Getting started with QuoteCloud

Booking automation and integrations for venues

The technical page for your web developer or agency: how enquiries reach QuoteCloud, what comes back, which events you can act on, and what each route costs.

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Your website form, booking system or CRM sends the guest's answers through a Make scenario, a Zapier Zap or the QuoteCloud GraphQL/REST API: the automation chooses the template, fills its data items and adds price-table rows for the chosen package and add-ons. QuoteCloud returns the proposal as a web link, PDF or email. A view, signature or payment can then update the booking or notify your team. From Essentials; API and Zapier documents carry per-document fees.

Two overlapping documents from a fictional venue, Tidewell Pavilion. Behind: Sophie's 40th birthday proposal, created from her website enquiry, with a 'From your enquiry' block listing the occasion, date, 65 guests, the Jetty Room, canapés, classic drinks, a DJ and cake, and her own note quoted as she wrote it. In front: the document's activity: proposal sent from the website enquiry, opened on her phone, late-night sliders added, signed and deposit paid through PayPal, and the functions team notified in Slack through Zapier.

Three ways in: Make, Zapier or the API

Each route ends in the same place: a document created from one of your templates, with its data items filled and price-table rows added, sent as a branded proposal. All three are on Essentials and above.

  • A Make scenario

    Good when the rules branch: a router chooses the wedding, birthday or corporate template, the space for the numbers and the minimum spend for the day, then sends the details on to QuoteCloud. Built in Make's visual editor, no code.

  • A Zapier Zap

    A new form entry, booking or CRM record starts a Zap whose Create Document action makes the proposal from a template, with the fields mapped to data items and the package and add-ons added as price-table rows. Authorise Zapier with your QuoteCloud account or an API key. QuoteCloud on Zapier.

  • The GraphQL/REST API

    For your web developer or agency: any system that can make HTTPS requests can send data to your QuoteCloud account and get the finished document back. See document automation with the API.

Your form's fields, mapped to data items

Data items are the placeholders in a template: Text, Number, Dropdown or Date, global or for one template. This is a sample mapping for a venue enquiry form; your developer chooses the field names.

The jobYour form sends (illustrative)In QuoteCloud
Occasion occasion = "Birthday" Your automation chooses the birthday template. QuoteCloud creates the document from the template it is given and never chooses one by itself; the template supplies the birthday cover, welcome and blocks.
Name and email first_name = "Sophie", email = "sophie.tran@example.com" A Text data item in the cover and welcome; the email becomes the recipient.
Date event_date = "2027-02-20" A Date data item on the cover. Availability is checked in your booking system, before the request.
Guest count guests = 65 A Number data item, and the qty on each per-head price-table row your automation adds.
Space and minimum spend space = "Jetty Room", min_spend = 4000 Chosen by your rules for the numbers and the day, then shown as content. QuoteCloud does not enforce a minimum spend.
Package, drinks, add-ons package = "Sunset Canapé", addons = ["DJ", "Cake"] Price-table rows (label, qty, price): Sunset Canapé package × 65, Classic beverages × 65, DJ, cake. Other extras can sit in the template as optional items the guest switches on in the proposal.
The guest's note note = "My sister wants to do a surprise speech at 9pm." Quoted in the proposal exactly as written. AI does not rewrite it.

One request in, one proposal out

The venue website sends one request per enquiry. An illustrative example (the endpoint and field names are examples only: there is no public API reference, so your developer gets the details from QuoteCloud; see document automation with the API):

What comes back is the proposal beside this text: the venue branding, the birthday template's own cover and welcome, her answers in the brief as data items and the per-head rows for 65 guests, as a live web link, a PDF or an email to Sophie. She needs no account to open, sign and pay.

  • POST /documents (illustrative)
  • template: birthday-cocktail
  • recipient: sophie.tran@example.com
  • data items: first_name Sophie, event_date 2027-02-20, guests 65, space Jetty Room
  • price-table rows: Sunset Canapé package × 65, Classic beverages × 65, DJ × 1, celebration cake × 1
  • deliver: web link and PDF

API, Zapier and Make: Essentials and up; API and Zapier documents carry per-document creation fees

See the guest's side: website enquiry to proposal
Tidewell PavilionBirthday celebration proposal TP-2802 Sample · fictional venue
Lit candles on a birthday cake in a dark room

Birthday celebration proposal

Sophie's 40th

Prepared for Sophie Tran · Saturday 20 February 2027 · Date held for 7 days

Thanks, Sophie, for thinking of us for your 40th. The Jetty Room is yours for the night: 65 guests, canapés from 7 pm, a DJ until 11.30 and your sister's surprise speech at 9, just as you asked.

