Getting started with QuoteCloud

Xero, QuickBooks and practice tool integrations

Signed engagements into Xero or QuickBooks Online, and your practice management, CRM and spreadsheets connected through Zapier, Make or the QuoteCloud API.

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QuoteCloud connects to Xero, QuickBooks Online and FreshBooks through Zapier from the Essentials plan, so a signed engagement can create a contact or an invoice; native accounting and CRM integrations come with the Business plan. Practice management systems, CRMs, spreadsheets and team chat connect through Zapier, Make or the QuoteCloud API.

A fictional practice's fixed-fee proposal for Hearth Lane Bakery sits behind a checklist titled When both directors sign. Its items tick off one by one: the QuoteCloud trigger Recipient Signed Document, a contact created in Xero, an onboarding job in the practice system, a row in a Google Sheets engagement register and a Slack message to the client team, each through Zapier. Our drawing of an automation the practice sets up.

Your ledger, CRM and practice tools

Xero, QuickBooks Online and FreshBooks connect through Zapier from the Essentials plan, or natively on the Business plan. CRMs, spreadsheets, team chat and practice management systems connect through Zapier, Make or the QuoteCloud API, from the Essentials plan.

Signed engagement, client created in Xero

When the second director signs, the QuoteCloud trigger Recipient Signed Document starts your Zap. Its Xero step creates the contact from the signer's name, email and company, so nobody retypes the new client.

Add a second step to create an invoice for the onboarding fee with the same line items and tax. QuickBooks Online works the same way, with a customer and an invoice, and so does FreshBooks.

Monthly fixed fees are different: the agreement shows them, and your team sets up the repeating invoice in Xero or QuickBooks Online. QuoteCloud never bills them.

  • Trigger: Recipient Signed Document or Document Payment Event
  • Actions in Xero or QuickBooks Online: contact or customer, invoice
  • Every step runs in your own Zapier account

Xero and QuickBooks: through Zapier from the Essentials plan, or natively on the Business plan

Xero and QuoteCloud
Ledgerline AdvisoryFixed-fee accounting proposal LA-1042 Sample · fictional practice

Accept, sign and pay the onboarding fee

2 of 2 signed

  • Ana RibeiroDirector Signed14 Jul, 9:40 am
  • Tom RibeiroDirector Signed14 Jul, 8:15 pm

Onboarding fee, paid on signing (100%)

$715.00

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Activity

  1. Proposal openedAna Ribeiro
  2. Cash-flow forecast added+$180/mo + tax
  3. Signed by both directorsAna and Tom Ribeiro
  4. Onboarding fee paid$715.00 via Stripe
  5. Client created in XeroThrough Zapier, on the signature

What goes where: the fields you map once

One row per hand-off a practice usually sets up. You choose the fields in Zapier or Make when you build the automation; nothing moves until you've mapped it.

The jobFrom the QuoteCloud documentInto your systems
The new client Each signer's name and email, and the client's company, from the signed engagement. A contact in Xero or a customer in QuickBooks Online, through Zapier.
The onboarding fee The price-table lines and tax, and the payment taken on signing through Stripe or PayPal. An invoice with the same line items and tax, if you add that step.
Monthly fees Repeating charges set out in the agreement. A repeating invoice your team sets up in the accounting system. QuoteCloud doesn't bill them.
The onboarding job The document's status changing to Accepted. A job or task in your practice management system, where it has a Zapier or Make connector, or through the API.
The engagement register Client, document title, value and status. A new row in Google Sheets through Zapier.
The client's answers Form Submitted on Document, from an information request with a Forms block (Business). A task or note for the client manager in your practice system.
The team A client opening, signing or commenting on a document. A message in your Slack channel through Zapier.

Connect QuoteCloud to your practice

Free for 14 days, no credit card required. Zapier, Make and the API are included on Essentials, so you can build and test your hand-off during the trial.

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The Zapier triggers and actions practices use

Triggers start an automation when something happens in QuoteCloud; actions ask QuoteCloud to do something. These are in the QuoteCloud app on Zapier.

  • Recipient First Viewed Document

    Tell the partner the moment a new client opens the proposal.

  • Recipient Signed Document

    Create the client in Xero or QuickBooks Online, add the onboarding job and post to Slack.

  • Document Payment Event

    Record the onboarding fee paid on signing in your practice system or register.

  • Document Status Changed

    Add or update a row in your engagement register when a letter is Accepted or Lost.

  • Form Submitted on Document

    Turn an information request's answers into a task for the client manager (Forms block: Business).

