Getting started with QuoteCloud

QuoteCloud and Xero, for accountants and bookkeepers

Your client's sales team quotes and takes deposits in QuoteCloud; the books are yours in Xero. Here's what to set up, what the Zaps will and won't touch, and how month-end works when invoices arrive from signed quotes.

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QuoteCloud reaches Xero only through Zaps the business builds, on Essentials and up: draft invoices from signed quotes with the quote number as the reference, contacts found or created, signed PDFs attached and deposits recorded into a clearing account. Approval, account codes, tax rates and bank reconciliation stay with the bookkeeper in Xero.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Ledgerline Advisory's fixed-fee proposal LA-1042 for Hearth Lane Bakery: the Growth package at $760 a month plus a cash-flow forecast at $180 a month, and a $650 onboarding fee paid on signing, signed by both directors. In front, an illustration of the onboarding-fee invoice in the accounting app: reference LA-1042, $715.00 including tax, paid to the Stripe clearing account by a Zap.

What changes for the person who keeps the books?

The jobs, before and after the Zaps. No statistics, just the work.

The jobRe-keyed from signed quotesWith the Zaps
Raise the invoice Retyped from an emailed PDF: client, lines, add-ons, quote number A draft is waiting with the lines and the quote number in Reference; you check and approve
Find the client Search Xero, guess at spelling, sometimes create a twin Found before created, with the QuoteCloud ID as the account number
Apply the deposit A Stripe payout with five clients in it and no references Each deposit recorded or noted against its invoice, in a clearing account
Answer a query Ask sales for the signed copy The signed PDF is on the invoice
Code the lines Fix accounts and tax rates line by line Item codes shared with the product library bring the account and tax rate

Set up in Xero before the first Zap runs

Six decisions that make every invoice the Zaps create land where you want it.

  • Clearing accounts

    A Stripe clearing account, and a PayPal one if the business uses PayPal, set up so it can take payments. Deposits go in; payouts are reconciled out.

  • Draft or approved

    Drafts by default, so you approve. Choose Awaiting Payment only where the business trusts the signed quote, and map a due date: Xero needs one on approved invoices.

  • Item codes

    The product library's SKUs as Xero item codes (up to 30 characters, unique), so each line brings its sales account and tax rate.

  • Accounts and tax for lines without codes

    One fixed sales account and tax rate in the Zap for any line without an item code. Lines are tax exclusive unless you set Line Amount Types.

  • Tracking and branding

    A tracking category (a region, a job type) and a branding theme can be set on every invoice the Zap creates.

  • One reference rule

    The QuoteCloud document number in Reference, and Xero's own invoice numbering untouched. Every later Zap, and your matching, uses it.

What stays with you

The Zaps do the typing; the decisions stay in Xero. A draft isn't sent to the client until you approve it, and a Zap can only record a payment against an invoice you, or the business, chose to approve.

Bank reconciliation never moves: QuoteCloud doesn't see the bank feed. The Zap records the deposit in a clearing account; you reconcile the payout as usual.

  • Zapier keeps a history of every Zap run, with the data each step sent: the first place to look when a draft is missing.
  • Add Note to Invoice writes into the invoice's history in Xero, so the deposit or the signer is recorded where you review.
  • Connect Zapier to Xero with a login the business controls, and test in a test organisation (such as Xero's demo company, if your connection can see it).
Test and troubleshoot the Zaps
Accounting · Sales invoiceRidgeline Trade Services Illustration · sample data

Sales invoice · INV-1186Hannah Whitfieldhannah.whitfield@example.com

Draft
Reference
RT-4127
Date
14 Oct 2026
Due
Not set
Amounts are
Tax exclusive
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

  1. Note: deposit $1,523.94 paid by card through Stripe on RT-4127Wed 14 Oct, 9:33 am · Added by a Zap
  2. Attachment added: RT-4127 signed.pdfWed 14 Oct, 9:32 am · Added by a Zap
  3. Draft invoice created, reference RT-4127Wed 14 Oct, 9:32 am · Added by a Zap

Illustration with sample data, not Xero’s screen.

Set it up with your client

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build the Zaps against a test Xero organisation first.

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Your own practice: fee proposals into Xero

Ledgerline sends its own fixed-fee proposals from QuoteCloud. The onboarding fee is paid on signing; this Zap invoices it and records the payment.

