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Integrations for practices: CRM in, fees and projects out

Opportunities from HubSpot, Salesforce or Pipedrive, fees to Xero or QuickBooks, and accepted proposals and reports on to monday.com, OneDrive and your registers.

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QuoteCloud connects to the tools a practice runs on. Native CRM and accounting integrations, including HubSpot, Salesforce, Pipedrive, Xero and QuickBooks Online, are on the Business plan. From Essentials, Zapier, Make and the QuoteCloud API pass an accepted fee proposal or report on to monday.com, OneDrive, Google Sheets and your own systems.

Three activity feeds from a fictional practice, Fenwick Arden, taking turns at the front, each ending in a hand-off. Fee proposal FA-2405 for Nadia and Sam Okoro: opened, 3D visualisations added for $5,940.00 inc. tax, signed by both clients, a $14,371.50 retainer paid via Stripe, and a project created in monday.com through Zapier. Condition audit FA-R-1187 for The Pembroke: opened by the committee chair, a comment answered, the condenser replacement ticked, the report accepted and signed, and the signed copy filed to OneDrive through Zapier. Plant inspection report FA-M-0932 for Quayline Property Group: opened, the renewal plan ticked, accepted and signed, and a project created in HubSpot through the native integration on the Business plan.

What the office stops retyping

Each hand-off below is something a practice manager, an accounts team or a project lead does by hand today. Connected, it happens when the client signs.

The jobTyped in by handPassed on when the client signs
The opportunity The client, the project and the contact retyped from the CRM into a Word fee letter. The fee proposal created from the CRM record, with the client and contact filled in. Signing can move the deal on.
The fee invoice Accounts keys the signed fee and the retainer into Xero from a PDF. An invoice or a contact created in Xero or QuickBooks Online with the signed lines and tax.
The project board The project lead sets up the board, the stages and the client from scratch. An item on your monday.com board, through Zapier or Make, carrying the client, reference, stages and fee.
Document control Someone saves the signed report into the project folder, eventually. The signed copy filed to the project's folder in Microsoft OneDrive through Zapier.
The fee and report register A spreadsheet of fees won and reports issued, updated on a Friday afternoon. A new Google Sheets row for each signed fee proposal and accepted report, with the client, reference and value.
The retainer The retainer invoice sent after signing, then chased. The retainer paid on signing through Stripe or PayPal, and the document marked Paid.

How each system connects, and on which plan

Two routes: native CRM and accounting integrations on Business, or Zapier, Make and the API from Essentials. Each one is a hand-off you switch on, not a two-way sync.

  • Xero

    A signed fee proposal can create the Xero invoice or contact, with the same lines and tax. Native on Business, or through Zapier or Make from Essentials.

    Xero integration

  • QuickBooks Online

    The same for QuickBooks Online: the invoice with the signed lines and tax, and the customer created. Native on Business, or Zapier and Make from Essentials.

    QuickBooks Online integration

  • HubSpot

    Create the fee proposal from a deal with the company and contact filled in, then update the deal when it's viewed or signed. Native on Business, or through Zapier.

    HubSpot integration

  • Salesforce

    Proposals from an Opportunity's account and contact, with document status pushed back through the Salesforce Sync add-on or Zapier.

    Salesforce integration

  • Pipedrive

    Connects directly: create a fee proposal from a deal, contact or organization, and see its status on the Pipedrive record.

    Pipedrive integration

  • monday.com

    Through Zapier or Make, from Essentials: a signed fee proposal creates or updates the item on your projects board.

    monday.com integration

  • Microsoft OneDrive

    Through Zapier: the signed fee proposal or accepted report is filed in the project's folder, beside the drawings.

    OneDrive integration

  • Google Sheets

    Through Zapier: each signed document adds a row to the register your office already keeps, with the client, reference and value.

    Google Sheets integration

The signed fee proposal already holds the project

When Nadia and Sam Okoro sign FA-2405, the document already holds what the project lead types in next: the clients, the four work stages with their fees, the construction cost they're based on and the stage programme.

So the Zap that runs on signing has everything it needs to set up the project in monday.com and the client in Xero. Each later stage is still a fee invoice you raise in your accounting system, against a fee that is already agreed.

