Getting started with QuoteCloud

Won jobs into your accounts and job system

A signed estimate can become an invoice in Xero or QuickBooks, a job in simPRO or ServiceM8 and an event in the site calendar, without anyone retyping it.

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QuoteCloud connects to Xero and QuickBooks Online natively on the Business plan, so a signed estimate can become an invoice with the same lines and tax. From Essentials, Zapier, Make and the QuoteCloud API pass a signed estimate on: a job in simPRO or ServiceM8, a Google Calendar event, a Google Sheets row or a copy filed in OneDrive.

Activity feed of a sample estimate, CB-2318, from a fictional builder, Corbel Building Co., to Ellie and Marcus Doyle: estimate opened, skylight added for $2,398.00 inc tax, signed by both owners, deposit of $12,862.30 paid via Stripe, and an invoice created in Xero through the native integration on the Business plan.

The signed estimate already holds the job

When Ellie and Marcus Doyle sign CB-2318, the contract already holds what the office types in next: the owners, every stage and line with tax, the contract sum of $128,623.00, the payment schedule and the 10% deposit, paid on signing.

So nobody copies it again. Accounts gets the invoice, the job system gets the job with the same stages, and the site calendar gets the event. Each later stage is still a progress claim you raise in Xero or QuickBooks, against a contract sum that is already there.

  • Stages, lines, quantities and tax exactly as signed
  • Both owners signed, with a certificate and audit trail
  • Deposit marked Paid, through Stripe or PayPal
  • Stage claims set out in the contract, invoiced by you

Price tables and payments: Essentials and up · eSignatures: every plan

Contracts, deposits & progress claims
Corbel Building Co.Estimate & building contract CB-2318 As signed · sample data

Payment schedule Stage payments, inc tax

StageShareAmountHow it's paid
DepositOn signing the contract 10% $12,862.30 Paid on signing via Stripe
BaseSlab poured 15% $19,293.45 Progress claim, invoiced by Corbel
FrameFrame inspected 20% $25,724.60 Progress claim, invoiced by Corbel
Lock-upRoof, windows and doors in 20% $25,724.60 Progress claim, invoiced by Corbel
FixingPlasterboard, joinery and tiling done 25% $32,155.75 Progress claim, invoiced by Corbel
Practical completionFinal inspection and handover 10% $12,862.30 Progress claim, invoiced by Corbel
Contract sum100%$128,623.00

Only the deposit is paid online, on signing. Each later stage is a progress claim Corbel invoices as the stage is reached; variations are added to the next claim.

Accept, sign and pay the deposit

2 of 2 signed

  • Ellie DoyleOwner Signed18 Feb, 8:14 pm
  • Marcus DoyleOwner Signed18 Feb, 8:21 pm

Deposit on signing (10%)

$12,862.30

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Where a won job goes next, and on which plan

Two routes: the native accounting integrations on Business, or Zapier, Make and the API from Essentials. Everything below is a hand-off you switch on, one way, when the estimate is signed.

  • Xero

    The signed estimate becomes a Xero invoice with the same lines, quantities and tax, under the owners' contact. 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 or matched. Native on Business, or Zapier and Make from Essentials.

    QuickBooks Online integration

  • simPRO

    Through Zapier, from Essentials: the Recipient signed trigger and simPRO's Create job action carry the client, the site and the estimate's sections into a new job. A hand-off, not a sync.

    simPRO integration

  • ServiceM8

    Through Zapier, from Essentials: the signature creates the job with the contact, the job address and a description from the line items. You still book it in ServiceM8.

    ServiceM8 integration

  • Google Calendar

    Through Zapier: a new or signed document can create an event, such as a site start or a pre-start meeting. One way only, from QuoteCloud to the calendar.

    Google Calendar integration

  • Google Sheets

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

    Google Sheets integration

  • Microsoft OneDrive

    Through Zapier: the signed contract is filed in the job's folder, beside the plans and the engineer's details.

    OneDrive integration

  • HubSpot and Pipedrive

    For enquiries in: native CRM integrations on Business, or Zapier and Make from Essentials, so the lead, the estimate and its status stay together.

    HubSpot integration

Every app a won building job touches

Accounting, job management, the site calendar, the job register and your files, plus Stripe and PayPal for the deposit. Each tile opens its integration page.

A Zap from signed estimate to simPRO job

Four steps in Zapier, no code, on the Essentials plan. ServiceM8 works 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 a signed estimate starts a job.

  2. Connect your QuoteCloud account

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

  3. Choose simPRO's Create job

    Map the client to the customer, the site address to the site and the estimate's stages to job sections.