ZapFee paid: onboarding invoice, paid

  1. When QuoteCloudTriggerDocument Payment EventPayment Event: received. Fires when the client pays on the proposal.Passes on
    • Document number
    • Amount
    • Signer name and email
  2. Then XeroSearchFind or Create ContactBy account number (the QuoteCloud contact ID), or by name.Searches on
    • Contact Name
    • Account Number
  3. Then XeroActionCreate Sales InvoiceApproved, one line for the onboarding fee, due today.Mapped in
    • Status: Awaiting Payment
    • Reference
    • Item Code: ONB-REV
    • Due Date
  4. Then XeroActionCreate PaymentMapped in
    • Paid To: Stripe clearing
    • Amount
    • Reference
  5. Or XeroAction · optionalCreate Repeating Sales InvoiceThe monthly fee as a repeating template, starting next month. Zapier's published fields for it have no line items: test it, or build the template in Xero.Mapped in
    • Contact
    • Frequency: monthly
    • Start Date
    • Status: Draft
    • Reference

Ana and Tom Ribeiro sign LA-1042 on Tuesday 14 July and pay the $715.00 onboarding fee through Stripe. Xero has a paid invoice, INV-3307, reference LA-1042, a minute later. Sofia sets up the $940-a-month repeating invoice for August herself, from the signed proposal on file.

Result

The practice's own fees reach Xero the way its clients' do: invoiced, paid and referenced without re-keying.

QuoteCloud Payments and the Zapier app: Essentials and up

Fixed-fee packages for accounting practices

A month-end check in five steps

  1. Review the drafts

    Filter Xero's draft invoices by the QuoteCloud reference prefix; approve or query each one against its attached signed quote.

  2. Apply noted deposits

    For drafts with a deposit note, approve and apply the payment from the clearing account.

  3. Clear the clearing account

    Reconcile each Stripe or PayPal payout out of its clearing account, with the provider's fees.

  4. Compare with QuoteCloud

    Check the month's signed and paid documents in QuoteCloud's dashboard against the invoices with their references.

  5. Read the Zap history

    Look for halted or failed runs in Zapier, fix the cause and replay them.

Advising a client who wants to connect QuoteCloud to Xero?

Start with the hand-off they have today: who retypes what, and when. Then agree the six decisions above before anyone builds a Zap, and build the draft-invoice Zap first, against a test organisation.

Be clear about what it isn't: there's no native Xero connection in QuoteCloud, on any plan, and nothing syncs by itself. Each Zap runs one way when its trigger fires, through QuoteCloud's Zapier app on Essentials and up, or through Make as a bring-your-own setup.

  • Zaps that create Xero invoices, contacts or payments carry no QuoteCloud per-document fee: see the cost.
  • A Zap never ticks options or chooses content for the client: the invoice follows what the client signed.
  • Automated payment reminders and PayPal instalment plans are part of QuoteCloud Payments, on the document, not in Xero: Take payments.

Questions from accountants and bookkeepers

Will the Zaps approve or send invoices without me?

Not unless the business sets them up to. Xero's Create Sales Invoice creates a draft by default, and nothing is emailed to the client unless a Zap runs Send Sales Invoice by Email, which only works on approved invoices. Most practices keep drafts and approve in Xero.

Does QuoteCloud reconcile the bank feed?

No. QuoteCloud doesn't connect to the bank. A Zap can record a deposit paid on the quote as a payment into a Stripe or PayPal clearing account, against its invoice. You reconcile the provider's payout out of that clearing account in Xero, as usual.

Can a signed fee proposal become a Xero repeating invoice?

Partly. Xero's Create Repeating Sales Invoice on Zapier sets the contact, schedule, status and reference, but its published fields have no line items. Test whether it carries your monthly lines; otherwise set up the repeating template in Xero from the signed proposal.

How do I see what a Zap did to an invoice?

In two places. Zapier keeps a history of every run with the data each step sent, including halted and failed runs. In Xero, have the Zap add notes with Add Note to Invoice, so who signed and what was paid sits in the invoice's history.

Is there a native QuoteCloud integration in Xero's app marketplace?

No. QuoteCloud has no native Xero connection on any plan. Your client connects the two apps through QuoteCloud's Zapier app, on the Essentials plan and up, or through Make as a bring-your-own setup with QuoteCloud's API.

More Xero questions

More on QuoteCloud and Xero

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

They sell. You approve. Nobody re-keys.

Start a free 14-day trial and build the Zaps with your client against a test Xero organisation.

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