Getting started with QuoteCloud

Accounting and field-service integrations for HVAC

Won installs and paid repairs go to your field-service app through Zapier and to Xero or QuickBooks, so the office never retypes a job.

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QuoteCloud connects to ServiceM8, simPRO and other field-service apps through Zapier, for example creating a job when a quote is signed or paid. Native accounting and CRM integrations, including Xero, QuickBooks Online, HubSpot, Salesforce and Pipedrive, are on the Business plan. Zapier, Make, the QuoteCloud API and Stripe or PayPal payments are on Essentials and up.

Two sample documents from a fictional business, Halden Climate Co. Behind: the signature block of ducted system quote HC-5108, signed by both homeowners, Claire and Tom Hadley, with the 20% deposit of $4,673.68 paid through Stripe. In front: the activity of repair quote HC-R-2291 for Nina Petrovic: sent from site by the technician, the leak repair kept, signed on site, paid in full, $1,607.10 via PayPal, and the job updated in ServiceM8 through Zapier.

Every signed quote, typed once

What the office does after a quote is signed today, and what each connection takes off its hands. Each one is a hand-off you switch on, not a two-way sync.

The jobTodayConnected
Install or repair job The office retypes the customer, address and system into ServiceM8 or simPRO from the PDF. A Zap creates or updates the job when the quote is signed or paid (ServiceM8, simPRO, Zapier, Essentials).
Deposit and invoice The deposit and the invoice lines are keyed into the accounts by hand. An invoice in Xero or QuickBooks Online with the signed lines and tax: native on Business, or through Zapier.
Install date Phoned through to whoever keeps the install calendar. An event in Google Calendar through Zapier, one way, from QuoteCloud to the calendar.
Commercial pipeline Deal stages for plant and fit-out proposals updated from memory. Proposals created from the deal and its status on the record: HubSpot, Salesforce and Pipedrive, native on Business.
Agreement register A spreadsheet of maintenance agreements typed up at the end of the month. A row added to Google Sheets through Zapier as each agreement is signed.
Taking payment Card details read out over the phone before the install is booked. The customer pays the deposit or the repair in full on signing, through Stripe or PayPal.

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. Field-service apps connect through Zapier.

  • Xero

    A signed quote or paid deposit can create the Xero invoice or contact, with the same lines and tax. Native on Business, or through Zapier from Essentials.

    Xero integration

  • QuickBooks Online

    The same for QuickBooks Online: an invoice with the signed line items, quantities and tax, filed under the customer. Native on Business, or through Zapier.

    QuickBooks Online integration

  • ServiceM8

    Through Zapier, from Essentials: a signed or paid repair or install quote creates or updates the job, so the technician sees what the customer approved.

    ServiceM8 integration

  • simPRO

    Through Zapier, from Essentials: a signed install or maintenance agreement starts the job in simPRO with the customer, site and value.

    simPRO integration

  • Other field-service apps

    Any job app with a Zapier or Make connector can take the same hand-off, or your developer can use the QuoteCloud API. Check your app's connector first.

    QuoteCloud on Zapier

  • HubSpot, Salesforce, Pipedrive

    Native CRM integrations on Business: create the proposal from the deal or opportunity with its details filled in, and see the document's status on the record.

    HubSpot integration

  • Stripe

    Card payments on signing: a deposit as a percentage or fixed amount, or the full amount. Each team can connect its own Stripe account. Essentials and up.

    Stripe integration

  • PayPal

    The customer pays the deposit or pays in full with PayPal straight after signing, on the same page as the quote. Essentials and up, with your own PayPal account.

    PayPal integration

A paid repair updates the job before the van leaves

Leon quotes the fan motor and the leak repair from Nina's driveway. She keeps the recommended leak repair, signs on his tablet and pays in full by PayPal.

The payment is the Zapier trigger. The Zap finds the ServiceM8 job and adds what she approved, so the office sees a paid, approved repair without a phone call.

  • Triggers include Recipient Signed Document, Document Payment Event and Document Status Changed
  • Map the customer, site address, document title and total to the job
  • One Zap per job type: installs, repairs, maintenance agreements

Zapier: Essentials and up, with a per-document fee for documents created through Zapier

Breakdown & repair quotes from site
Halden Climate Co.Repair quote HC-R-2291 Sample · fictional business

Repair options

ItemQtyRateAmount
Repair today$741
Outdoor fan motorGeneric motor to suit your unit
1 ea $420 $420.00
Run capacitorReplaced with the motor
1 ea $85 $85.00
Licensed technicianFit, test and clean up
2 hr $118 $236.00
Recommended while we're here Tick to add
 1 lot $380 $380.00
1 lot $340 $340.00
1 ea $160 $160.00
Subtotal
$1,461.00
Tax (10%)
$146.10
Total
$1,607.10
Pay to approve the repair (100%)
$1,607.10

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

Activity

  1. Quote sent from siteLeon Tsui, on a tablet
  2. Leak repair & recharge kept+$792.00 inc. tax
  3. Signed on siteNina Petrovic
  4. Paid in full$1,607.10 via PayPal
  5. Job updated in ServiceM8Through Zapier

Integrations HVAC businesses use

Each tile opens the live integration page. Native accounting and CRM integrations are on Business; Zapier, Make and the API are on Essentials and up.

