Connect Xero to QuoteCloud, signed quote to invoice
When a client signs, a Zap finds the contact in Xero, creates a draft invoice with the quote's lines and number, attaches the signed PDF and records the deposit. Nobody re-keys the job, and finance still approves it.
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- Building QuoteCloud since 2013
QuoteCloud connects to Xero through QuoteCloud's Zapier app, on the Essentials plan and up. When a quote is signed, a Zap finds or creates the Xero contact and creates a draft invoice with the price table's lines, the quote number as its reference and the signed PDF attached. Deposits can be recorded too, and Make works as a bring-your-own setup.
Last reviewed by the QuoteCloud team
Illustration with sample data: on the left a generic accounting invoice record for Ridgeline Trade Services; on the right QuoteCloud's job quote RT-4127, Hot water replacement, for Hannah Whitfield, $5,079.80 including tax; a thread joins them (Zapier). Six jobs play in turn, the data riding the thread: 1, Contact: Hannah signs on site and a Zap creates her Xero contact (Document Signing Complete then Find or Create Contact). 2, Invoice: the same Zap creates a draft invoice with the eight chosen lines, reference RT-4127, $5,079.80 (Document Signing Complete then Create Sales Invoice). 3, Attach: the signed PDF goes on the invoice in the same Zap (Generate or Fetch Document PDF Link then Create Sales Invoice). 4, Deposit: her $1,523.94 Stripe deposit is noted on the draft for the bookkeeper to apply (Document Part Paid then Add Note to Invoice). 5, Notify: the office hears in Slack or Microsoft Teams that a draft is ready (Document Signing Complete then Send Channel Message). 6, What if the quote expires instead: nothing reaches Xero, and the rep is told in Slack (Document Expired then Send Channel Message). It ends on the signed quote beside its draft invoice.
What can QuoteCloud send to Xero when a quote is signed?
Six jobs across the hand-off from sales to finance, each one a Zap or a step in one. Each links to the recipe, with the exact Zapier steps.
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Invoice
When the last signer signs, a draft invoice is created with the quote number as its reference, for finance to check and approve.
- Document Signing Complete
- Create Sales Invoice
-
Lines & items
The price-table rows the client chose become invoice lines, and your product library can keep Xero's items up to date.
- Product Changed
- Add or Update Stock Items
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Deposits
A deposit paid on the quote through Stripe or PayPal is recorded against the invoice, or noted on the draft, by its reference.
- Document Part Paid
- Create Payment
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Signed PDF
The signed quote goes on the invoice as an attachment, so whoever approves it sees what the client agreed to.
- Generate or Fetch Document PDF Link
- Create Sales Invoice
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Contacts
The client is found in Xero before the invoice is raised, or created; new contacts in either app can reach the other.
- Find or Create Contact
- Create/Update Contact
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Close the month
Bookkeepers match payouts to invoices by reference, review drafts and keep the controls they already have.
- Add Note to Invoice
Every Zap runs one way, from its trigger to its steps. There is no native Xero connection on any plan: Zapier, or Make as a bring-your-own setup. See what it can and can't do.
Signed in QuoteCloud, a draft invoice in Xero
The recipe finance teams build first: no re-keying between the signed quote and the invoice.
ZapSigning complete: draft invoice with the signed PDF
-
When
QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
- Document number
- Signer name and email
- Line items
- Totals
-
Then
XeroSearchFind or Create ContactSearches by name; creates the contact if there's no match.Searches on
- Contact Name
- Primary Person - Email
-
Then
QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
- Document Number
-
Then
XeroActionCreate Sales InvoiceStatus Draft, so finance approves it. How the lines map.Mapped in
- Contact Name
- Reference
- Line items
- Attachment
-
Or
SlackAction · optionalSend Channel MessageTell accounts a draft is ready.Mapped in
- Channel
- Message
Hannah Whitfield signs Ridgeline's hot water quote on site at 9:31 and pays the deposit. By 9:32 there is a draft invoice in Xero for her, reference RT-4127, with the eight lines she agreed to and the signed PDF attached. Nadia Brooks approves it from the office the next morning.
