QuickBooks Online when the deposit is paid.
What is the Document Part Paid trigger?
A trigger in QuoteCloud's Zapier app that fires when a document is partially paid, such as a deposit. Document Paid fires when it's fully paid. Both are on Essentials and up and start Zaps; neither is needed to take the payment.
Are instalment plans available with Stripe?
Not that we describe here. QuoteCloud's instalment plans are a PayPal option. With Stripe, each document takes one payment on signing: a deposit, a fixed amount or the full amount.
More on QuoteCloud and Stripe
Every payment moment, then how to connect Stripe, the fees and the limits.
- Take a deposit when the client acceptsA percentage or a fixed amount, worked out from the price table and paid by card the moment they sign.
- Get paid in full on signingRegistrations, call-out fees and small fixed-price jobs paid in full by card as the client signs.
- Card payments inside the documentWhat your client sees: choose, sign, pay by card on the same page, and the receipt.
- Automated payment remindersSigned but not paid yet: automated reminders, the Accepted filter, and a Zap when a payment fails.
- Payment status on the QuoteCloud dashboardDocuments marked Paid, the Paid filter, the payment in the history, team by team.
- After-payment automation with ZapierDocument Paid and Document Part Paid start Zaps: an invoice in Xero or QuickBooks Online, a Slack message.
- Connect Stripe to QuoteCloud, step by stepPayment Settings, Continue Onboarding, then the $ Payments panel on a template or a document.
- Stripe fees, plans and refundsThe QuoteCloud plan, Stripe's own fees, Zapier's, and how refunds work.
- What QuoteCloud with Stripe can and can't doWhat the connection does, where it stops, and what we haven't confirmed yet.
- FAQAnswers to the questions teams ask before taking card payments in QuoteCloud.
First payment on signing. The rest on your terms.
Start a free 14-day trial, connect your Stripe account and take the deposit with the signature.