Send signed installs to your job app

Five steps in Zapier for ServiceM8, simPRO or another field-service app with a Zapier connector.

  1. Choose the trigger

    In Zapier, pick QuoteCloud and the event that starts the job: Recipient Signed Document for installs, Document Payment Event for paid repairs.

  2. Connect QuoteCloud

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

  3. Choose the job app

    Pick ServiceM8, simPRO or your app, and the action, such as creating a job.

  4. Map the fields

    Send the customer, site address, document title and total, plus the reference so the job points back to the signed quote.

  5. Test and turn on

    Test with a sample quote, turn the Zap on and repeat for repairs and maintenance agreements.

Try it with your own job app

Free for 14 days, no credit card required. Sign a test quote, watch the Zap create the job, then ask us about professional services if you'd like it set up for you.

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Stripe or PayPal, paid on signing

Arjun chooses two premium splits, ticks the pipe cover duct and pays a 50% deposit with PayPal straight after he signs. A ducted install takes 20% by card through Stripe; a repair is paid in full before the parts go in.

The amount fills in from the quote's price table, as a percentage, a fixed amount or the full total. Later progress payments and final invoices come from your accounting system.

  • Your own Stripe or PayPal account; card details are never stored by QuoteCloud
  • Each team can connect its own Stripe account
  • The document is marked Paid, and the payment can trigger a Zap

Payments: Essentials and up

Deposits & payment on signing
Halden Climate Co.System quote HC-5124 Sample · fictional business

Your quote

ItemQtyRateAmount
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
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

Your own systems: Make and the QuoteCloud API

For businesses with their own job system, website or spreadsheet workflows. All three routes are on Essentials and up.

  • Zapier triggers and actions

    Triggers include Recipient First Viewed Document, Recipient Signed Document, Document Payment Event, Document Part Paid and Document Status Changed. Actions include Send Document, Generate PDF Link and Update Document Status.

    QuoteCloud on Zapier

  • Make

    Build scenarios with routing in Make, for example sending maintenance agreements one way and commercial proposals another, from the same QuoteCloud events.

    Document automation

  • The QuoteCloud API

    Create a document from a template, fill its data items and add price-table rows at creation. A website enquiry or your own job system can start a maintenance agreement or a service offer in your template.

    Document automation API

  • What it costs

    Documents created through the API or Zapier carry a fee: US$2.00 each for 1 to 1,000 a month, US$1.80 for 1,001 to 5,000 and US$1.60 above that.

    QuoteCloud pricing

Integration questions from HVAC businesses

Does QuoteCloud integrate with ServiceM8 and simPRO?

Yes, through Zapier. A signed or paid quote can create or update a job in ServiceM8 or simPRO, with the customer, site address and total mapped across. Zapier is on Essentials and up, and documents created through Zapier have a per-document fee. There is no native ServiceM8 or simPRO integration.

Does QuoteCloud connect to Xero and QuickBooks Online?

Yes. The pricing page lists native accounting integrations, including Xero and QuickBooks, on the Business plan. On Essentials, connect them through Zapier: a signed quote can create an invoice with the same line items, quantities and tax, and a new contact can create the customer.

Does QuoteCloud keep my field-service app in sync?

Not as a two-way sync. Each connection is a hand-off you switch on: an event in QuoteCloud, such as a signature or a payment, runs an action in the other app. Changes made later in your job app don't flow back into the signed quote.

Which CRMs connect natively?

Native CRM integrations, including HubSpot, Salesforce and Pipedrive, are on the Business plan. Create a proposal from a deal or opportunity with its details filled in, and see the document's status on the record. Salesforce also has a Salesforce Sync add-on, and other CRMs such as Zoho connect through Zapier.

Can install dates go into our calendar?

Yes, through Zapier. When a quote is signed, a Zap can create an event in Google Calendar with the customer and the job. It is one way, from QuoteCloud to the calendar: moving the event doesn't change the quote.

Can our website or own system create quotes in QuoteCloud?

Yes, with Zapier, Make or the QuoteCloud API on Essentials and up. An automation can create a document from your template, fill its data items and add price-table rows. Documents created through the API or Zapier cost US$2.00 each for up to 1,000 a month, less at higher volumes.

Which payment gateways does QuoteCloud support?

Stripe and PayPal. The customer pays a deposit, a fixed amount or the full total straight after signing, using your own Stripe or PayPal account. Payments are on Essentials and up. QuoteCloud doesn't take instalments, send payment reminders or bill monthly maintenance charges.

More questions from HVAC businesses

Everything an HVAC business sends

Sales, service and the set-up that keeps every document consistent.

From signed quote to booked job

Free for 14 days. No credit card required.

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