CRM, billing and usage data, connected honestly
How each system really connects: native on Business, through Zapier or Make, the API, or an assistant through the MCP service.
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- 4.2 on Capterra
- Building QuoteCloud since 2013
QuoteCloud connects to HubSpot and Zoho through Zapier, to Pipedrive through Zapier or Make, and to Salesforce with the Sync add-on on Business or Zapier. Xero and QuickBooks Online are native on Business, otherwise through Zapier. Your billing system and usage data connect through Zapier, Make, the API or an AI assistant via MCP.
Last reviewed by the QuoteCloud team
Two sample views for a fictional software vendor, Plinthwork. Behind: Mossbank Health Partners' signed renewal order form, signed by Dana Whitcombe and Eamon Kerr, with its summary: Growth plan, 140 seats, $4,931.60 a month plus tax, 24 months, $119,558.40 total value. In front: the document's activity, from the draft created by an AI assistant through QuoteCloud's MCP service, the discount approved by Hollis Grant, sent by Theo Marchetti and signed by both, to the deal updated in the CRM, native on Business or through Zapier.
How each system really connects
Native on Business, through Zapier or Make, the API, or an AI assistant through the MCP service. We say which, for each one.
- DATA Your CRM & usage dataDrafts from your systems · MCP, API or Zapier
- MCP Your AI assistantDrafts for review · MCP service, Essentials and up
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SalesforceCRM · Salesforce Sync (Business) or Zapier
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HubSpotCRM · via Zapier
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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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StripeImplementation deposits on signing
- Sl SlackAlerts on document updates, comments and actions
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Microsoft TeamsAlerts on document updates, comments and actions
- Za ZapierSigned and status events to your billing system
What a signed order form can hand on
When Eamon signs, the order form's status changes and Zapier's Recipient Signed Document trigger fires. A Zap can then pick up the document's details and update the deal in your CRM, create the customer in your billing system where it has a Zapier connector, and post a PDF link of the signed copy.
Plinthwork's billing system then invoices the subscription from those values. QuoteCloud never bills, provisions or renews it: the order form is the signed source the other systems read from. The field mapping below is illustrative; you choose it in your own Zap.
- Triggers: Recipient Signed Document, Status Changed, Document Payment Event
- Actions: Generate PDF Link, Update Status, Duplicate or Revise Document
- Map plan, seats, monthly, term and total value to your own fields (illustrative)
- API and Zapier on Essentials and up
API & Zapier: Essentials and up
QuoteCloud triggers and actions on ZapierAccept the renewal
2 of 2 signed
- Dana WhitcombeOperations director, Mossbank Health Partners Signed9 Dec, 10:41 am
- Eamon KerrChief financial officer, Mossbank Health Partners Signed9 Dec, 2:18 pm
Agreement summary
- Plan
- Growth · 140 seats
- Monthly
- $4,931.60 + tax
- Term
- 24 months
- Total value
- $119,558.40
Certificate of authenticity and audit trail attached
Renewal terms
- SubscriptionThe plan, seats and add-ons in this order form, under Plinthwork's subscription agreement, version 4.1.
- More seatsSeats added during the term are quoted on a new order form at the same price per seat.
- Data protectionThe data processing agreement and security schedule signed with your first order still apply.
- ChargesInvoiced by Plinthwork monthly in advance; the renewal discount applies for the full term.
- ExpiryThis order form ends on 31 Jan 2029. We'll send you a new order form to review before then.
Five kinds of system, one signed record
Where each part of a software vendor's stack meets QuoteCloud, and what it can carry.
Your CRM
HubSpot and Zoho CRM through Zapier, Pipedrive through Zapier or Make, Salesforce with the Sync add-on on Business or through Zapier.
Salesforce and QuoteCloudAccounting
Xero and QuickBooks Online are native on Business, otherwise through Zapier. Your finance team invoices from there.
Xero and QuoteCloudYour billing system
Subscriptions are billed by your own system. Pass it the signed values through Zapier, Make or the API where it has a connector.
Your usage data
Seats used and API calls go into renewals and QBRs as your own figures, through data items, Zapier or an assistant.
QBR reportsYour AI assistant
With QuoteCloud's MCP service, an assistant can be set up to create drafts from your templates for your team to review.
AI assistant (MCP)Payments on signing
An implementation deposit or a full payment through Stripe or PayPal when the customer signs; nothing after that.
Take payments
Connect your CRM during the trial
Free for 14 days, no credit card required. The API, Zapier, Make and the MCP service are on Essentials; native CRM and accounting integrations on Business.
Order forms created from the CRM deal
It works the other way too. When a deal reaches a stage in your CRM, Zapier, Make or the API can create an order form from your template, fill its custom data items and add price-table rows with a label, note, price, quantity, term, tax, discount and cost.
An order form like Tidemark's can start that way: the rep reviews it, then the customer chooses the plan and term and signs. Automations don't tick options or choose content blocks: the template sets the layout and the customer makes their choices.
