Price-table lines and Xero items, on one set of codes
The rows your client chose become the invoice's lines, and the product library in QuoteCloud keeps Xero's items up to date, both matched on the item code. Here's what a Zap can map, and where it stops.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
QuoteCloud's Document Signing Complete trigger carries the signed document's line items, which a Zap maps into the line-item fields of Xero's Create Sales Invoice: item code, description, quantity and unit price. A second Zap on Product Changed runs Xero's Add or Update Stock Items, so your QuoteCloud SKUs and Xero item codes stay the same.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ridgeline Trade Services' QuoteCloud product library: call-out, labour rates, a 270 L heat pump, a tempering valve and a safe tray, each with its SKU, price, cost and status. In front, an illustration of the same products as items in the accounting app: the same codes, sale prices and sales accounts, with the heat pump and the tempering valve added or updated by a Zap.
Why match the codes?
Ridgeline prices every job from its QuoteCloud price book: call-outs, labour by the hour, parts and whole systems, each with a SKU. Its bookkeeper reports on the same work in Xero, by item and by account.
When a product's SKU in QuoteCloud is the item's code in Xero, an invoice line made from the signed quote picks up the right item, and with it the right sales account and tax rate. Nobody re-codes lines at month-end.
- The quote's price wins: the line carries the price the client signed for, even if the Xero item's price is different.
- Codes must be unique in Xero and up to 30 characters; names up to 50.
- Cost and margin stay in QuoteCloud. Only the sale price and the sales account go to Xero.
How do price-table rows become Xero invoice lines?
Document Signing Complete carries the signed document's line items. In Create Sales Invoice, map each line-item field: the row's SKU into Item Code, its label into Description, its quantity and unit price. Zapier then writes one invoice line per row.
With an Item Code, Xero fills the account and tax rate from the item. Without one, set Account and Tax Rate in the Zap: one fixed value for every line, such as 200 Sales.
- Check the test data first: it shows exactly which rows the trigger passes, and in which fields.
- Lines are tax exclusive unless you set Line Amount Types.
- Tracking categories, such as a region or a job type, can be set for every line in the Zap.
Sales invoice · INV-1186Hannah Whitfieldhannah.whitfield@example.com
Draft| Item | Description | Qty | Price | Account | Amount |
|---|---|---|---|---|---|
CALL-STD | Call-out & site assessment | 1 | $95.00 | 210 · LabourTax on sales 10% | $95.00 |
LAB-PLMB | Licensed plumber | 3.5 | $118.00 | 210 · LabourTax on sales 10% | $413.00 |
LAB-ELEC | Licensed electrician | 1 | $125.00 | 210 · LabourTax on sales 10% | $125.00 |
HWP-270 | Heat pump, 270 L | 1 | $3,480.00 | 200 · SalesTax on sales 10% | $3,480.00 |
PRT-TV20 | Tempering valve | 1 | $185.00 | 200 · SalesTax on sales 10% | $185.00 |
KIT-HWS | Valves, fittings & connectors | 1 | $140.00 | 200 · SalesTax on sales 10% | $140.00 |
DSP-STD | Removal & disposal | 1 | $60.00 | 200 · SalesTax on sales 10% | $60.00 |
PRT-TRAY | Safe tray & drain | 1 | $120.00 | 200 · SalesTax on sales 10% | $120.00 |
Set by a Zap
- Subtotal
- $4,618.00
- Total tax 10%
- $461.80
- Total
- $5,079.80
- Amount due
- $5,079.80
Illustration with sample data, not Xero’s screen.
What a Zap can map, and what it can't
A Zap passes what the trigger gives it. It doesn't decide what the client bought.
Maps
The rows on the signed document: label, quantity, unit price and, where the row has one, the product SKU as Xero's Item Code. Fixed account, tax rate and tracking for every line.
Check in the test data
Unticked optional rows, heading rows, term-based rows and discounts: how they arrive depends on the trigger's line items, so look before you switch the Zap on.
Never maps
Options the client didn't choose: a Zap never ticks options or chooses content blocks. And the price book's cost and margin, which stay in QuoteCloud.
Keep Xero's items in step with your product library
One Zap, QuoteCloud to Xero. The product library is the master; Xero follows it.
