Getting started with QuoteCloud

Sales orders that come back signed and paid

An order form from your catalogue: the buyer sets quantities, presses Order Now, signs, and pays in full or a deposit on signing.

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QuoteCloud sales orders are documents built from your catalogue with quantity editing, an Accept button you can relabel Order Now, form fields for delivery and PO details, an eSignature and payment on signing through Stripe or PayPal: a deposit, a fixed amount or the full total. Accounts on credit terms can sign without paying.

Last reviewed by the QuoteCloud team

A buyer's phone showing a fictional wholesaler's order form TT-Q-4502 for Bellmount Bakery: four catalogue lines with carton steppers (10 cartons of hot cups at $68.00, 5 of sip lids at $42.00, 20 of takeaway boxes at $54.00, 25 of SOS bags at $39.00), a total of $3,338.50 inc tax, the Order Now button, a drawn signature and 'Paid $3,338.50 via Stripe'. Behind it, a drawing of the order as the warehouse will send it: one stretch-wrapped pallet on the dock with the order docket marked PAID on its face, shown enlarged in a circle, and the route out to Northgate. Callouts: 2 sixty cartons on one pallet, 3 paid on signing, 4 to Northgate.

Three trade accounts, three ways to pay

The same sales order, set up for how each account pays: on credit terms, in full on signing, or a deposit with the balance on your invoice.

Tanbark Trade SupplySales order TT-SO-4471 Sample · fictional business

Your order

12 oz double-wall hot cup, kraftTT-CUP12 · 500 per carton 40 ctn List $68.00 Discount −15% $2,312.00
90 mm sip lid, blackTT-LID90 · 1,000 per carton 20 ctn List $42.00 Discount −12% $739.20
Kraft takeaway box, mediumTT-BOXM · 200 per carton 25 ctn List $54.00 Discount −13% $1,174.50
Kraft SOS bag, size 12TT-BAG12 · 500 per carton 12 ctn List $39.00 Discount −15% $397.80
Delivery: 2 pallets to Riverside (Zone B)97 cartons on 2 pallets From the Freight tab 1 $171.00
Subtotal
$4,794.50
Tax (10%)
$479.45
Total
$5,273.95
Payment
On account, 30 days

Confirm and sign the order

Sofia Marchetti · Purchasing manager, Pinecrest Café Group

Signed online · Tue 3 Nov 2026

Order summary

Payment
On account, 30 days
Delivery
Thu 5 Nov, Riverside
Pallets
2
Total inc tax
$5,273.95

Certificate of authenticity and audit trail attached

A busy cafe with timber tables, a long counter and shelves behind it

A repeat account on 30-day terms

Pinecrest has trading terms, so the order shows the payment terms instead of a payment. Sofia signs, and the signed order is the instruction to deliver; your accounting system invoices it as usual.

  • No payment on signing
  • Terms shown on the order
  • Certificate of authenticity on the signature
Repeat orders on account pricing
Tanbark Trade SupplyVolume quote TT-Q-4502 Sample · fictional business

Your quote

12 oz double-wall hot cup, kraftTT-CUP12 · 500 per carton 10 ctn List $68.00 Discount — $680.00
90 mm sip lid, blackTT-LID90 · 1,000 per carton 5 ctn List $42.00 Discount — $210.00
Kraft takeaway box, mediumTT-BOXM · 200 per carton 20 ctn List $54.00 Discount — $1,080.00
Kraft SOS bag, size 12TT-BAG12 · 500 per carton 25 ctn List $39.00 Discount — $975.00
Delivery: 1 pallet to Northgate (Zone A)60 cartons on 1 pallet From the Freight tab 1 $90.00
Subtotal
$3,035.00
Tax (10%)
$303.50
Total
$3,338.50
Full payment on signing
$3,338.50

Accept, sign and pay

Tomasz Wren · Owner, Bellmount Bakery

Signed online · Tue 3 Nov 2026

Full payment on signing (100%)

$3,338.50

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Breads and pastries on the shelves of a bakery display

A new customer pays when they sign

Bellmount is new, so the full amount is paid on signing through Stripe. Nothing is committed to an account that hasn't paid, and nobody chases a card number by phone.