- Create a document from a template
- Fill custom data items: customer, contacts, dates
- Add price rows: label, note, price, qty, term, tax, discount, cost
- Documents through the API or Zapier: US$2.00, $1.80 or $1.60 each by volume
API, Zapier and Make: Essentials and up
Document automation APIYour subscription
| Item | Qty | Monthly | Once-off |
|---|---|---|---|
| Plan Choose one | |||
Starter seatsPW-STR · Work orders and the mobile app
|
60 seats | $1,080 | — |
Growth seatsPW-GRW · Adds planned maintenance and the API
|
60 seats | $1,920 | — |
Scale seatsPW-SCL · Adds analytics, sandbox and priority support
|
60 seats | $2,940 | — |
| Platform | |||
Single sign-on & audit logPW-SSO · Per account
|
1 | $250 | — |
| Add-ons Tick to add | |||
Analytics add-onPW-ANL · Per seat
|
60 seats | $360 | — |
Premium supportPW-SUP-P · Named support engineer, 1-hour response
|
1 | $450 | — |
| Once-off | |||
Implementation, fixed feePW-ONB · As set out in SOW PW-S-0412
|
1 | — | $14,500 |
- Monthly
- $2,170.00/mo
- Once-off
- $14,500.00
- Total contract value over 24 months
- $66,580.00
- Implementation deposit on signing (50%)
- $7,250.00 + tax
Prices ex tax. Plinthwork invoices the subscription monthly in advance and the rest of the implementation fee at go-live; QuoteCloud shows the repeating charges for agreement and takes only the deposit on signing.
Activity
- Order form openedLena Albright · Tidemark Property Services
- Seats changed to 60, term to 24 monthsBy the customer, on the price lines
- Signed by Lena AlbrightWaiting for Marcus Oyelaran
- Deposit paid$7,975.00 inc tax via Stripe
From signature to billing in five steps
A typical Zap for a software vendor. Your own systems and fields decide the details.
Choose the trigger
Start a Zap on Recipient Signed Document, or on Status Changed.
Read the order
Map the plan, seats, monthly amount, term and total value to the fields your systems use.
Update the CRM
Move the deal to won and store the values; on Business, native CRM integrations can do this without Zapier.
Tell billing
Create the customer or subscription in your billing system where it has a connector; it invoices from there.
Keep the signed copy
Generate a PDF link of the signed order form and attach it to the deal and the billing record.
CRM and billing questions
Does QuoteCloud bill our subscriptions?
No. QuoteCloud shows the repeating charges in the order form your customer signs, and can take a deposit or full payment on signing through Stripe or PayPal. Your own billing system invoices the subscription. Pass it the signed values through Zapier, Make or the API where your system has a connector.
Which CRMs connect to QuoteCloud?
HubSpot and Zoho CRM connect through Zapier, Pipedrive connects through Zapier or Make, and Salesforce connects with the Salesforce Sync add-on on the Business plan or through Zapier. Other CRMs can connect through Zapier, Make or the API, on Essentials and up, where they have a connector.
Can a signed order form update the deal in our CRM?
Yes. On the Business plan, native CRM integrations can update the deal. On Essentials and up, a Zap can start when a recipient signs or the status changes, then update the deal stage and values in your CRM and attach a PDF link of the signed document.
Is there a cost for documents created through the API or Zapier?
Yes. Documents created through the QuoteCloud API or Zapier carry a per-document fee of US$2.00, $1.80 or $1.60 depending on volume, on top of your plan. No fee is stated for documents created through Make. The API, Zapier and Make are on Essentials and up, so check your expected volume when you plan the integration.
Can Slack or Microsoft Teams tell us about document activity?
Yes. QuoteCloud can send alerts to Slack or Microsoft Teams for document updates, comments and actions, so the account team sees activity on its order forms and renewals without opening QuoteCloud. For the deal record itself, connect your CRM: natively on the Business plan, or through Zapier, Make or the API.
What feeds the hand-off
The documents whose signed values go on to your CRM and billing system.
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Seat-based order formsSeats, plan and term the customer can adjust on the price lines before signing, with the totals following.Explore
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Renewal quotes from usage dataSeats used against seats licensed, turned into a renewal order form before the agreement's expiry date.Explore
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QuoteCloud implementation for software vendorsYour price book, order form and renewal templates, approval rules and integrations set up with your team.Explore
- Plan tiers & add-onsStarter, Growth or Scale as a single choice in the order form, with add-ons the customer ticks.
- Ramp, usage & ROI calculatorsSeats × tier price × term, ramped by year, in a spreadsheet block whose cells set the price lines.
- Implementation statements of workDiscovery, migration, set-up and training as milestones, a plan on a Gantt chart and a deposit on signing.
- QBR reports with expansion quotesUsage, adoption and recommendations in one report, with the expansion lines the customer can tick and sign.
- Renewals & QBRs drafted by your AI assistantAn assistant connected through QuoteCloud's MCP service drafts from your CRM and usage data; your account executive reviews and sends.
- Discount approvals & deal deskDiscounts over your limit and large deals wait In Review for the right approver before the customer sees them.
- Security reviews & DPAsYour security answers, data processing terms and policies as locked blocks and attachments in the agreement.
- Software & SaaS templatesReal QuoteCloud templates for SaaS proposals, software quotes, SLAs and acceptance forms.
- FAQAnswers to the questions software vendors, account executives and customer success teams ask most.
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