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Attach the signed quote to the Xero invoice

The signed PDF goes on the invoice in the same Zap that creates it, so whoever approves the invoice, or queries it a year later, can see exactly what the client agreed to.

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In the Zap that creates the Xero invoice, add QuoteCloud's Generate or Fetch Document PDF Link before Xero's Create Sales Invoice and map the link into its Attachment field. The link is short-lived, so it must be used in the same Zap. For an invoice raised later, Find Invoice by reference and Update Sales Invoice attach it instead.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Weirbrook Plumbing & Gas' quote WP-R-0561 for Juniper Court Owners' Association: box gutters and downpipes for Building B, $26,103.00 including tax, signed by Bianca Moretti for the association. In front, an illustration of the draft invoice in the accounting app, reference WP-R-0561, with the attachment WP-R-0561 signed.pdf added by a Zap.

Why put the signed quote on the invoice?

Weirbrook Plumbing & Gas quotes repairs for apartment buildings through their building managers. Owners' associations pay against what their committee approved, and when an invoice is queried, the first question is: where's the signed quote?

With the signed PDF attached to the Xero invoice, Weirbrook's office answers from the invoice itself: what was approved, who signed it for the association and when. No search through email, and no second login.

  • Use Document Signing Complete, so only the fully signed copy is attached.
  • The PDF link is short-lived: the file goes on the invoice in the same Zap, never saved as a link.
  • Use Current PDF includes the signatures and the acceptance.

How do I attach the signed QuoteCloud PDF to a Xero invoice?

Fetch the PDF just before the invoice is created, and hand it straight to Xero.

ZapSigning complete: draft invoice with the signed PDF

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Document number
    • Line items
    • Bill to (data item)
  2. Then XeroSearchFind or Create ContactSearches on
    • Contact Name
  3. Then QuoteCloudActionGenerate or Fetch Document PDF LinkPDF Mode: Use Current PDF. The link is short-lived, so the next step uses it straight away.Mapped in
    • Document Number
    • PDF Mode
  4. Then XeroActionCreate Sales InvoiceThe link goes in the Attachment field; Xero stores the file.Mapped in
    • Contact Name
    • Status: Draft
    • Reference
    • Line items
    • Attachment

Bianca Moretti signs WP-R-0561 for Juniper Court Owners' Association at 4:05 pm on Tuesday. At 4:06 Weirbrook's Xero file has a draft invoice for the association, reference WP-R-0561, $26,103.00, with WP-R-0561 signed.pdf attached. When the job is finished, Yasmin Lowe approves and sends it.

Result

Every invoice made from a signed quote carries the signed quote, filed where finance will look for it.

QuoteCloud's Zapier app: Essentials and up

Roof plumbing quotes for apartment buildings

When the invoice is raised later

Some teams raise the invoice when the job is done. The PDF can still follow it, found by the reference.

ZapInvoice raised: attach the signed quote

  1. When XeroTriggerNew Sales InvoiceFires when a sales invoice is created in Xero.Passes on
    • Invoice ID
    • Reference
  2. Only if Filter by ZapierFilterOnly continue if the reference is a QuoteCloud number, such as one starting WP-. Use this recipe or the one above, not both, or the PDF is attached twice.
  3. Then QuoteCloudActionGenerate or Fetch Document PDF LinkThe Xero reference is the document number.Mapped in
    • Document Number
    • PDF Mode: Use Current PDF
  4. Then XeroActionUpdate Sales InvoiceUp to 10 attachments per invoice, each up to 3 MB.Mapped in
    • Invoice ID
    • Attachments

The same jobs can be built in Make, bring your own: Make's built-in OAuth connection to QuoteCloud fetches the PDF link through QuoteCloud's API, and Make's own Xero modules attach the file.

Weirbrook's office raises the invoice for a finished job with the quote number in its reference. A minute later the signed quote is on it, without anyone downloading it from QuoteCloud first.

Result

The signed quote reaches the invoice whichever way the invoice was made.

Keep the contact right too

Limits to plan for

  • 3 MB per attachment

    Xero takes up to 10 attachments on an invoice, each up to 3 MB. A photo-heavy proposal can be bigger: file those in Microsoft OneDrive with Upload File in the same Zap instead.

  • Links expire

    Generate or Fetch Document PDF Link returns a short-lived link on purpose. Attach the file in the same Zap; a link saved in a field would fail when someone opens it later.

  • Fully signed only

    Document Signing Complete fires once, when the last signer has signed. Recipient Signed Document fires per signer, which would attach a half-signed copy.

File every signed quote where finance looks

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and attach a test quote to a draft invoice.

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Add the signed PDF in three steps

  1. Fetch the PDF before the invoice

    In your invoice Zap, add QuoteCloud's Generate or Fetch Document PDF Link before Create Sales Invoice: the document number, PDF Mode Use Current PDF.

  2. Map it into Attachment

    In Create Sales Invoice, map the PDF link into the Attachment field.

  3. Test the file

    Sign a test quote, open the attachment on the draft in Xero, check it shows the signatures, then switch the Zap on.

Questions about the signed PDF

Can the signed QuoteCloud PDF be attached to a Xero invoice?

Yes, with a Zap. QuoteCloud's Generate or Fetch Document PDF Link gets a link to the signed PDF, and Xero's Create Sales Invoice takes it in its Attachment field, in the same Zap. For an invoice raised separately, Update Sales Invoice takes attachments on an existing invoice.

Does the PDF include the signatures?

Yes. With PDF Mode set to Use Current PDF, Generate or Fetch Document PDF Link returns the current PDF, generating a new one if the document changed, including signatures and acceptance. Run it from Document Signing Complete so every signer has signed.

Why can't I save the PDF link on the invoice instead?

Because the link stops working. Generate or Fetch Document PDF Link returns a short-lived link on purpose, so the file has to be attached in the same Zap. A link saved in an invoice field would fail when someone opens it later.

What if the PDF is too big for Xero?

Xero takes attachments up to 3 MB each, up to 10 per invoice. If your proposals carry many photos and run larger, file the PDF in Microsoft OneDrive or Google Drive with Upload File in the same Zap, and keep the invoice's reference to find it.

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.

The invoice, and the signature behind it.

Start a free 14-day trial and attach every signed QuoteCloud quote to its Xero invoice in the same Zap.

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