CRM, accounting and automation for HR & payroll firms
How deals, headcounts, signed agreements and set-up fees move between QuoteCloud and the systems you already run.
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- Building QuoteCloud since 2013
HR and payroll firms connect QuoteCloud through Zapier, Make, the API and QuoteCloud's MCP service on Essentials and up. Zapier can write a deal's headcounts into the pricing sheet; HubSpot and Zoho connect through Zapier, Pipedrive through Zapier or Make; Xero and QuickBooks Online are native on Business, otherwise through Zapier.
Last reviewed by the QuoteCloud team
Two documents from a fictional business, Ashgrove People & Payroll. Behind: proposal AP-3104 for Brightwater Bakeries in the editor, its payroll processing line for 86 employees and about 276 payslips a month taking its description and unit price of $1,766.40 from the pricing sheet, the HR advice line at $387.00 ticked, the other HR modules optional, $2,153.40 a month plus tax with the total going back into the sheet, and a set-up fee of $2,455.20 including tax paid on signing. In front: the signature block, two of two signed, Nadia Ferris, operations director, and Owen Leckie, finance manager, on Thu 22 Oct 2026, with the set-up fee paid via Stripe.
From the CRM deal to the priced proposal
Jonah keeps Brightwater as a deal in the CRM, with the headcount by pay frequency in three custom fields. When the deal reaches the proposal stage, a Zapier zap creates the proposal from Ashgrove's template, fills the client's details into data items and writes the three headcounts into the pricing sheet's blue cells.
The sheet does the rest: payslips a month, the volume rate, and the connected cells that set each price line's description and unit price. Jonah reviews the draft and sends it himself. Zapier doesn't tick the HR modules or choose content: Nadia ticks the modules, and the template decides the content.
- Client and contact → data items
- Headcounts → pricing sheet cells (Zapier)
- Price rows can be added at creation (Zapier, Make, API)
- Reviewed and sent by a person
API, Zapier and the Spreadsheet block: Essentials and up
Document automation with the API, Zapier and MakePricing sheet · headcounts written by Zapier
48| Row | A | B | C |
|---|---|---|---|
| 1 | What | Value | Basis |
| 2 | Employees paid weekly | 48 | Typed in, or written by Zapier from your CRM |
| 3 | Employees paid fortnightly | 26 | Typed in, or written by Zapier |
| 4 | Employees paid monthly | 12 | Typed in, or written by Zapier |
| 5 | Employees | 86 | |
| 6 | Payslips a month | 276 | 52 weekly, 26 fortnightly runs a year |
| 7 | Rate per payslip | $6.40 | Your rate card, by volume |
| 8 | Payroll processing a month | $1,766.40 | → Processing line · unit price |
| 9 | Processing line description | Payroll processing · 86 employees, about 276 payslips a month | → Processing line · description |
| 10 | HR advice line a month | $387.00 | → HR advice line · unit price |
| 11 | Leave & timesheet admin a month | $154.80 | → Leave admin line · unit price |
| 12 | Set-up fee | $2,232.00 | → Set-up line · unit price |
| 13 | |||
| 14 | Monthly total from the proposal | Price table$2,153.40 | ← The price table's monthly total |
| 15 | Per employee per month | $25.04 | For your margin check |
| 16 | First-year value | $28,072.80 | Estimate · ex tax |
| Row | A | B | C |
|---|---|---|---|
| 1 | Payslips a month | Rate | Note |
| 2 | 0 | $7.50 | Payslips a month from 0 |
| 3 | 100 | $6.90 | From 100 |
| 4 | 250 | $6.40 | From 250 |
| 5 | |||
| 6 | Per employee, monthly | ||
| 7 | HR advice line | $4.50 | Per employee |
| 8 | Leave & timesheet admin | $1.80 | Per employee |
| 9 | Policy & handbook upkeep | $95.00 | Flat, a month |
| 10 | Set-up, base | $1,200.00 | Once |
| 11 | Set-up, per employee | $12.00 | Once |
- Typed in
- Your rate card
- Connected to a price line
- From the price table
- Estimate
How each system connects, honestly
HubSpot and Zoho connect through Zapier, Pipedrive through Zapier or Make. Xero and QuickBooks Online are native on Business, otherwise through Zapier. Zapier, Make, the API and QuoteCloud's MCP service are on Essentials and up. Your payroll system connects only where it has its own Zapier app or API.
- AI Your AI assistantDrafts for review · QuoteCloud's MCP service, Essentials and up
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HubSpotCRM · via Zapier
- Pd PipedriveCRM · via Zapier or Make
- Zo Zoho CRMCRM · via Zapier
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XeroAccounting · native on Business, otherwise Zapier
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QuickBooks OnlineAccounting · native on Business, otherwise Zapier
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StripeSet-up fees and deposits paid on signing
-
PayPalSet-up fees and deposits paid on signing
- Za ZapierHeadcounts into the sheet · signed and paid events out
- Mk Make.comScenarios with routing
- Sl SlackAlerts for document updates, comments and actions
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Microsoft TeamsAlerts for document updates, comments and actions
Signed and paid: the events your automations hear
Once Nadia and Owen sign and the set-up fee is paid, the proposal's activity records each step. The same moments are Zapier triggers: Recipient Signed, Document Payment Event and Form Submitted on Document, among others.