From your enquiry Filled in from the website form

Occasion
Birthday
Date
Sat 20 Feb 2027
Guests
65
Space
The Jetty Room
Catering
Canapés
Drinks
Classic · 4 hours
Add-ons
DJ, celebration cake

You told us“It's my 40th! Relaxed cocktail party, lots of dancing, and my sister wants to do a surprise speech at 9pm.”

Your 40th · 65 guests

ItemQtyRateAmount
Food & beverages
Sunset Canapé packagePer guest, quantity from your guest count
65 guests $52 $3,380.00
Classic beverages · 4 hoursBeer, house wine, sparkling, soft drinks
65 guests $45 $2,925.00
Your celebration$1,230
DJ · 5 hoursYour playlist plus requests
1 lot $990 $990.00
Celebration cake · two tiersServes 70, or bring your own: no cakeage
1 lot $240 $240.00
Extras Tick to add
 1 lot $450 $450.00
65 guests $9 $585.00
1 lot $890 $890.00
Subtotal
$8,120.00
Tax (10%)
$812.00
Total
$8,932.00
Deposit to confirm your date (20%)
$1,786.40

How your developer builds it

The same five steps whether the connection is a Make scenario, a Zap or your own code.

  1. Template per event type

    Build a wedding, birthday and corporate template in QuoteCloud, each with its own cover, welcome and blocks, and data items where names, dates and numbers go.

  2. Your selection rules

    In the website, Make or Zapier: which template for which occasion, which space for the numbers, which minimum spend for the day, and which package and add-on rows to add.

  3. Map the fields

    Match each form or booking field to a data item, and send the package and add-ons as price-table rows, with the guest count as the qty on per-head rows.

  4. Create and deliver

    Create the document and send it as a web link, PDF or email, or return the link to your website's thank-you page.

  5. Act on events

    Use Zapier triggers such as Recipient First Viewed Document, Recipient Signed Document or Document Payment Event to update the booking, the CRM deal or a Slack channel.

The apps venues connect

Each tile links to its QuoteCloud page. The plan and route are under each name; only native integrations sync on their own, everything else is an automation you set up.

System by system: what connects, and how

Exact routes, so nobody promises a sync that is really a Zap.

  • Website form or booking system

    Through Make, Zapier or the API from Essentials. There is no named booking-system integration: your system's own Zapier or Make app, or your developer, makes the connection.

  • CRM

    Pipedrive connects directly on Business, with document status on the deal. HubSpot and Zoho CRM connect through Zapier. Salesforce: Zapier, or the Salesforce Sync add-on.

  • Accounting

    Xero and QuickBooks Online natively on Business; on Essentials through Zapier, where a signature can create the invoice. FreshBooks through Zapier.

  • Deposits

    Stripe or PayPal, from Essentials: a percentage or fixed deposit, paid on signing. The balance is your own invoice.

  • Calendar

    Google Calendar through Zapier, one way: a signed proposal can add the event date. It does not check availability.

  • Team chat

    Slack or Microsoft Teams through Zapier: tell the functions team when a proposal is opened or signed.

Try the connection on a free trial

Essentials and Business include the API, Zapier and Make. 14 days free, no credit card required.

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Signed, viewed, paid: the next step runs

QuoteCloud's Zapier triggers can start an automation: Recipient First Viewed Document, Recipient Signed Document, Document Payment Event, Document Part Paid, Document Status Changed, Form Submitted on Document and Document Comment Event.

Hannah and James's proposal shows it: the signature and deposit confirmed the booking in the venue's own system through Zapier, with nobody retyping it. Actions run the other way too: Create Document, Send Document, Generate PDF Link, Update Document Status, and Approve or Reject Document Workflow.