  4. Test it and turn it on

    Sign the test estimate yourself, check the job in simPRO, then switch the Zap on. Each signed estimate now opens its own job.

Connect Xero 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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What the office stops retyping

One signed CB-2318, followed through a building office. The work that stays yours is listed too.

The jobTodayConnected
The first invoice The estimate is printed and keyed into Xero line by line, tax checked twice. The signed estimate creates the invoice with the same lines and tax; the deposit already shows as paid in QuoteCloud.
The job card The supervisor gets a PDF and builds the job in simPRO or ServiceM8 from it. A Zap creates the job with the client, the site and the stages, the moment the owners sign.
Site start The start week lives in an email thread and someone's head. An event in the shared Google Calendar, created when the estimate is signed (one way).
Job register Someone remembers to add the job to the spreadsheet on Friday. A row in Google Sheets for every signed estimate and variation, with its value.
Variations Agreed on site, invoiced late or not at all. A signed variation is a document too, so the same Zap can pass its amount on to accounts.
Progress claims Raised from the contract schedule as each stage is reached. Still raised by you, in Xero or QuickBooks, from the payment schedule in the contract. QuoteCloud does not bill stages.

Your own job system or ERP? Use the API

The QuoteCloud GraphQL/REST API lets any system that can make HTTPS requests exchange document data with your account: create an estimate from a template's data items, then act when the client views or signs it.

It suits a builder with an in-house job register, a commercial team with its own project system, or any tool that no app marketplace covers. Consultancy and integration set-up for custom APIs is available from the QuoteCloud team.

  • API, Zapier and Make.com from the Essentials plan
  • Template data items filled in from your systems
  • Act when the client views or signs
  • Per-document fees for API and Zapier documents: US$2.00 each for 1–1,000 a month, US$1.80 for 1,001–5,000, US$1.60 above

API, Zapier and Make.com: Essentials and up

Document automation with the API
Corbel Building Co.Fit-out proposal CB-C-0412 Sample · fictional business

Accept, sign and pay

Dr Anika Shah · Director, Fernmoor Dental

Signed online · 22 Apr, 4:10 pm

Mobilisation payment on signing (5%)

$18,103.80

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Activity

  1. Proposal openedDr Anika Shah
  2. After-hours works keptOption ticked in the price table
  3. Signed by Dr Anika Shah1 of 2 signers
  4. Waiting for Dr Sam IbrahimSecond director

Accounting and job management questions

Does QuoteCloud integrate with Xero for builders?

Yes. The native Xero integration is on the Business plan, so a signed estimate can create a Xero invoice with the same lines, quantities and tax under the owners' contact. On Essentials you can do the same through Zapier or Make, with a per-document fee for documents created that way. QuickBooks Online works the same way.

Is QuoteCloud synced with simPRO?

No, it is a one-way hand-off through Zapier, from the Essentials plan. A Zap with QuoteCloud's Recipient signed trigger and simPRO's Create job action can create a job with the client, the site and the estimate's sections. Changes made in simPRO afterwards do not flow back to the estimate.

Can a signed estimate create a job in ServiceM8?

Yes, through Zapier from Essentials. When the client signs, the Create Job action can carry the client, the job address and a description from the line items into ServiceM8. The connection creates the job; you still schedule and book it in ServiceM8 yourself.

Will QuoteCloud send our progress claims to Xero?

No. QuoteCloud takes the deposit or a full payment when the contract is signed. Each later stage in the payment schedule is a progress claim you raise in Xero or QuickBooks as the stage is reached. The signed contract, its stages and the contract sum can already be in your accounting software.

Which plan do we need for integrations?

Essentials (US$39 per user per month) includes Zapier, Make.com and the QuoteCloud API, with document creation fees for API and Zapier documents. Business (US$59) adds the native CRM and accounting integrations, including Xero, QuickBooks, HubSpot and Pipedrive, plus approvals, content locking and Gantt charts.

Can a signed estimate put the site start in our calendar?

Yes, through Zapier. A new or signed document can create a Google Calendar event, such as the site start or a pre-start meeting, and the whole team can see it in a shared calendar. The connection is one way, from QuoteCloud to Google Calendar; moving the event does not change the estimate.

Can we connect our own job register or project system?

Yes. The QuoteCloud GraphQL/REST API, from Essentials, lets any system that makes HTTPS requests create documents from a template's data items and act when they are viewed or signed. Per-document fees apply. Consultancy and integration set-up for custom APIs and other platforms is available: contact sales.

More construction questions

Explore QuoteCloud for construction

What happens before the hand-off: the estimate, the contract and every change after it.

Signed in the morning, in the job system by lunch

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