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Record QuoteCloud deposits against Xero invoices

Your client pays the deposit on the quote, through Stripe or PayPal, the moment they sign. A Zap records it against the Xero invoice with the quote number as the reference, so the payout reconciles without detective work.

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QuoteCloud's Document Part Paid trigger fires when a deposit is paid on the quote through Stripe or PayPal. A Zap finds the Xero invoice by its reference, the QuoteCloud number, and runs Xero's Create Payment into a Stripe or PayPal clearing account. Xero takes payments on approved invoices, so a draft gets a note instead, for the bookkeeper to apply.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Corbel Building Co.'s extension contract CB-2318, signed by Ellie and Marcus Doyle, with its payment schedule: a 10% deposit of $12,862.30 paid through Stripe on signing, and five later stages as Corbel's own progress claims. In front, an illustration of the deposit invoice in the accounting app: reference CB-2318 deposit, $12,862.30 including tax, less a payment of the same amount to the Stripe clearing account, nothing due.

Where does a deposit taken on a quote go in Xero?

QuoteCloud takes the deposit on the quote through your own Stripe or PayPal account. The money arrives in your bank later, as a payout that can bundle several deposits, less the provider's fees. Without a reference trail, the bookkeeper is left matching a lump sum to a list of clients.

The fix bookkeepers already use is a clearing account: each deposit is recorded as a payment into it, against its invoice, and the payout is reconciled out of it. The Zaps below do the recording, with the QuoteCloud number as the reference every time.

  • Set up a Stripe clearing account, and a PayPal one if you use it, as a bank account in Xero (or an account with payments enabled).
  • The reference is the QuoteCloud number: on the invoice, on the payment and in your notes.
  • Reconciling the payout stays in Xero, with you.

How do I record a QuoteCloud deposit in Xero?

Corbel's way: one deposit invoice per signed contract, created approved and paid in the same Zap.

ZapDeposit paid: deposit invoice, paid

  1. When QuoteCloudTriggerDocument Part PaidFires when the deposit is paid on the document.Passes on
    • Document number
    • Amount paid
    • Date
    • Signer name and email
  2. Then XeroSearchFind or Create ContactSearches on
    • Contact Name
    • Primary Person - Email
  3. Then XeroActionCreate Sales InvoiceApproved, tax inclusive, one line for the deposit, due today.Mapped in
    • Contact Name
    • Status: Awaiting Payment
    • Due Date
    • Reference
    • Line Amount Types: inclusive
    • Unit Price: amount paid
  4. Then XeroActionCreate PaymentApplies the deposit to the new invoice.Mapped in
    • Document ID or Number
    • Paid To: Stripe clearing
    • Amount
    • Date
    • Reference

Use PayPal clearing instead when the client pays through PayPal: a filter on the gateway, or two Zaps.

Ellie and Marcus Doyle sign Corbel's CB-2318 on Wednesday evening and pay the 10% deposit, $12,862.30, by card. At 8:22 pm Xero has a paid deposit invoice, reference CB-2318 deposit, and a payment of $12,862.30 sitting in the Stripe clearing account. Every later stage is Corbel's own progress claim from Xero.

Result

Each deposit is an invoice and a payment in Xero, on the right contact, carrying the contract number, before anyone in the office has seen it.

QuoteCloud Payments and the Zapier app: Essentials and up

Deposits and progress claims for builders

One reference, from the quote to the bank

CB-2318's deposit, followed through the three places a bookkeeper looks.

  1. QuoteCloudOn the document

    Deposit paid on signing

    Document
    CB-2318
    Paid by
    Ellie Doyle, by card
    Through
    Stripe
    Amount
    $12,862.30

    Then a Zap Create Sales Invoice and Create Payment record it in Xero, reference CB-2318.

  2. XeroInvoice INV-0874

    Deposit invoice, paid

    Contact
    Ellie and Marcus Doyle
    Reference
    CB-2318 deposit
    Payment
    $12,862.30
    Paid to
    Stripe clearing

    Then you Reconcile Stripe's payout against the clearing account, with its fees.

  3. StripePayout, in the bank feed

    Matched in Xero

    Includes
    CB-2318 and the week's other deposits
    Less
    Stripe's fees
    Cleared from
    Stripe clearing

The Zap records the payment. Reconciling the bank feed stays in Xero, with you: QuoteCloud doesn't see your bank.

