Connect Xero to QuoteCloud, step by step
Check your plan, connect QuoteCloud and Xero in Zapier, build the draft-invoice Zap and test it with a signed test quote. There's nothing to install in Xero.
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You need QuoteCloud's Essentials plan or higher, a Xero login with access to the organisation, and a Zapier account. In Zapier, create a Zap with QuoteCloud's Document Signing Complete trigger, sign in to QuoteCloud and Xero when asked, add Find or Create Contact and Create Sales Invoice, map the fields, test with a signed quote and turn it on.
Last reviewed by the QuoteCloud team
Three illustrative Zap editor panels with sample data, taking turns at the front. Step 1: QuoteCloud's Document Signing Complete trigger; the test found RT-4127, signed by Hannah Whitfield. Step 2: Xero's Find or Create Contact, searching by name; it created Hannah Whitfield. Step 4: Xero's Create Sales Invoice with Status Draft, the document number as Reference, the PDF link as the attachment and the line items mapped; it created draft INV-1186, eight lines, $5,079.80.
How do I connect Xero to QuoteCloud?
Six steps for the first Zap. Every Zap after it reuses the same two connections.
Check the plan
QuoteCloud's Zapier app is on Essentials and up. You'll also need a Zapier account and a Xero login for the organisation.
Prepare a test quote
A template with a price table, sent to an @example.com address, signed, with the products' SKUs set.
Start a Zap
In Zapier, choose QuoteCloud and Document Signing Complete; sign in to QuoteCloud when asked and load the test data.
Connect Xero
Add Xero's Find or Create Contact; sign in to Xero, allow access, and pick the organisation.
Add the PDF and the invoice
Add QuoteCloud's Generate or Fetch Document PDF Link, then Xero's Create Sales Invoice, and map the fields.
Test, then turn it on
Run the test, check the draft in Xero against the quote, and switch the Zap on.
Step 1: the trigger, and its test data
Choose QuoteCloud, then Document Signing Complete. Zapier fetches a recently signed document as test data.
Check it has what the invoice needs: the document number, the signer's name and email, and the line items with their label, quantity, price and SKU. If something is missing, sign a complete test quote and load fresh data.
The full recipe: draft invoices1QuoteCloudTrigger
Document Signing Complete
- Account
- Ridgeline Trade Services (QuoteCloud)
- Trigger event
- Document Signing Complete
Test: Found a document: RT-4127, signed by Hannah Whitfield
Illustration with sample data, not Zapier’s screen.
Step 4: Create Sales Invoice, mapped
Pick the organisation, then map each field to the step it comes from. '1. Document number' means the document number from step 1, the trigger.
Leave Invoice Number blank, so Xero numbers it, and leave Status on Draft until you're sure of the mapping.
- Every line needs an Item Code, or a Description and a Unit Price.
- Map the PDF link from step 3 into Attachment.
- Account and Tax Rate can be fixed values when you don't use item codes.
4XeroAction
Create Sales Invoice
- Contact Name
- 2. Name
- Status
- Draft
- Reference
- 1. Document number
- Attachment
- 3. PDF link
- Item Code
- 1. Line items: SKU
- Description
- 1. Line items: label
- Quantity
- 1. Line items: quantity
- Unit Price
- 1. Line items: price
Test: Draft invoice INV-1186 created: 8 lines, $5,079.80
Illustration with sample data, not Zapier’s screen.
Ready to build your first Zap?
Start a free 14-day trial of QuoteCloud, then connect it to Xero in Zapier with a signed test quote.
How does a later Zap find the invoice again?
By its reference. The invoice Zap puts the QuoteCloud document number in Reference, and Xero's Find Invoice searches by number or reference. So the deposit Zap, the PDF Zap and your own month-end checks all find the same invoice from the same number.
Contacts work the same way with the account number: keep the QuoteCloud contact ID there, and Find Contact by account number is exact.
The deposit Zap uses the reference2XeroSearch
Find or Create Contact
- Organization
- Ridgeline Trade Services
- Search By
- Name
- Contact Name
- 1. Signer name
- Primary Person - Email
- 1. Signer email
Test: Created contact: Hannah Whitfield
Illustration with sample data, not Zapier’s screen.
Can I connect Xero through Make instead?
Yes, if your team builds its own. Make is a bring-your-own route: you add a connection 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.
There is no ready-made QuoteCloud app or list of modules on Make, so you design each step yourself. The recipes on this site are shown as Zaps; the same QuoteCloud events and actions are there when you build them in Make.
- API access is on QuoteCloud's Essentials plan and up, like the Zapier app.
- What each route can and can't do.
Before you start
Agree it with finance
Draft or approved, accounts and tax rates, clearing accounts and the reference rule: the bookkeeper's checklist.
Give products SKUs
So invoice lines bring the right Xero item: lines and items.
Test with fictional data
@example.com recipients and a test organisation, so no real client gets an invoice: testing.
Set-up questions
What do I need to connect Xero to QuoteCloud?
Three accounts: QuoteCloud on the Essentials plan or higher, which includes the Zapier app and API; a Zapier plan that covers your task volume; and a Xero login with access to the organisation you invoice from. There's nothing to install in Xero.
Do I need to write code?
No. Zapier's editor connects QuoteCloud and Xero with sign-in screens and field mapping, and the recipes on this site name every step and field. Make is the route for teams that want to build their own scenarios with QuoteCloud's API, and that does take more set-up.
Can one Zap serve two Xero organisations?
Each Xero action in Zapier asks for one Organization. A business with two Xero files builds a Zap for each, or uses a filter or Paths step on a QuoteCloud field, such as the team or the template, to choose which organisation's step runs.
Can QuoteCloud's team set this up for us?
QuoteCloud offers professional services, including template conversion, integrations and training. Book a demo to talk through your Xero hand-off and what you'd like built, or start with the free 14-day trial and the recipes on this site, which give every step and field.
More on QuoteCloud and Xero
Five use cases with the exact Zapier steps, a page for bookkeepers, then the field map, testing and the cost.
- 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.
- Price-table lines and Xero itemsThe chosen price-table rows as invoice lines, and your QuoteCloud product library kept in step with Xero items.
- Record QuoteCloud deposits in XeroDeposits paid on the quote through Stripe or PayPal, recorded against the Xero invoice by its reference.
- 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.
- 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.
- 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.
Your first Zap, this afternoon.
Start a free 14-day trial, connect Xero in Zapier and turn your next signed quote into a draft invoice.