  • Signed → mark the booking Confirmed in your system
  • First viewed → a message in the functions team's Slack
  • Paid → create the contact or invoice in your accounts

Zapier triggers and actions: Essentials and up

Document automation: triggers and actions
Tidewell PavilionWedding reception proposal TP-2741 Sample · fictional venue

Accept, sign and pay your deposit

Hannah Lee · Couple

Signed online · 2 Nov, 7:42 pm

Deposit to confirm your date (20%)

$4,922.28

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Activity

  1. Proposal openedHannah Lee, from the enquiry email
  2. Late-night grazing added+$1,478.40 inc tax
  3. Signed by Hannah and JamesCertificate of authenticity attached
  4. Deposit paid$4,922.28 via Stripe
  5. Booking confirmedIn the venue's booking system, through Zapier

Plans, per-document fees and who builds it

The API, Zapier and Make are on Essentials (US$39 per user per month), Business (US$59) and Enterprise (custom). Documents created through the API or Zapier have a monthly per-document creation fee on top of the subscription: US$2.00 each for 1 to 1,000, US$1.80 each for 1,001 to 5,000 and US$1.60 each above 5,000. For higher volumes, Enterprise pricing can be per seat or per document: talk to the QuoteCloud team.

Business adds native CRM and accounting integrations, the approval workflow for discounts (a Zap can approve or reject a workflow step with the Approve or Reject action) and content locking. Prices are in US dollars, see QuoteCloud pricing.

Your own web developer or agency can build the connection from the API documentation. QuoteCloud also offers consultancy and integration setup for Zapier, custom APIs and other platforms through professional services, and Enterprise includes implementation support and an account manager.

  • The selection rules live in your website or automation, not in QuoteCloud
  • QuoteCloud does not read or understand your website by itself
  • Availability, seating and capacities stay in your booking system

Automation and integration questions

Can our website enquiry form create a proposal in QuoteCloud?

Yes, with an integration. Your website form sends the guest's answers through a Make scenario, a Zapier Zap or the QuoteCloud GraphQL/REST API into a template with data items, and QuoteCloud returns the proposal as a web link, PDF or email. QuoteCloud does not read your website by itself, and there is no website form builder: your form or automation sends the data.

Where do the rules live that choose the template, space and quantities?

In your website or your automation. Make, Zapier or your developer's code decides which template suits the occasion, which space fits the numbers and which minimum spend applies to the day, then sends those values to QuoteCloud. QuoteCloud creates the document from the template it is given, fills its data items and adds the price-table rows you send, with the guest count as the qty on per-head rows. It does not tick optional items or choose content blocks: the template supplies the styled, event-specific wording.

What does the API or Zapier cost per proposal?

API, Zapier and Make are included from the Essentials plan at US$39 per user per month. Documents created through the API or Zapier carry a monthly per-document creation fee: US$2.00 each for 1 to 1,000, US$1.80 each for 1,001 to 5,000 and US$1.60 each above 5,000. Enterprise plans can be priced per seat or per document.

Which QuoteCloud events can update our booking system?

QuoteCloud's Zapier triggers include Recipient First Viewed Document, Recipient Signed Document, Document Payment Event, Document Part Paid, Document Status Changed, Form Submitted on Document and Document Comment Event; Make is supported too. Common steps for venues are marking the booking Confirmed on signing, posting to the functions team's Slack or Microsoft Teams channel when a proposal is opened, and creating the contact in your accounts.

Do HubSpot, Xero and QuickBooks sync with QuoteCloud?

Xero and QuickBooks Online have native integrations on the Business plan; on Essentials they connect through Zapier, where a signed proposal can create an invoice. Pipedrive connects directly on Business. HubSpot and Zoho CRM connect through Zapier, and Salesforce through Zapier or the Salesforce Sync add-on. A Zap runs the steps you map; it is not a two-way sync.

Does Google Calendar show our bookings?

Google Calendar connects through Zapier, one way: when a proposal is signed, a Zap can add the event date to a calendar. QuoteCloud does not check availability or hold dates in your calendar, so availability stays in your booking system, and your automation can check it before it creates the proposal.

Who builds the connection to our website?

Your own web developer or agency can build it with the API, or your team can set up Zapier or Make without code. QuoteCloud offers consultancy and integration setup for Zapier, custom APIs and other platforms as professional services, and Enterprise plans include implementation support and a dedicated account manager.

Is the Forms block a website enquiry form?

No. The Forms block, on the Business plan, is a form inside a QuoteCloud document that the recipient fills in as part of the proposal. The enquiry form on your website is your own, and it sends its answers to QuoteCloud through the API, Zapier or Make.

More events & functions questions

Everything a functions team sends

From the website enquiry to the signed booking, for every kind of event.

Connect your website to your next booking

Free for 14 days on Essentials or Business. No credit card required.

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