  • Stages, fees and tax exactly as signed
  • The programme from the Gantt chart, stage by stage
  • Both clients signed, with a certificate and audit trail
  • Later stage fees invoiced by you, not by QuoteCloud

Price tables: Essentials and up · Gantt charts: Business

Staged fee proposals
Fenwick ArdenFee proposal · Architectural services FA-2405 As signed · sample data

Fees by work stage

Estimated construction cost$1,450,000

StageTimeBasisFee
Brief & concept designSite analysis, brief review, two concept options 4 wks Fixed $16,500
Developed designPlans, sections, elevations and a materials palette 6 wks 2.25% $32,625
Technical design & documentationConstruction drawings, specification, consultant coordination 10 wks 3.5% $50,750
Tender & contract administrationTender, site visits and certificates to practical completion Build 1.75% $25,375
Total fees ex tax$125,250

Stage programme

StageW1W2W3W4W5W6W7W8W9W10W11W12W13W14W15W16W17W18W19W20W21W22
Brief & concept Week 1 to 4
Developed design Week 5 to 10
Planning application optional Week 10 to 17
Documentation Week 11 to 20
Tender Week 21 to 22
Tender issued Week 22

Every system a commission touches

CRM, accounting, the projects board, the file store and the register, plus Stripe and PayPal for the retainer. Each tile opens its integration page.

A Zap from signed fee proposal to monday.com project

Four steps in Zapier, no code, on the Essentials plan. OneDrive and Google Sheets work the same way, and Make does it with a scenario.

  1. Choose the QuoteCloud trigger

    In Zapier, pick QuoteCloud as the trigger app and the Recipient signed event, so only an accepted fee proposal starts a project.

  2. Connect your QuoteCloud account

    Sign in once so Zapier can see your documents and contacts. Use a test fee proposal from your own template.

  3. Choose the monday.com action

    Pick your projects board and map the client, the document reference, the stages and the total fee to its columns.

  4. Test it and turn it on

    Sign the test proposal yourself, check the item on the board, then switch the Zap on. API and Zapier document creation has per-document fees.

Connect your CRM or Zapier during the trial

Free for 14 days, no credit card required. Consultancy and integration set-up for Zapier, the API and other platforms is available from our team.

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Accepted reports, filed and logged

A report is a QuoteCloud document too, so the same triggers apply. When the owners' committee accepts the Pembroke condition audit, a Zap can file the signed copy in the building's OneDrive folder and add a line to the practice's report register in Google Sheets.

The register then shows what was issued, to whom, when it was accepted and which works were approved, without anyone copying it from an email.

  • Recipient signed and document status as Zapier triggers
  • Signed copy with its certificate of authenticity
  • One register row per accepted report

Zapier and Make: Essentials and up

Building condition & compliance audits
Fenwick ArdenBuilding condition audit FA-R-1187 Sample · fictional business

Report acceptance

Revision B · issued 14 May
  1. PreparedHana KowalskiSenior building surveyor12 May
  2. ReviewedRavi MenonAssociate, building services13 May
  3. AcceptedDaniel FeatherstoneChair, owners' committee28 May
  • Report received and read by the committee
  • Works approved: Priority 1 and the condenser replacement

Approved fees inc. tax$39,930.00

Daniel Featherstone · Signed online · 28 May, 6:05 pm

Certificate of authenticity and audit trail attached

Accepting the report records that it was received and which works were approved. It is not a certificate of compliance.

Activity

  1. Report openedDaniel Featherstone
  2. Comment on finding F-09Answered by Ravi Menon
  3. Condenser replacement ticked+$7,040.00 inc. tax
  4. Report accepted and signedCertificate of authenticity attached
  5. Signed copy filed to OneDriveThrough Zapier

The retainer, paid when the client signs

Connect Stripe or PayPal and ask for a retainer on signing, as a percentage of the fee or a fixed amount. The clients tick the additional services they want, the retainer follows the new total, and they pay in the same step as signing.

The document is marked Paid. Stage fees after that are invoiced from your accounting system, as they are today.

