Deposits and payment on signing for HVAC jobs
A deposit to book the install, payment in full for a repair, or a deposit on acceptance for commercial work, paid by card or PayPal straight after signing.
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QuoteCloud takes payment when an HVAC quote is signed: a deposit as a percentage or fixed amount, or full payment, by card through Stripe or with PayPal. The amount follows the options the customer chose. Later payments come from your accounting system; QuoteCloud has no instalments or payment reminders.
Four HVAC jobs, four ways to be paid on signing
The same signature block, set per template: a deposit to book an install, half up front for splits, a repair paid in full, a deposit on acceptance for commercial work.
Accept, sign and pay the deposit
Claire Hadley · Homeowner
Signed online · 18 Oct, 7:42 pm
Deposit to book your install (20%)
$4,673.68
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
A deposit to book the install
Claire and Tom both sign, and 20% of the total is paid by card through Stripe. The deposit confirms the booking and covers the equipment order.
- A percentage of the total, recalculated as options change
- Two signers on one quote
- Card payment through Stripe
Accept, sign and pay the deposit
Arjun Rao · Homeowner
Signed online · 21 Oct, 8:05 pm
Deposit to book (50%)
$3,891.80
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Half up front for a two-room split
Arjun signs on his phone in the evening and pays half with PayPal. The install date is booked by the office the next morning.
- Your rule per template: 50% for splits
- Signed and paid from a phone
- PayPal straight after signing
Approve, sign and pay
Nina Petrovic · Homeowner
Signed in person on site · 20 Oct, 10:18 am
Pay to approve the repair (100%)
$1,607.10
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
A repair paid in full before the parts go in
Nina signs on the technician's tablet and pays the whole repair with PayPal. Nothing to invoice and nothing to chase after the van leaves.
- Full payment on signing
- Signed in person on your device
- Recommended work included only if ticked
Accept, sign and pay
Marta Ruiz · Office manager, Quillon Legal
Signed online · 22 Oct, 2:15 pm
Deposit on acceptance (10%)
$12,690.70
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
A deposit on acceptance for a fit-out
Quillon Legal's office manager accepts the VRF fit-out and pays 10% through Stripe. Progress claims for the rest come from your accounting system, under your contract.
- A smaller percentage for large work
- Or a fixed amount instead of a percentage
- Later claims invoiced by you
Sample quote · HC-5108
Booked and paid in the same step.
The Hadleys chose their system, kept three extras, signed and paid the deposit in one sitting. The job was in simPRO before anyone picked up the phone.
Tick an extra and the deposit follows
The deposit is worked out from the quote's price table, not typed in. Try it: tick the condensate pump or untick the pipe cover duct, and the total and the 50% deposit in the signature block change with it.
So the amount the customer pays is always the amount they agreed to, whichever options they chose.
- A percentage, a fixed amount or the full total
- Set per template, adjusted on any single quote
- The customer can pay the deposit or the full amount
Payments: Essentials and up · needs your own Stripe or PayPal account
How payments work in QuoteCloudYour quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Your systems | |||
Two premium splitsThe option you choose above
|
1 ea | $4,890 | $4,890.00 |
| Installation | $1,946 | ||
Installation, licensed technicianBoth rooms in one day
|
7 hr | $98 | $686.00 |
Pipework & wall bracketsBack to back in the living room, 6 m run to the bedroom
|
1 lot | $540 | $540.00 |
Dedicated circuit & isolatorsBy our licensed electrician
|
1 lot | $720 | $720.00 |
| Extras Tick to add | |||
| 1 lot | $240 | $240.00 | |
| 1 ea | $290 | $290.00 | |
| 1 lot | $160 | $160.00 | |
- Subtotal
- $7,076.00
- Tax (10%)
- $707.60
- Total
- $7,783.60
- Plus, monthly
- $0.00/mo
- Deposit to book (50%)
- $3,891.80
Accept, sign and pay the deposit
Arjun Rao · Homeowner
Signed online · 21 Oct, 8:05 pm
Deposit to book (50%)
$3,891.80
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Paid in QuoteCloud, or invoiced by you
QuoteCloud takes one payment: the deposit or the full amount, when the quote is signed. Everything after that comes from your own accounts.
On signing: paid in QuoteCloud
The deposit or full amount, by card through Stripe or with PayPal, straight after the customer signs. The quote is marked Paid.
After the install: your invoice
The balance is invoiced from your accounting system when the job is done. QuoteCloud doesn't collect it, split it into instalments or send reminders.
The payment, passed on
A Zapier step on the payment can create the job in ServiceM8 or simPRO, or the invoice in Xero. Zapier is on Essentials and up.
Commercial: deposit, then your claims
A deposit on acceptance in QuoteCloud; progress claims under the contract are raised from your accounts, as they are today.
