Connect estimates and agreements to your practice systems
Create documents from your booking or intake system and send signed agreements on to your practice and accounting software.
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- Building QuoteCloud since 2013
QuoteCloud connects to practice management, booking and intake systems through Zapier, Make or the QuoteCloud API from the Essentials plan, where your system has a connector or API. A signed agreement can create a client record or task; Xero and QuickBooks Online are native on Business, or connect through Zapier.
The activity of a sample care agreement from a fictional provider: intake form completed by Claire Avery, agreement opened, meal preparation added, signed by Rosalind and Claire, first week paid ($916.00 via Stripe) and the client record updated in the practice system through Zapier.
Referral in, signed agreement out
What moves at each step between your systems and QuoteCloud. Your system's own connector decides what it can send and receive.
Referral or booking
A new referral or booking in your system starts a Zap, a Make scenario or an API call, where your system has a connector or API.
Document created
QuoteCloud creates the document from your template for that service, fills its data items and adds the price-table rows it is sent.
Intake and review
The client answers the intake questions; your coordinator checks the plan and sends it.
Signed and paid
The Recipient Signed Document and Document Payment Event triggers fire as the client signs and pays on signing.
On to your systems
A Zap creates or updates the client or a task in your practice system, and the invoice can go to Xero or QuickBooks.
Tools health providers connect
Practice, booking and intake systems through Zapier, Make or the QuoteCloud API from Essentials. Xero, QuickBooks Online and Pipedrive are native on Business, or connect through Zapier.
- API QuoteCloud APIYour booking or intake system
- Za ZapierSigned agreements to your other apps
- Mk Make.comScenarios for your workflow
- PM Your practice systemThrough Zapier, Make or the API
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XeroAccounting · Business or Zapier
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QuickBooks OnlineAccounting · Business or Zapier
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StripeFees paid on signing
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PayPalFees paid on signing
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HubSpotReferrers & enquiries · via Zapier
- Pd PipedriveCRM · Business
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Google CalendarStart dates · Zapier
- Sl SlackAlerts for document updates, comments and actions
How each connection actually works
Plain labels: what is native, what runs through Zapier or Make, and what needs your system's own connector.
Your practice system
Through Zapier, Make or the QuoteCloud API, where your system has a connector or API. There is no native practice management integration.
QuoteCloud API
Your booking or intake system creates documents from templates, fills data items and adds price-table rows. Essentials and up, with a per-document fee.
Document automation APIZapier and Make
Zapier triggers include Recipient Signed Document, Document Payment Event and Form Submitted on Document. Make is supported too. Essentials and up.
Xero and QuickBooks Online
Native on the Business plan, otherwise through Zapier: a signed agreement can create an invoice with the same lines.
Xero with QuoteCloudHubSpot and Zoho CRM
Through Zapier, for referrers and enquiries you track as deals: a deal can become an estimate the client signs.
HubSpot with QuoteCloudPipedrive
Native on the Business plan: estimates created from deals, contacts or organisations, with their status on the record.
Stripe and PayPal
Fees paid on signing go to your own Stripe or PayPal account. Payments: Essentials and up.
Google Calendar
Through Zapier, one way from QuoteCloud to the calendar, for example a start date once an agreement is signed.
Connect QuoteCloud on the free trial
Zapier, Make and the API are on Essentials and up. 14 days free, no credit card required.
What an automation can put in a document
When your booking system creates a care agreement through the API, Zapier or Make, it chooses the template, fills the data items, such as the client's name and start date, and adds price-table rows with a label, note, price, quantity, term, tax, discount and cost.
The template supplies everything else: the cover, the consent wording, the terms. Optional rows stay for the client to tick; the automation doesn't tick options or choose blocks.
- Create from a template, fill data items, add price-table rows
- API and Zapier documents: US$2.00 each up to 1,000 a month, US$1.80 to 5,000, US$1.60 above
- Make is supported; no per-document fee is stated for it
API, Zapier and Make: Essentials and up
The document automation APIYour care plan and estimated fees
6 weeks from Mon 2 Nov 2026
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Once-off | |||
Initial home assessmentOccupational therapist, home safety and equipment
|
1 visit | $240 | $240.00 |
| Each week Repeating | |||
Personal care visit · 1.5 hShowering, dressing and a meal set-up
|
3 visits | $102 | $306.00/wk |
Physiotherapy home visitWith Marcus Tan, falls-prevention exercises
|
1 visit | $135 | $135.00/wk |
Nurse visit · wound careRegistered nurse
|
1 visit | $145 | $145.00/wk |
| 5 meals | $18 | $90.00/wk | |
| 1 trip | $55 | $55.00/wk | |
- Once-off
- $240.00
- Each week
- $676.00/wk
- Over 6 weeks (estimate)
- $4,056.00
- Estimated total
- $4,296.00
- Paid on signing · assessment and first week
- $916.00
Provider's wordingThese are estimated fees. Any insurance or other funding benefit you may be entitled to is not calculated here: please check with your insurer or funder.