Ashgrove uses them to move the deal to won, open an onboarding card for Saffron and post to the team's Slack channel. On Business the invoice is created in Xero natively; on Essentials a zap does it. QuoteCloud's own Slack and Microsoft Teams alerts cover document updates, comments and actions.
- Recipient Signed → mark the deal won
- Document Payment Event → your accounts
- Form Submitted on Document → your onboarding board
- Xero and QuickBooks: native on Business
Activity
- Created from templatePayroll & HR outsourcing proposal · Jonah Pike
- Opened by Nadia FerrisTue 20 Oct, 4:12 pm
- HR advice line ticked+ $387.00 a month
- Signed by Nadia Ferris and Owen LeckieThu 22 Oct · certificate of authenticity
- Set-up fee paid via Stripe$2,455.20 inc tax
- Invoice created in XeroNative on Business, otherwise via Zapier
Connect QuoteCloud to the systems you already run
Free for 14 days, no credit card required. Zapier, Make and the API are on Essentials and up; native Xero and QuickBooks on Business.
What each plan connects
Pick the plan that matches how much of the hand-off you want to automate.
Every plan
eSignatures with several signers and a certificate of authenticity, plus the FAQ, gallery and video widgets and QR codes.
Essentials and up
Zapier, Make and the API to create documents from templates, with a fee per document created through the API or Zapier. The Spreadsheet block, QuoteCloud's MCP service and Stripe or PayPal payments.
Business
Native Xero and QuickBooks Online, approval workflow, version history and content locking. See pricing for the full list.
Map each hand-off once
A sample set-up for a payroll bureau. Your automation partner or your own team builds it once; every proposal after that follows it.
Choose the trigger
A deal stage in your CRM, such as "Proposal", starts a zap or Make scenario.
Create the draft
Create Document from your payroll template with data items and the headcounts in the pricing sheet.
A person reviews
Your consultant checks the draft, adds anything specific and sends it.
Listen for signing
Recipient Signed and Document Payment Event update the CRM and your onboarding board.
Hand to accounts
Xero or QuickBooks natively on Business, otherwise through Zapier.
Integration questions
Can our CRM put the headcount into the proposal?
Yes, through Zapier. Zapier can write values into Spreadsheet block cells, so a deal's headcounts by pay frequency can land in your pricing sheet and the connected price lines follow. Zapier can also create the document from your template with data items and price rows. Both need Essentials or higher, with a fee per document created through Zapier.
Does QuoteCloud integrate with our payroll software?
There is no named payroll or HR system integration that we claim. If your payroll system has its own Zapier app or an API, you can pass events such as a signed agreement to it through Zapier or Make. Proposals only need headcounts, never employee records.
Do HubSpot and Xero sync with QuoteCloud?
HubSpot and Zoho connect through Zapier and Pipedrive connects through Zapier or Make. Xero and QuickBooks Online are native on the Business plan, otherwise through Zapier. We don't claim a two-way sync: each connection passes the data you set up, in the direction you set up.
Can an automation choose the HR modules for the client?
No. Automations create the document from your template, fill data items and can add price rows at creation. They don't tick optional modules or choose content blocks: the client ticks the modules they want, and your template decides the content.
Can we get a Slack message when a client signs?
QuoteCloud's Slack and Microsoft Teams alerts cover document updates, comments and actions. For a message tied to a specific event, such as a signature or a payment, build a Zapier zap on the Recipient Signed or Document Payment Event trigger.
Everything an HR & payroll firm sends
The documents these integrations start, price and hand off.
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AI-drafted proposals & audit reports with MCPConnect your AI assistant through QuoteCloud's MCP service and have it draft proposals and audit reports for a consultant to review.Explore
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Headcount pricing calculatorsYour pricing spreadsheet as a block in the proposal: headcounts by pay frequency set the lines, the total comes back per employee.Explore
- Payroll outsourcing proposalsPer-payslip and per-employee pricing, modules the client ticks, a set-up fee paid on signing and the monthly charges set out.
- HR service tiers & retainersPayroll only, payroll with HR advice, or a full HR partner: tiers the client compares and chooses inside the proposal.
- HR compliance audits & remediation quotesA health-check questionnaire, the audit report with ratings and findings, and the fixes priced as options the client signs for.
- Policy & handbook packsPolicies assembled from your content library, locked where they must not change, sent for the client to review and sign off.
- Client onboarding packsEverything a new client signs and fills in to start: authority forms, a set-up questionnaire and the go-live plan.
- HR & payroll service agreementsScope, service levels in your words, monthly charges and terms, signed by two directors with a certificate of authenticity.
- Renewals & headcount changesAgreements nearing expiry in one list, renewal offers revised for this year's headcount, and price changes signed, not emailed.
- HR & payroll templatesReal QuoteCloud HR proposal, employment contract and workplace policy templates to start from.
- QuoteCloud implementation for HR & payroll firmsYour rate card rebuilt as a spreadsheet block, your policy library loaded, payments connected and consultants trained.
- FAQAnswers to the questions payroll bureaus, outsourced HR providers and HR consultancies ask most.
Your CRM deal, priced in your proposal
Free for 14 days. No credit card required.