  • Retainer as a percentage or a fixed amount
  • Paid by card through Stripe or PayPal
  • No later instalments or stage billing in QuoteCloud

Payments: Essentials and up, gateway required

Take payments in QuoteCloud
Fenwick ArdenFee proposal · Architectural services FA-2405 Sample · fictional business

Your fees, stage by stage

ItemQtyRateAmount
Design stages$125,250
1 · Brief & concept designFixed fee
1 stage $16,500 $16,500.00
2 · Developed design2.25% of $1,450,000
1 stage $32,625 $32,625.00
3 · Technical design & documentation3.5% of $1,450,000
1 stage $50,750 $50,750.00
4 · Tender & contract administration1.75% of $1,450,000
1 stage $25,375 $25,375.00
Additional services Tick to add
 1 set $5,400 $5,400.00
1 lot $7,800 $7,800.00
1 lot $12,600 $12,600.00
1 lot $4,200 $4,200.00
Subtotal
$130,650.00
Tax (10%)
$13,065.00
Total
$143,715.00
Commencement retainer on signing (10%)
$14,371.50

Accept the fee proposal and pay the retainer

2 of 2 signed

  • Nadia OkoroClient Signed9 Mar, 7:42 pm
  • Sam OkoroClient Signed9 Mar, 7:58 pm

Commencement retainer on signing (10%)

$14,371.50

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Practice-management software or your own systems

There's no native integration with practice-management or BIM software. Where those tools connect to Zapier, Make or an API, QuoteCloud can hand documents to them.

  • Through Zapier or Make

    If your practice-management or timesheet system has a Zapier or Make app, a signed fee proposal or accepted report can start an action in it, from Essentials.

  • With the QuoteCloud API

    Create documents from a template's data items and act when they're viewed or signed, from any system that can make HTTPS requests. Per-document fees apply.

    Document automation API

  • Set up for you

    Consultancy and integration set-up for Zapier, custom APIs and other platforms is available from the QuoteCloud team. Ask us for prices.

    Professional services

Integration questions from practices

Which CRM and accounting systems does QuoteCloud integrate with natively?

Native CRM and accounting integrations, including Xero, QuickBooks Online, HubSpot, Salesforce and Pipedrive, are on the Business plan. On Essentials, the same systems and thousands of other apps connect through Zapier or Make, and the QuoteCloud API is available. Zapier and API document creation has per-document fees, listed on the pricing page.

Does QuoteCloud integrate with monday.com?

Yes, through Zapier or Make, from the Essentials plan. A trigger such as a recipient signing a fee proposal can create or update an item on your monday.com board with the client, the document reference, the stages and the fee. The connection runs one way per Zap: QuoteCloud passes the event on, and monday.com doesn't edit the document.

Can a signed fee proposal create an invoice in Xero or QuickBooks?

Yes. When the client signs, the integration can create an invoice in Xero or QuickBooks Online with the same lines, quantities and tax, under the matching contact. Native integrations are on Business; Zapier or Make work from Essentials. QuoteCloud doesn't raise later stage invoices for you: those come from your accounting system.

Is the data kept in sync both ways?

No two-way sync is claimed. Each connection is a rule: when something happens in QuoteCloud, such as a document being signed or viewed, an action runs in the other app. Some systems can also update a document's status in QuoteCloud through actions, but changes in your accounting system don't rewrite a signed document.

Does QuoteCloud connect to practice-management or BIM software?

There's no native integration with practice-management, timesheet, BIM or CAD software. If your practice-management system has a Zapier or Make app, or an API, a signed document can start an action in it. Drawings and schedules from your design software can be added to a QuoteCloud document as images or PDF pages.

Can clients pay a retainer when they sign a fee proposal?

Yes, on the Essentials plan and above with Stripe or PayPal connected. Ask for a retainer on signing as a percentage of the fee or a fixed amount. The client pays in the same step as signing and the document is marked Paid. Instalments and later stage payments aren't billed by QuoteCloud.

Can someone set up the integrations for us?

Yes. The QuoteCloud team offers consultancy and integration set-up for Zapier, custom APIs and other platforms; contact sales for prices. Enterprise plans include implementation support and a dedicated account manager. You can also connect Zapier yourself during the 14-day trial, testing it on a sample fee proposal.

More questions from practices

Everything a practice sends

The documents these integrations carry, and the set-up around them.

Signed in QuoteCloud, set up everywhere else

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