What QuoteCloud with Xero can and can't do
The plain list: what the Zaps on this site do, where they stop, how Zapier and Make compare, and what we're still confirming.
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Through Zapier, QuoteCloud can create draft Xero invoices from signed quotes with the lines, reference and signed PDF, find or create contacts, record deposits and keep Xero items in step with the product library. It has no native Xero connection, doesn't sync either way, doesn't reconcile your bank and never chooses what a client buys.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Ridgeline Trade Services' signed hot water quote RT-4127, $5,079.80 including tax. In front, an illustration of the draft invoice a Zap created from it in the accounting app, reference RT-4127, with the same lines.
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Call-out & labour | $633 | ||
Call-out & site assessmentToday's visit
|
1 visit | $95 | $95.00 |
Licensed plumberRemove old unit, install and commission
|
3.5 hr | $118 | $413.00 |
Licensed electricianDisconnect, new isolator, reconnect
|
1 hr | $125 | $125.00 |
| Your new system | $3,480 | ||
Heat pump, 270 LLower running costs, outdoor unit
|
1 ea | $3,480 | $3,480.00 |
| Parts | $385 | ||
Tempering valveRequired on new installs
|
1 ea | $185 | $185.00 |
Valves, fittings & connectorsIsolation valve and flexible hoses
|
1 lot | $140 | $140.00 |
Removal & disposalWe take the old unit away
|
1 ea | $60 | $60.00 |
| Add-ons Tick to add | |||
Safe tray & drainCatches leaks before they reach the floor
|
1 ea | $120 | $120.00 |
Water hammer arrestorStops the banging pipes
|
1 ea | $95 | $95.00 |
5-year labour warrantyExtends our standard 12 months
|
1 ea | $180 | $180.00 |
- Subtotal
- $4,618.00
- Tax (10%)
- $461.80
- Total
- $5,079.80
- Plus, monthly
- $0.00/mo
- Deposit to book (30%)
- $1,523.94
Sales invoice · INV-1186Hannah Whitfieldhannah.whitfield@example.com
Draft- Reference
- RT-4127
- Date
- 14 Oct 2026
- Due
- Not set
- Amounts are
- Tax exclusive
| 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 |
| + 4 more lines | |||||
- 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 can the Xero Zaps do?
Draft invoices
A draft (or approved) Xero invoice from every fully signed quote, with the QuoteCloud number in Reference. Recipe.
Lines from the price table
The signed document's line items as invoice lines, with item codes, quantities and prices. Lines & items.
Deposits recorded
Deposits paid on the quote through Stripe or PayPal, as payments into a clearing account or notes on a draft. Deposits.
The signed PDF attached
The signed quote on the invoice, in the same Zap. Signed PDF.
Contacts matched
Found before created, in both directions, with the QuoteCloud ID as the account number. Contacts.
Items kept in step
New and changed products in QuoteCloud's library added or updated as Xero items. Lines & items.
Zapier or Make: which route suits you?
Both reach the same QuoteCloud events and actions. Neither is a native connection.
Zapier
QuoteCloud's Zapier app has ready-made triggers, actions and searches, and Xero has its own Zapier app: you pick events and map fields. Every recipe on this site is a Zap. On QuoteCloud's Essentials plan and up, with a Zapier plan for your volume.
Make, bring your own
Connect Make to QuoteCloud with Make's built-in OAuth, then call QuoteCloud's API or Zapier endpoints from a scenario, beside Make's own Xero modules. No ready-made QuoteCloud app on Make: more set-up, more control.
Where does it stop?
Honest limits, so nobody is surprised at month-end.
No native connection
There's no built-in Xero connection in QuoteCloud, on any plan. Every job on this site is a Zap you build, or a Make scenario.
Nothing syncs by itself
Each Zap runs one way when its trigger fires. A change only travels if a Zap is built for it.
No bank reconciliation
QuoteCloud doesn't see your bank feed. Zaps record deposits; you reconcile payouts in Xero.
Never chooses for the client
A Zap never ticks options or chooses content blocks: the invoice follows what the client signed.
Payments need approved invoices
Xero records payments against approved invoices, so a deposit on a draft becomes a note for the bookkeeper.
Items go one way
Xero's Zapier app offers no new-item trigger, so Xero items can't start a Zap into QuoteCloud. Import them with the CSV import.
Repeating invoices and Xero quotes
Create Repeating Sales Invoice and Create New Quote Draft have no line-item fields in Zapier's published list: test them, or finish them in Xero.
3 MB per attachment
Xero takes attachments up to 3 MB, 10 per invoice; the PDF link only lasts long enough for the same Zap.
Zapier's own costs
Each Zap step uses tasks on your Zapier plan; Paths need a plan that includes them.
Try it with your own Xero file
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the limits yourself, with fictional data.
What we haven't confirmed yet
These depend on details of QuoteCloud's trigger data or Xero's Zapier fields that we haven't tested end to end. The recipes on this site work around each one; check them in your own test data before you rely on them.
- The names of the line-item fields in Document Signing Complete, whether each row carries its SKU, and whether unticked options, heading rows and term-based rows are included.
- Whether Xero's Attachment field takes QuoteCloud's short-lived PDF link directly (it's a file field built for links like it).
- Whether Create Repeating Sales Invoice and Create New Quote Draft can take line items through Zapier.
- The amount, date and gateway fields of Document Part Paid and Document Payment Event.
- Whether documents created from a Make scenario carry QuoteCloud's per-document fee.
Questions about the limits
Does QuoteCloud sync with Xero?
No. There's no native connection and nothing syncs by itself. Each Zap runs one way when its trigger fires, such as a quote being fully signed or a deposit being paid. Two directions means two Zaps, and a change only travels if a Zap is built for it.
Is the Xero connection only on the Business plan?
No. There's no Business-plan Xero connection. QuoteCloud's Zapier app and API are on Essentials and up, and every Xero recipe on this site runs through them. Business adds features such as the approval workflow, which none of the Xero Zaps needs.
Can a Zap fill in the client's choices for them?
No. A Zap never ticks options or chooses content blocks in a QuoteCloud document. The client makes those choices on the quote when they sign, and the invoice Zap carries what they signed into Xero, so the invoice always follows the signed quote.
Can QuoteCloud read invoices or payments from Xero?
Only through a Zap you build. Xero's triggers, such as New Payment or Overdue Sales Invoice, can start a Zap that finds the QuoteCloud document and adds a comment, or tells your team in Slack. Nothing in Xero appears in QuoteCloud by itself.
Can I use Make instead of Zapier with Xero?
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.
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.
- 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 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.
Know the limits, then build.
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