Result
Every signed quote reaches Xero as a draft with the right contact, lines and reference, and the office types nothing.
QuoteCloud's Zapier app: Essentials and up
Build the draft-invoice Zap QuoteCloud for trade servicesBoth sides of the same job
The signed quote in QuoteCloud, and the draft invoice the Zap made from it.
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Call-out & labour | $633 | ||
Call-out & site assessmentToday's visit
|
1 visit | $95 | $95.00 |
Licensed plumberRemove old unit, install and commission
|
3.5 hr | $118 | $413.00 |
Licensed electricianDisconnect, new isolator, reconnect
|
1 hr | $125 | $125.00 |
| Your new system | $3,480 | ||
Heat pump, 270 LLower running costs, outdoor unit
|
1 ea | $3,480 | $3,480.00 |
| Parts | $385 | ||
Tempering valveRequired on new installs
|
1 ea | $185 | $185.00 |
Valves, fittings & connectorsIsolation valve and flexible hoses
|
1 lot | $140 | $140.00 |
Removal & disposalWe take the old unit away
|
1 ea | $60 | $60.00 |
| Add-ons Tick to add | |||
Safe tray & drainCatches leaks before they reach the floor
|
1 ea | $120 | $120.00 |
Water hammer arrestorStops the banging pipes
|
1 ea | $95 | $95.00 |
5-year labour warrantyExtends our standard 12 months
|
1 ea | $180 | $180.00 |
- Subtotal
- $4,618.00
- Tax (10%)
- $461.80
- Total
- $5,079.80
- Plus, monthly
- $0.00/mo
- Deposit to book (30%)
- $1,523.94
Accept, sign and pay the deposit
Hannah Whitfield · Homeowner
Signed in person on site · Wed 14 Oct 2026, 9:31 am
Deposit to book (30%)
$1,523.94
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Zap
- Document Signing Complete
- Find or Create Contact
- Create Sales Invoice
Sales invoice · INV-1186Hannah Whitfieldhannah.whitfield@example.com
Draft| Item | Description | Qty | Price | Account | Amount |
|---|---|---|---|---|---|
CALL-STD | Call-out & site assessment | 1 | $95.00 | 210 · LabourTax on sales 10% | $95.00 |
LAB-PLMB | Licensed plumber | 3.5 | $118.00 | 210 · LabourTax on sales 10% | $413.00 |
LAB-ELEC | Licensed electrician | 1 | $125.00 | 210 · LabourTax on sales 10% | $125.00 |
HWP-270 | Heat pump, 270 L | 1 | $3,480.00 | 200 · SalesTax on sales 10% | $3,480.00 |
PRT-TV20 | Tempering valve | 1 | $185.00 | 200 · SalesTax on sales 10% | $185.00 |
| + 3 more lines | |||||
Set by a Zap
- Subtotal
- $4,618.00
- Total tax 10%
- $461.80
- Total
- $5,079.80
- Amount due
- $5,079.80
Attachments
- RT-4127 signed.pdf1.4 MB
History & notes
- Note: deposit $1,523.94 paid by card through Stripe on RT-4127Wed 14 Oct, 9:33 am · Added by a Zap
- Attachment added: RT-4127 signed.pdfWed 14 Oct, 9:32 am · Added by a Zap
- Draft invoice created, reference RT-4127Wed 14 Oct, 9:32 am · Added by a Zap
Illustration with sample data, not Xero’s screen.
The invoice is our illustration of a generic accounting app with sample data, not Xero's screen. Every business here is fictional.
Try it with your own Xero file
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build your first Zap with a test quote.
What moves from QuoteCloud to Xero?
What the client agreed to goes across. What finance decides stays with finance.
Into the invoice
The contact, the quote number as the reference, the chosen price-table rows as lines, and the signed PDF as an attachment.
The full field mapPayments taken on the quote
Deposits paid through Stripe or PayPal: recorded against an approved invoice, or noted on a draft for you to apply.