  • Document Comment Event

    Alert the client manager when a client asks a question inside a document.

  • Create Document

    Draft a proposal from a template, with data items and price-table rows, from your CRM or practice system.

  • Send Document and Generate PDF Link

    Send the new document, or file a PDF link against the client's record.

  • Update Status, Approve or Reject

    Move a document on, or record a partner's decision on a workflow (approval workflow: Business).

Practice management and CRM: Zapier, Make or the API

QuoteCloud doesn't name a built-in integration with any practice management system. If yours has a Zapier or Make connector, connect it the same way as Xero. If it doesn't, your developer or IT provider can use the QuoteCloud API.

Either way, an automation can create a document from your template, fill its data items and add price-table rows, so a proposal starts from your CRM or practice system. The client still ticks the optional add-ons themselves.

Documents created through the API or Zapier carry a per-document creation fee: US$2.00 each for the first 1,000, $1.80 for 1,001 to 5,000 and $1.60 above. No fee is stated for Make.

  • HubSpot through Zapier; Pipedrive native on Business
  • Make for scenarios with routing
  • API for your own systems

Zapier, Make and API: Essentials and up

Document automation with the API, Zapier and Make
Ledgerline AdvisoryAnnual fund engagement LA-S-0560 Sample · rows sent at creation

Annual fixed fees

ItemQtyRateAmount
Each year$2,450
Financial statements and member statementsTwo members, accumulation and pension
1 year $1,450 $1,450.00
Fund annual returnPrepared for the trustees to sign
1 year $450 $450.00
Independent auditBy an independent registered auditor we engage, not our firm
1 year $550 $550.00
If needed Tick to add
 1 year $260 $260.00
1 lot $380 $380.00
Subtotal
$2,450.00
Tax (10%)
$245.00
Total
$2,695.00

Connect a signed engagement to Xero in five steps

Build it once with a test engagement, then every signed letter follows the same path.

  1. Choose the QuoteCloud trigger

    In Zapier, choose QuoteCloud as the trigger app and pick Recipient Signed Document.

  2. Connect your account

    Sign in to QuoteCloud once so Zapier can see your documents and contacts.

  3. Choose the Xero action

    Choose Xero as the action app and pick Create Contact, or an invoice for the onboarding fee.

  4. Map the fields

    Match the signer's name, email and company, and the line items and tax for an invoice.

  5. Test, then add steps

    Sign a test engagement, check the result in Xero, then add your practice system, Google Sheets or Slack.

Integration questions, answered

Is the Xero integration native?

Xero and QuickBooks Online connect through Zapier from the Essentials plan, or natively on the Business plan. Connect through Zapier from the Essentials plan; native accounting integrations come with the Business plan. Ask QuoteCloud which suits your practice before you build.

Can a signed engagement create the client in Xero or QuickBooks Online?

Yes, through Zapier. Use the Recipient Signed Document trigger and a Xero or QuickBooks Online action to create the contact or customer from the signer's details. Add a step to create an invoice for a once-off fee with the same line items and tax. Monthly fees are set up in your accounting system by your team.

Does QuoteCloud sync with Xero?

Not as a two-way sync. Each Zap runs when something happens in QuoteCloud, such as a signature or a payment on signing, and carries out the steps you mapped, such as creating a contact or an invoice. Build only the steps your practice needs.

Which practice management systems does QuoteCloud integrate with?

QuoteCloud doesn't list a built-in integration with a named practice management system. If yours has a Zapier or Make connector, connect it through that. Otherwise your developer or IT provider can use the QuoteCloud API to create documents and pick up signed ones. Zapier, Make and the API are on Essentials and up.

What does it cost to create documents through the API or Zapier?

Documents created through the API or Zapier carry a per-document creation fee: US$2.00 each for the first 1,000, $1.80 each from 1,001 to 5,000 and $1.60 each above that. No per-document fee is stated for Make. The fee is charged per document created that way.

Can our CRM create the proposal in QuoteCloud?

Yes. The Create Document action makes a document from your template, fills its data items and adds price-table rows, so a proposal can start from a deal in your CRM. HubSpot connects through Zapier, and Pipedrive natively on the Business plan. The client still ticks optional add-ons and packages themselves.

Which plan do we need for integrations?

Zapier, Make and the QuoteCloud API are available from the Essentials plan at US$39 per user per month. Native CRM and accounting integrations come with the Business plan at US$59. Stripe and PayPal, for fees paid on signing, are on Essentials and up.

More accounting questions

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