A deposit against the job's own invoice

Ridgeline's way: the signing Zap has already made a draft for the whole job. The deposit is applied if it's approved, or noted if it's still a draft.

ZapDeposit paid: apply it, or note it on the draft

  1. When QuoteCloudTriggerDocument Part PaidFires when the deposit is paid on the document.Passes on
    • Document number
    • Amount paid
    • Date
  2. Then Delay by ZapierActionDelay ForFive minutes, so the signing Zap has made the invoice first.Mapped in
    • 5 minutes
  3. Then XeroSearchFind InvoiceBy reference: the QuoteCloud document number.Searches on
    • Reference
  4. Paths Paths by ZapierPathsOn the invoice's status:
    • Awaiting paymentXero's Create Payment: the amount, Paid To Stripe clearing, the reference.
    • DraftXero's Add Note to Invoice: "Deposit $1,523.94 paid by card through Stripe on RT-4127", for the bookkeeper to apply when approving.

Prefer no Paths? Create the job invoice as Awaiting Payment in the signing Zap and keep only Create Payment here.

Hannah Whitfield pays her $1,523.94 deposit on RT-4127 straight after signing. Ridgeline's invoice is still a draft, so the Zap adds a note to it. On Thursday Nadia approves the draft and applies the deposit from Stripe clearing, with the note in front of her.

Result

No deposit is lost between QuoteCloud and Xero: it is either on the invoice, or in a note on the draft waiting for approval.

Paths needs a Zapier plan that includes it

Deposits on the spot for trades

Variations on these recipes

  • Paid in full on the quote

    Use Document Paid instead of Document Part Paid when the client pays the whole amount on the document, and record it the same way.

  • Refunds and failed payments

    Document Payment Event fires when a payment is received, fails or is refunded. Send it to the bookkeeper in Slack or Microsoft Teams, and raise any credit note in Xero yourself.

  • Paid in Xero, seen in QuoteCloud

    Xero's New Payment can start a Zap that finds the QuoteCloud document with Find Document by Field and adds a comment with Create Document Comment, so sales sees the job is paid.

  • 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. No ready-made QuoteCloud app on Make.

Take the deposit on the quote, see it in Xero

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

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Build the deposit Zap in five steps

  1. Set up the clearing account

    In Xero, add a Stripe clearing account (and PayPal clearing if you use it) that can take payments.

  2. Start with Document Part Paid

    In Zapier, choose QuoteCloud's Document Part Paid trigger and test it with a quote where a test deposit was paid.

  3. Get the invoice

    Create a deposit invoice with Create Sales Invoice, approved and tax inclusive, or find the job's invoice with Find Invoice by reference.

  4. Record the payment

    Add Xero's Create Payment: the invoice, Paid To the clearing account, the amount, the date and the reference.

  5. Test, then turn it on

    Check the payment in the clearing account in Xero, then switch the Zap on.

Questions about deposits and payments

Can a QuoteCloud deposit be recorded as a payment in Xero?

Yes, with a Zap. QuoteCloud's Document Part Paid trigger fires when the deposit is paid on the quote. The Zap finds or creates the Xero invoice and runs Xero's Create Payment, with the amount, a clearing account as Paid To and the QuoteCloud number as the reference.

Why did the payment step fail on a draft invoice?

Because Xero records payments against approved invoices, not drafts. Either create the invoice as Awaiting Payment, or use Paths: Create Payment when the invoice is approved, and Add Note to Invoice when it's still a draft, so the bookkeeper applies the deposit on approval.

Does the Zap reconcile my Stripe payouts?

No. The Zap records each deposit as a payment into a clearing account, against its invoice. Stripe pays out later, often several deposits at once less its fees, and you reconcile that payout in Xero as usual. The shared reference makes the match quick.

Does it work with PayPal deposits too?

Yes. QuoteCloud Payments works with Stripe and PayPal, and Document Part Paid fires for a deposit paid either way. Record PayPal deposits into a PayPal clearing account, with a filter on the gateway or a second Zap, so each payout reconciles against its own account.

More Xero questions

More on QuoteCloud and Xero

Five use cases with the exact Zapier steps, a page for bookkeepers, then how to connect, test and what it costs.

Paid on the quote. Recorded in Xero.

Start a free 14-day trial, take a test deposit through Stripe and watch the Zap record it against the invoice.

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