ZapProduct changed: add or update the Xero item
-
When
QuoteCloudTriggerProduct ChangedFires when a product is created, updated, activated or deactivated; Change Type can narrow it.Passes on
- SKU
- Line item name
- Price
- Only if Filter by ZapierFilterOnly continue if the product has a SKU and is published, so drafts don't reach Xero.
-
Then
XeroActionAdd or Update Stock ItemsCreates the item, or updates the one with the same code.Mapped in
- Item Code
- Name
- Sales Unit Price
- Sales Account
- Sales Tax Type
- Is Sold: yes
- Is Purchased: no
- Is Tracked: no
Xero's own New Item trigger isn't offered on Zapier, so the other direction (Xero items into QuoteCloud) has no trigger to start from. Import the price book into QuoteCloud with its CSV import instead.
Ridgeline adds the 270 L heat pump to its price book on Monday, as HWP-270 at $3,480. A minute later it is an item in Xero with the same code, ready for the first invoice that includes it. When the supplier's price for the tempering valve goes up, the new sale price follows.
Result
One set of codes in both apps, kept up to date from the place your team prices from.
Product library and the Zapier app: Essentials and up
Price books for trade businessesSame codes, two places
In QuoteCloud, Ridgeline's team sees the SKU, the price, the cost and the margin of every product. In Xero, the bookkeeper sees the same code with its sale price, sales account and tax rate. Each app keeps what it is for.
- Deactivating a product in QuoteCloud doesn't archive the Xero item: archive it in Xero if you need to.
- Products without a SKU are skipped by the filter: give every product you invoice a code.
Products and services in the accounting app
| Code | Name | Sale price | Sales account |
|---|---|---|---|
CALL-STD | Call-out & site assessment | $95.00 | 210 · LabourTax on sales 10% |
LAB-PLMB | Licensed plumber | $118.00 | 210 · LabourTax on sales 10% |
LAB-ELEC | Licensed electrician | $125.00 | 210 · LabourTax on sales 10% |
HWP-270 | Heat pump, 270 L Added or updated by a Zap | $3,480.00 | 200 · SalesTax on sales 10% |
PRT-TV20 | Tempering valve, 20 mm Added or updated by a Zap | $185.00 | 200 · SalesTax on sales 10% |
PRT-TRAY | Safe tray & drain | $120.00 | 200 · SalesTax on sales 10% |
Sale price and sales account only: the cost and margin in QuoteCloud's price book stay there.
Illustration with sample data, not Xero’s screen.
Put your price book on one set of codes
The product library and QuoteCloud's Zapier app are on the Essentials plan and up. Start a free 14-day trial and test both Zaps.
Build the items Zap in four steps
Give every product a SKU
Up to 30 characters and unique, the same code you want in Xero.
Start with Product Changed
In Zapier, choose QuoteCloud's Product Changed trigger and test it by editing a product.
Filter, then add or update
Add a filter for products with a SKU, then Xero's Add or Update Stock Items: code, name, sale price, sales account and tax.
Check, then turn it on
Look for the item in Xero, then switch the Zap on and map Item Code in your invoice Zap.
Questions about lines and items
Do the price-table rows become separate lines on the Xero invoice?
Yes, when you map the trigger's line items. Document Signing Complete carries the signed document's line items, and Create Sales Invoice takes line-item fields: Item Code, Description, Quantity and Unit Price. Zapier writes one invoice line per row. Check the test data for which rows come through.
Will optional items the client didn't tick end up on the invoice?
They shouldn't, but check. The client ticks options on the quote and a Zap never ticks them for anyone. Look at the trigger's test data with a quote that has an unticked option before you switch the Zap on, so you know exactly which rows it passes.
Can Xero items flow into the QuoteCloud product library?
Not from a Xero trigger. Xero's Zapier app doesn't offer a new-item trigger, so there's nothing to start that Zap from. Keep the product library as the master and push changes to Xero with Product Changed, or import items into QuoteCloud with its CSV import.
Does the invoice use the Xero item's price or the quote's?
The quote's, when you map Unit Price. The client signed for that price, so the Zap passes it on the line. The item code still brings the item's sales account and tax rate, which is why matching codes matters.
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.
- 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.
- 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.
Priced in QuoteCloud. Coded right in Xero.
Start a free 14-day trial and match your price book to Xero's items with one Zap.