Deposits & paymentsWhat stays with finance
Approving the draft, account codes and tax rates you choose, sending the invoice, and bank reconciliation in Xero.
For accountants & bookkeepers
Zapier or Make: how do you want to build it?
There's no native Xero connection on any plan. Both routes reach the same QuoteCloud events and actions.
Zapier: QuoteCloud's Zapier app
Ready-made QuoteCloud triggers, actions and searches beside Xero's own Zapier app: the recipes on this site. Essentials and up. Zaps that create Xero invoices, contacts or payments don't create QuoteCloud documents, so no per-document fee applies.
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 Xero modules. No ready-made QuoteCloud app on Make: you design each step.
Compare the routes
Every recipe, set-up guide and answer
Five use cases with the exact Zapier steps, a page for bookkeepers, then how to connect, which fields to map, the limits and the cost.
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Turn signed quotes into Xero draft invoicesWhen the last signer signs, a Zap creates a draft Xero invoice with the quote number as its reference.Explore
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Record QuoteCloud deposits in XeroDeposits paid on the quote through Stripe or PayPal, recorded against the Xero invoice by its reference.Explore
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QuoteCloud and Xero for accountants and bookkeepersWhat to set up in Xero, the controls that stay with you, month-end matching, and fee proposals to repeating invoices.Explore
- Price-table lines and Xero itemsThe chosen price-table rows as invoice lines, and your QuoteCloud product library kept in step with Xero items.
- Attach the signed PDF to the Xero invoiceThe signed quote goes on the invoice as an attachment, in the same Zap, as the record of what was agreed.
- Find or create Xero contactsEvery invoice lands on the right Xero contact, and new contacts reach the other app without duplicates.
- Connect Xero to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Xero in Zapier, build the invoice Zap and test it.
- QuoteCloud to Xero field mapEvery field the Xero Zaps on this site pass, which way it travels and a sample value.
- Test and troubleshoot the Xero ZapsTest with a sample quote, then fix the usual problems: duplicate contacts, missing accounts, payments on drafts.
- What QuoteCloud with Xero can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Xero connection costsEssentials and up for Zapier; Zaps that create Xero invoices, contacts or payments carry no QuoteCloud document fee.
- FAQAnswers to the questions finance teams ask before connecting QuoteCloud and Xero.
Xero questions, answered
How does QuoteCloud connect to Xero?
Through QuoteCloud's Zapier app, with no code to write. Each Zap starts from one event, such as a QuoteCloud quote being fully signed or a deposit being paid, and runs steps in Xero, such as Find or Create Contact and Create Sales Invoice. A Zap runs one way, so you build one Zap for each job.
Is there a native Xero integration?
No. QuoteCloud has no native or built-in Xero connection on any plan. Xero connects through Zapier, with QuoteCloud's Zapier app on Essentials and up, or through Make as a bring-your-own setup with QuoteCloud's API. Every recipe on this site is a Zap you build and can change.
Does a signed quote become a Xero invoice automatically?
Yes, with a Zap. QuoteCloud's Document Signing Complete trigger fires once every signer has signed. The Zap finds or creates the Xero contact and runs Create Sales Invoice, which creates a draft by default, with the quote number as the reference. Finance then checks and approves it in Xero as usual.
Can the deposit the client paid on the quote show in Xero?
Yes. QuoteCloud's Document Part Paid trigger fires when a deposit is paid through Stripe or PayPal. A Zap can find the invoice by its reference and run Xero's Create Payment into a clearing account, which needs an approved invoice, or add a note to a draft for the bookkeeper to apply.
Which QuoteCloud plan do I need for Xero?
Essentials or higher: Zapier and API access are on QuoteCloud's Essentials plan and up. The per-document fee of US$2.00, $1.80 or $1.60 by volume is for documents created through Zapier or the API; Zaps that create Xero invoices, contacts or payments don't create QuoteCloud documents.
Signed once. Invoiced without re-keying.
Start a free 14-day trial of QuoteCloud, connect Xero through Zapier and build your first Zap with a test quote.