Weeks 2 to 6 are invoiced each week by Kinfield Health.
Before you build: what to plan for
Most of an integration is decided in your own systems, not in QuoteCloud. Settle these first and the Zaps or API calls are short.
- Check that your practice or booking system has a Zapier or Make connector, or an API your developer can use.
- Decide which event starts each step: a new referral, a submitted form, a signature or a payment.
- Agree which fields move. A Zap moves what it is set up to move when its trigger fires; nothing is kept in step both ways.
- Keep clinical notes in your clinical system, and send each document only what the client needs to agree to.
- Count your documents: those created through the API or Zapier carry a per-document fee.
- Want help? Professional services cover consultancy and integration set-up.
Integration questions, answered
Does QuoteCloud integrate with our practice management software?
Not natively. Practice management, booking and intake systems connect through Zapier, Make or the QuoteCloud API, from the Essentials plan, where your system has a Zapier or Make connector or an API. Check your system's connector before you plan an automation; QuoteCloud does not name any practice management system as integrated.
Can a booking or referral create an estimate automatically?
Yes, with an integration. Your system, Zapier or Make creates the document from your template, fills its data items and adds price-table rows, such as each service with its quantity, price and term. It does not tick optional rows or choose blocks: those come from the template and the client. Documents created through the API or Zapier carry a per-document fee.
Can a signed agreement create an invoice in Xero or QuickBooks?
Yes. Xero and QuickBooks Online are native integrations on the Business plan and connect through Zapier on Essentials. A signed agreement can create an invoice with the same lines. Later weeks or fortnights are still your own invoices: QuoteCloud does not bill repeating charges.
What does the per-document fee cost?
Documents created through the API or Zapier cost US$2.00 each for 1 to 1,000 a month, US$1.80 each from 1,001 to 5,000 and US$1.60 each above 5,000. No per-document fee is stated for Make. The API, Zapier and Make are on the Essentials plan and above.
Which Zapier triggers can we use?
QuoteCloud's Zapier app includes Recipient First Viewed Document, Recipient Signed Document, Document Payment Event, Document Status Changed, Form Submitted on Document and Document Comment Event, with actions such as Send Document and Generate PDF Link. Each trigger can start a step in your practice, booking or accounting system.
Do HubSpot or Zoho CRM connect?
Yes, through Zapier. A referrer or enquiry you track as a deal can become an estimate the client signs, and the document's status can be written back to the deal. Pipedrive is a native integration on the Business plan.
More for health providers
The intake forms, agreements and rollout an integration connects.
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Intake & referral forms inside the documentThe Forms block collects intake details in the same document the client signs, and can start your next step through Zapier.Explore
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In-home care & service agreementsWeekly or fortnightly services shown as repeating charges, a visit schedule, terms and an expiry date the family signs.Explore
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QuoteCloud implementation for health providersFee schedules loaded, estimate and agreement templates converted, consent wording locked and the team trained.Explore
- Treatment plans & cost estimatesThe plan, every fee line, what the estimate does not include and an expiry date, accepted and signed before treatment starts.
- Physio, OT & psychology programsSessions per week, the program schedule and a choice of program options, with the first fees paid on signing.
- Cosmetic & elective treatment quotesTreatment options side by side, a deposit to book, an expiry date and the patient's acknowledgements in one quote.
- Medical equipment & mobility quotesHire by the week or buy outright, delivery and set-up, product brochures as PDF pages, signed and paid online.
- Funded-plan service agreementsSupports, rates and a schedule set out for a participant and their nominee, with the agreement signed by both.
- Consent, acknowledgements & multiple signersConsent wording in a locked block, acknowledgements ticked and every signer (patient, guardian or representative) signing online.
- Privacy, access & security for health providersWhat QuoteCloud confirms about hosting, encryption, signer verification and access control, and the questions to ask before you start.
- Healthcare templatesReal QuoteCloud templates for treatment plans, home care contracts, medical services and pharmacy agreements.
- FAQAnswers to the questions clinics, allied health, care providers and equipment suppliers ask most.
Referral in, signed agreement out
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