QuoteCloud and Xero: frequently asked questions
How the connection works, what reaches Xero when a quote is signed, how deposits are recorded, and what it costs.
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QuoteCloud connects to Xero through its Zapier app, on Essentials and up, or through Make as a bring-your-own setup; there's no native connection. Zaps turn signed quotes into draft Xero invoices with the lines, reference and signed PDF, find or create contacts and record deposits paid through Stripe or PayPal.
Last reviewed by the QuoteCloud team
How does the Xero connection work?
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 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 for each job.
Is there a native or built-in Xero integration?
No. QuoteCloud has no native 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.
Can I use Make instead of Zapier?
Yes, as a bring-your-own setup. QuoteCloud has no ready-made app on Make: connect Make with its built-in OAuth connection, then call QuoteCloud's API or Zapier endpoints from your scenario, beside Make's own Xero modules. API access is on Essentials and up.
Is there a ready-made QuoteCloud and Xero template on Zapier?
Not that we can point to. Both apps are on Zapier, so Zaps join them, but there is no QuoteCloud and Xero pairing page with ready-made templates. The recipes on this site give every step and field, so you can build each Zap yourself.
Invoices, lines and contacts
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, for finance to approve.
Do the quote's line items carry over to the invoice?
Yes, when you map them. The trigger carries the signed document's line items, and Create Sales Invoice takes Item Code, Description, Quantity and Unit Price per line. Check the test data for which rows come through, such as unticked options and heading rows.
Can the Xero contact be found instead of duplicated?
Yes. Xero's Find or Create Contact searches by name or account number and creates a contact only when there's no match, so the invoice lands on the existing contact. Keeping the QuoteCloud contact ID in Xero's account number makes the search exact, even when names differ slightly.
Can products in QuoteCloud become Xero items?
Yes, one way. QuoteCloud's Product Changed trigger can run Xero's Add or Update Stock Items, with the SKU as the item code. Xero's Zapier app offers no new-item trigger, so Xero items can't start a Zap into QuoteCloud; use the CSV import.
Deposits, payments and the signed PDF
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 finds the invoice by its reference and runs Xero's Create Payment into a clearing account, or adds a note to a draft for the bookkeeper to apply.
Does QuoteCloud reconcile my bank feed in Xero?
No. QuoteCloud doesn't connect to your bank. Zaps record each deposit as a payment into a Stripe or PayPal clearing account against its invoice, and you reconcile the provider's payouts out of that account in Xero, as usual.
Can the signed quote be attached to the Xero invoice?
Yes, in the same Zap. QuoteCloud's Generate or Fetch Document PDF Link returns a short-lived link to the signed PDF, and Xero's Create Sales Invoice takes it in its Attachment field. Xero accepts attachments up to 3 MB each.
Does a payment recorded in Xero show in QuoteCloud?
Only if you build a Zap for it. Xero's New Payment trigger can start a Zap that finds the QuoteCloud document with Find Document by Field and adds a comment with Create Document Comment, so sales can see the job is paid.
Plans and cost
Which QuoteCloud plan do I need for Xero?
Essentials or higher. QuoteCloud's Zapier app and API are on Essentials and up, from US$39 per user per month, along with QuoteCloud Payments for deposits and the product library for item codes. There is no Business-plan Xero connection, and none of the Xero Zaps needs Business features.
Is there a per-document fee for the Xero Zaps?
No. The per-document fee of US$2.00, $1.80 or $1.60 by volume is for QuoteCloud documents created through Zapier or the API. Zaps that create Xero invoices, contacts, payments or items don't create QuoteCloud documents, though each step uses Zapier tasks.
Is there a free trial?
Yes. QuoteCloud has a free 14-day trial with no credit card required, so you can connect Xero through Zapier and test your Zaps with fictional quotes before you choose a plan. Book a demo too if you'd like to talk through your hand-off.
Still deciding?
Start a free 14-day trial of QuoteCloud and build your first Xero Zap with a test quote. No credit card required.
Every use case on this site
Draft invoices
A signed quote becomes a draft Xero invoice with the reference.
Draft invoicesLines & items
Price-table rows as invoice lines; products as Xero items.
Lines & itemsDeposits & payments
Deposits taken on the quote, recorded against the invoice.
Deposits & paymentsSigned PDF
The signed quote attached to the invoice.
Signed PDFContacts
Found before created, in both directions.
ContactsFor bookkeepers
Set-up, controls and month-end matching.
Accountants & bookkeepers
Still have a question?
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