Set up payment on signing
Five steps, most of them done once.
Connect Stripe or PayPal
Connect your own account in your team's payment settings. Each team can connect its own Stripe account.
Set the rule per template
20% for installs, 50% for splits, the full amount for repairs: a percentage or a fixed amount.
Adjust a single quote
Change the amount or the payment instructions on any one quote from its payment settings.
Send the quote
The customer chooses options, and the amount due follows the total.
Signed and paid
They pay straight after signing. The quote is marked Paid and you're notified.
Take your first deposit during the trial
Free for 14 days, no credit card required. Connect Stripe or PayPal on the Essentials or Business trial and send a quote with a deposit.
After the payment, the office already knows
Document tracking shows the quote opened, signed and paid, and QuoteCloud can send alerts for document updates and actions to Slack or Microsoft Teams. The payment is in your Stripe or PayPal account.
A Zapier step on the payment creates the install job in simPRO. On the Business plan, Xero and QuickBooks Online connect natively for the balance invoice.
- A Paid status filter on your documents list
- To hear the moment it's paid, connect the Zapier trigger Document Payment Event to Slack or Teams
- Zapier, Make and the API from Essentials (per-document fees for API and Zapier documents)
- No two-way sync: the payment event starts the next step
Native Xero and QuickBooks Online: Business plan
Accounting & field-service integrationsActivity
- Quote openedClaire Hadley, from the email link
- Ducted 14 kW chosenOption 2 of 3
- Service platform added+$396.00 inc. tax
- Signed by Claire and Tom2 of 2 signers
- Deposit paid$4,673.68 via Stripe
- Job created in simPROThrough Zapier
Deposit and payment questions
Can I take a deposit on an HVAC quote?
Yes. Set the deposit as a percentage or a fixed amount, or ask for full payment, and the customer pays by card through Stripe or with PayPal straight after signing. Payments are on Essentials and up and need your own Stripe or PayPal account.
Can a repair be paid in full when it's signed?
Yes. Set the payment to the full amount on your repair template. The customer signs, on your tablet or from a link, and pays the whole repair by card or PayPal before the work starts. The quote is then marked Paid in your documents list.
Does the deposit change if the customer adds extras?
Yes. A percentage deposit is worked out from the quote's price table, so when the customer chooses a different system or ticks an optional extra, the total and the deposit recalculate before they sign. A fixed-amount deposit stays the same.
Can QuoteCloud collect the balance in instalments?
No. QuoteCloud takes one payment on signing: a deposit or the full amount. It has no instalments, payment plans or reminders. The balance and any progress claims are invoiced from your accounting system, which a Zapier step or, on Business, a native Xero or QuickBooks Online connection can start.
Do I need my own Stripe or PayPal account?
Yes. Payments go through your own Stripe or PayPal account; QuoteCloud doesn't store card details. Stripe is connected in your team's payment settings, and each team can connect its own Stripe account, which suits businesses with separate install and service teams.
Does a paid deposit reach Xero or my job app?
It can. A Zapier trigger on the payment can create a job in ServiceM8 or simPRO, or an invoice in Xero or QuickBooks Online, from Essentials. On the Business plan, Xero and QuickBooks Online also connect natively. There is no two-way sync: the payment event starts the next step.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
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Breakdown & repair quotes from siteThe fault, the photos and the repair options, approved and paid on the spot before the parts are fitted.Explore
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Accounting & field-service integrationsWon installs to Xero or QuickBooks, and jobs to ServiceM8, simPRO and other field-service apps through Zapier.Explore
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Commercial HVAC proposals: plant, VRF & fit-outsPlant replacement, VRF and tenancy fit-out proposals with staged works, a programme, approvals and two signers.Explore
- Ducted & multi-zone system quotesZones and room-by-room notes, three systems to choose from, installation extras and the deposit on signing.
- Split & multi-split system quotesOne room or the whole house: each head sized and priced, single or multi-split options, pipe runs and brackets.
- System options, running costs & rebatesGood, better and best systems side by side, with your running-cost estimates, warranties and rebate and finance information.
- Equipment price book & installation extrasSystems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, with your cost and margin hidden.
- Site surveys, photos & markupRoof space, outdoor unit position and switchboard photos, marked up and placed in the quote the customer reads.
- Preventive maintenance agreementsEvery unit listed, repeating charges, a visit schedule and an expiry date, with seasonal service offers sent in bulk.
- Commissioning & service visit reportsCommissioning checks, maintenance visit results and refrigerant records in a report the client signs off.
- Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.
- HVAC templatesReal QuoteCloud templates for HVAC contracts, proposals, maintenance agreements and handover sign-off.
- QuoteCloud implementation for HVAC businessesYour price book loaded, quote and agreement templates converted, approvals set and the team trained.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Booked and paid in the same step
Free for 14 days. No credit card required.