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Inspection apps, job systems and accounting, connected

Your inspection app, AI assistant, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.

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QuoteCloud connects to the systems a security and fire contractor runs: an AI assistant through the MCP service; your inspection app or job system through the API, Zapier or Make (Essentials); simPRO and ServiceM8 through Zapier; HubSpot through Zapier, Pipedrive through Zapier or Make; Xero and QuickBooks Online native on Business, otherwise through Zapier.

Last reviewed by the QuoteCloud team

Two parts of a sample inspection and test report, HF-TR-2611, from the fictional Harrowfield Fire & Security for Calder House. Behind: the results by system, imported from the inspection app: fire detection, emergency lighting, fire equipment, CCTV and access control, 186 devices tested with four defects. In front: the report's activity: results imported from the inspection app, the draft reviewed and accepted by Freya Lindqvist, opened by the building manager Simone Achebe, and acknowledged with a certificate of authenticity.

The systems a security & fire contractor already runs

Each tile says how it really connects: through QuoteCloud's MCP service, the API, Zapier or Make on Essentials and up, directly, or natively on the Business plan. Inspection apps and job systems are connected where they have a connector.

Four ways your results become a draft

Through MCP: with QuoteCloud's MCP service, an AI assistant your business connects can be set up to read the results you allow it to, create the report and the defect quote from your templates as drafts, add lines from your price book and check your approval rules. A person reviews and sends; the assistant never sends.

Through the API, Zapier or Make: if your inspection app or job system has a connector, it can create a document from a template, fill its data items and add price-table lines as it's created, such as one line per failed device. Zapier can also write values into a spreadsheet cell. Documents created through the API or Zapier cost US$2.00 each up to 1,000 a month, then $1.80 and $1.60 at higher volumes; no fee is stated for Make.

Either way, the lines come from the same price book: Harrowfield's defect fixes and install items, imported from one CSV, with costs and margins visible to the team only.

  • Drafts from your templates, never sent by themselves
  • Lines from your price book, added at creation
  • Options and defects stay for the client to tick
  • MCP, API, Zapier and Make: Essentials and up
The MCP workflow, step by step
Product libraryHarrowfield Fire & Security Sample data
  • All
  • Defect fixes
  • Fire equipment
  • CCTV
  • Access & alarm
  • Labour

CSV import harrowfield-price-book.csv · 214 items imported

ProductPriceUnitCostMarginStatus
Replace photoelectric smoke detectorFX-SD-01 · Defect fixes $168 each $71 58% Active
Replace emergency light battery packFX-EL-02 · Defect fixes $96 each $38 60% Active
Replace 4.5 kg dry powder extinguisherFX-FE-45 · Fire equipment $142 each $64 55% Active
Replace dome camera, re-aim and record testFX-CAM-D · CCTV $486 each $262 46% Active
Replace door closer, adjust strike, egress testFX-DR-03 · Access & alarm $210 each $92 56% Active
Attendance, defect rectification visitLB-VIS-1 · Labour $165 visit $88 47% Active
Replace motion sensor and walk testFX-PIR-2 · Access & alarm $124 each $51 59% Draft

Cost and margin are for your team only: they never appear in the client's document

How each system connects, and what moves

Map the flow once: results in, drafts out, signed, then the job and the invoice.

  • Your AI assistant

    Through QuoteCloud's MCP service: can be set up to draft reports and quotes for review, within the access you give it.

    AI & MCP

  • Your inspection app

    Through the API, Zapier or Make where it has a connector, or an export your assistant reads.

    Test reports

  • simPRO & ServiceM8

    Through Zapier: a signed quote can create or update the job, for example.

    simPRO with QuoteCloud

  • HubSpot, Zoho & Pipedrive

    HubSpot and Zoho through Zapier; Pipedrive connects through Zapier or Make.

    Pipedrive with QuoteCloud

  • Xero & QuickBooks Online

    Native on the Business plan, otherwise through Zapier: the signed work becomes an invoice.

    Xero with QuoteCloud

  • Stripe & PayPal

    Install deposits or full payment taken as the client signs, on Essentials and up.

    Deposits on signing

  • Google Calendar

    One way through Zapier: a signed defect quote can add the visit to the calendar.

    Google Calendar

  • Slack & Microsoft Teams

    Alerts for document updates, comments and actions, in the channel your office already watches.

    Slack with QuoteCloud

Connect your inspection app during the trial

Free for 14 days, no credit card required. Zapier, Make, the API and the MCP service are all on the Essentials plan.

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After the signature: the job, the calendar and the invoice

When Simone signs Calder House's defect quote, the work has to be booked and billed. Zapier triggers such as Recipient Signed Document, Document Payment Event and Document Status Changed start the next step in your own systems.

Here the signed quote becomes an invoice in Xero, natively on the Business plan. On Essentials the same hand-off runs through Zapier, and simPRO or ServiceM8 can get the job the same way.

  • Triggers on signing, payment and status changes
  • Actions such as Send Document and Generate PDF Link
  • Xero and QuickBooks Online native on Business
  • Each hand-off is one you set up, not a two-way sync
Document automation API
Harrowfield Fire & SecurityDefect rectification quote HF-DQ-2611 Sample · fictional business

Approve and sign

Simone Achebe · Building manager, Larchmont Property Group

Signed online · Thu 16 Oct 2026

Approved work

Defects approved
4 of 4
Total
$1,162.70 inc tax
Booked
Tue 21 Oct

Certificate of authenticity and audit trail attached

Activity

  1. Drafted from the inspection4 defects, 4 price-book lines
  2. Reviewed and sentBy Freya Lindqvist
  3. Defects tickedSimone approved all four
  4. Signed$1,162.70 inc tax · certificate of authenticity attached
  5. Invoice created in XeroNative on Business, otherwise through Zapier

Integration questions

Can my inspection app create reports and quotes in QuoteCloud?

If your inspection app or job system has a connector, it can create documents through the API, Zapier or Make on Essentials and up: a document from your template, its data items filled and price lines added as it's created, such as one line per failed device. Documents created through the API or Zapier have a per-document fee from US$2.00, falling with volume.

What is QuoteCloud's MCP service?

It lets an AI assistant your business uses work with QuoteCloud, on Essentials and up. It can be set up to find a client, create a document from a template as a draft, add lines from your price book, write a section and check approval rules. Drafts wait for a person to review and send, approvals still apply, and it reads only what it's allowed to.

Does QuoteCloud integrate with simPRO or ServiceM8?

Yes, through Zapier. A typical set-up creates or updates the job when a quote is signed. HubSpot and Zoho also connect through Zapier, and Pipedrive connects through Zapier or Make. Zapier, Make and the API are on Essentials and up.

Do signed quotes go into Xero or QuickBooks?

Xero and QuickBooks Online integrations are native on the Business plan; on Essentials you can connect them through Zapier. Either way you choose what happens on signing, such as creating an invoice for the approved defect work. Records aren't kept in two-way sync; each hand-off is one you set up.

Can Slack or Microsoft Teams alert my office?

Yes. QuoteCloud can send alerts to Slack and Microsoft Teams for document updates, comments and actions, so your office sees activity on reports and quotes in the channel it already uses.

More questions from security & fire contractors

Everything a security & fire business sends

Every page of the security & fire systems microsite.

Results in, signed work out, nothing retyped

Free for 14 days. No credit card required.

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