QuoteCloud to Xero field map
Every field the Zaps on this site pass between QuoteCloud and Xero, which way it travels, where it lands and a sample value from the examples.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
Most fields travel from QuoteCloud to Xero: the signer becomes the Xero contact, the document number becomes the invoice's Reference, price-table rows become invoice lines, the signed PDF becomes an attachment and deposits become payments. From Xero, new contacts can come back into QuoteCloud's address book by email.
Last reviewed by the QuoteCloud team
An illustration of a draft sales invoice in the accounting app, with sample data: contact Hannah Whitfield, reference RT-4127, the first four of eight lines with item codes, quantities and prices, $5,079.80 in all, and the attachment RT-4127 signed.pdf, each marked as set by a Zap.
Which QuoteCloud fields go where in Xero?
One group per Zap. Each Zap runs one way, so a field that travels both ways appears twice.
| Xero: Xero field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| Draft invoice (Document Signing Complete) | |||||
| Contact Name (Find or Create Contact) | QuoteCloud to Xero | Signer name, or a Bill to data item | Search value | Hannah Whitfield |
|
| Primary Person - Email | QuoteCloud to Xero | Signer email | Xero contact field | hannah.whitfield@example.com |
|
| Reference | QuoteCloud to Xero | Document number | Invoice field | RT-4127 |
The key for every later Zap. |
| Status | QuoteCloud to Xero | Fixed value | Invoice field | Draft |
|
| Line items: Item Code | QuoteCloud to Xero | Line items: SKU | Invoice line | HWP-270 |
|
| Line items: Description | QuoteCloud to Xero | Line items: label | Invoice line | Heat pump, 270 L |
|
| Line items: Quantity, Unit Price | QuoteCloud to Xero | Line items: quantity, price | Invoice line | 3.5 · 118.00 |
|
| Line items: Account, Tax Rate | QuoteCloud to Xero | Fixed values (or the item's defaults) | Invoice line | 200 · Sales · Tax on sales 10% |
|
| Attachment | QuoteCloud to Xero | PDF link (Generate or Fetch Document PDF Link) | RT-4127 signed.pdf |
Same Zap only. | |
| Deposit (Document Part Paid) | |||||
| Reference (Find Invoice) | QuoteCloud to Xero | Document number | Search value | CB-2318 |
|
| Amount (Create Payment) | QuoteCloud to Xero | Amount paid | Payment field | 12,862.30 |
|
| Paid To | QuoteCloud to Xero | Fixed value | Payment field | Stripe clearing |
|
| Reference (Create Payment) | QuoteCloud to Xero | Document number | Payment field | CB-2318 |
|
| Note (Add Note to Invoice) | QuoteCloud to Xero | Amount, gateway and document number | Invoice note | Deposit $1,523.94 paid by card through Stripe on RT-4127 |
For drafts. |
| Items (Product Changed) | |||||
| Item Code | QuoteCloud to Xero | Product SKU | Xero item field | HWP-270 |
Up to 30 characters, unique. |
| Name | QuoteCloud to Xero | Pricing table line item name | Xero item field | Heat pump, 270 L |
Up to 50 characters, unique. |
| Sales Unit Price | QuoteCloud to Xero | Price | Xero item field | 3,480.00 |
|
| Contacts (New Contact Created / New or Updated Contact) | |||||
| Contact Name | QuoteCloud to Xero | Company, else first and last name | Xero contact field | Hearth Lane Bakery Ltd |
|
| Account Number | QuoteCloud to Xero | Contact ID | Xero contact field | QC-30418 |
|
| Primary Person - Email | Xero to QuoteCloud | Email (Find or Create Contact) | Search value | leo.banerjee@example.com |
|
All values are sample data from the examples on this site. Field names on the QuoteCloud side are as the recipes use them: check each in your own Zap's test data.
The one field every later Zap needs
Reference. When the invoice Zap writes the QuoteCloud document number into the invoice's Reference, every other Zap can find that invoice with Find Invoice: the deposit, the PDF raised later, a note for the bookkeeper.
Keep Xero's own invoice numbering, and never put anything else in Reference on invoices that come from QuoteCloud.
How the deposit Zap finds the invoiceSales invoice · INV-0874Ellie and Marcus Doyleellie.doyle@example.com
Paid| Item | Description | Qty | Price | Account | Amount |
|---|---|---|---|---|---|
DEP-10 | Deposit, 10% of the contract sum · CB-2318 Rear extension & kitchen | 1 | $12,862.30 | 200 · SalesTax on sales 10% | $12,862.30 |
- Subtotal
- $11,693.00
- Includes tax 10%
- $1,169.30
- Total
- $12,862.30
- Less payment18 Feb 2026 · Stripe clearing Set by a Zap
- -$12,862.30
- Amount due
- $0.00
Illustration with sample data, not Xero’s screen.
Field types to watch
Tax exclusive or inclusive
Xero treats line amounts as tax exclusive unless you set Line Amount Types. Match it to how the QuoteCloud price table shows prices.
Due dates
Optional on drafts, required on approved invoices. Map a date, or let the bookkeeper set it when approving.
Codes and names
Item codes up to 30 characters and item names up to 50, both unique. Xero contact names should be unique too.
Quantities
Decimal quantities, such as 3.5 hours, pass as they are. Check that units in descriptions still read well on the invoice.
Files
Attachments up to 3 MB each, up to 10 per invoice; the PDF link only works in the same Zap.
Notes
Add Note to Invoice takes up to 2,500 characters: plenty for the deposit, the signer and the date.
Map your own fields
Start a free 14-day trial of QuoteCloud and load real test data into your Zaps before you map a single field.
Field map questions
Which field should hold the QuoteCloud quote number in Xero?
Reference. Leave Xero's Invoice Number blank so Xero numbers the invoice, and put the QuoteCloud document number in Reference. Xero's Find Invoice searches by number or reference, so every later Zap and your month-end checks find the invoice by it.
Do I have to map an account and tax rate on every line?
Not if you map an Item Code. Xero needs either an Item Code, or a Description and a Unit Price, on each line. With an item code, the item's sales account and tax rate apply; without one, set Account and Tax Rate in the Zap as fixed values.
Can Xero fields fill a QuoteCloud quote?
Only contact details in the recipes on this site: a new Xero contact can be found or created in QuoteCloud by email. Creating QuoteCloud documents from Xero data is possible with Create Document, but each document a Zap creates carries the per-document fee.
What if a field is missing from the test data?
Load fresh test data from a document that has it. Zapier shows the fields of a real recent run, so sign a complete test quote, with SKUs, a deposit and an @example.com signer, and load it again before mapping.
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.
- 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.
- Connect Xero to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Xero in Zapier, build the invoice Zap and test it.
- 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.
Typed once, in the quote.
Start a free 14-day trial and map your QuoteCloud fields to Xero with real test data.