  • Full payment on signing
  • Stripe or PayPal
  • Paid status in the document

Payments: Essentials and up

Volume quotes from a website enquiry
Tanbark Trade SupplyProject quote TT-Q-4519 Sample · fictional business

Opening order

12 oz double-wall hot cup, kraftTT-CUP12 · 500 per carton 120 ctn List $68.00 Discount −22% $6,364.80
90 mm sip lid, blackTT-LID90 · 1,000 per carton 60 ctn List $42.00 Discount −22% $1,965.60
Kraft takeaway box, mediumTT-BOXM · 200 per carton 80 ctn List $54.00 Discount −22% $3,369.60
Kraft SOS bag, size 12TT-BAG12 · 500 per carton 70 ctn List $39.00 Discount −22% $2,129.40
Delivery: 6 pallets to Lakeview (Zone C)330 cartons on 6 pallets From the Freight tab 1 $539.00
Subtotal
$14,368.40
Tax (10%)
$1,436.84
Total
$15,805.24
Deposit on signing (30%)
$4,741.57

Accept, sign and pay

Amara Osei · Procurement lead, Halyard Hotels

Signed online · Mon 9 Nov 2026

Deposit on signing (30%)

$4,741.57

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

A hotel apartment with a kitchen, a dining table and a red armchair

A project order with a deposit

Halyard's opening order takes a 30% deposit on signing to hold the stock order; the balance is on Tanbark's own invoice with the final drop. Two people sign for the hotel.

  • Deposit as a percentage or fixed amount
  • Several signers
  • Balance on your own invoice

Payments: Essentials and up

Approvals on project pricing

Order Now, the details you need, then a thank-you

QuoteCloud's order forms turn a sales order into something a buyer completes: catalogue lines at prices they can't change, quantities they can, form fields for delivery and their PO number, and an Accept button relabelled Order Now.

After signing, the buyer sees your confirmation message and can be sent on to a thank-you page on your website. Your team sees the order as Accepted or Paid in the dashboard.

  • Accept relabelled as Order Now
  • Delivery address, receiving hours and PO number in form fields
  • A confirmation message and an optional redirect

Form Builder: Essentials and up

Online order forms
Tanbark Trade SupplyVolume quote TT-Q-4502 Sample · fictional business

Delivery and accounts details

Form fields inside the quote · Form Builder, Essentials and up

Delivery address
Unit 4, 22 Mill Lane, Northgate
Receiving hours
Mon–Fri, 5–10 am
Your PO number
BB-0117
Forklift on site?
No: tail-lift delivery
Tomasz Wren signs here

After Order NowThanks, Tomasz. Your order is in: we'll email your delivery day for the Northgate shop.Then on to tanbark.example.com/thanks

Accept relabelled “Order Now”, with a confirmation message and a redirect to a thank-you page

Orders that arrive complete

Everything a wholesaler needs before stock is committed, in one signed document.

  • Prices from the catalogue

    Lines from your product catalogue, each account's discount on the line.

  • Quantities the buyer sets

    Quantity editing with any value or preset carton steps; the totals follow.

  • The details dispatch needs

    Delivery address, receiving hours, PO number and accounts contact in form fields.

  • A binding signature

    eSignature on every plan, no account needed to sign, with a certificate of authenticity.

  • Payment where you want it

    Full payment, a percentage or a fixed deposit on signing, through Stripe or PayPal.

  • Status you can see

    Opened, Accepted or Paid in the dashboard, and the reading time on each order.

Send your next sales order with Order Now

Free for 14 days, no credit card required. Send us your order form and we'll convert it into a QuoteCloud template during the trial.

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What happens after Order Now

The signature and the payment are events your other systems can listen for. A Zapier step on Recipient Signed Document or Document Payment Event can pass the order to your order or ERP system, add it to a Google Sheets register or create the invoice in your accounting system.

Those steps are yours to set up; QuoteCloud doesn't pick, ship or book freight. It makes sure the order your warehouse receives is complete, signed and, where you asked for it, paid.

  • Triggers: Recipient Signed Document, Document Payment Event, Form Submitted on Document
  • Xero and QuickBooks Online native on Business, otherwise Zapier
  • Your order system through Zapier, Make or the API
Catalogue, CRM, accounting & order systems
Tanbark Trade SupplyVolume quote TT-Q-4502 Sample · fictional business

Activity

  1. Enquiry from tanbark.example.comWebsite chat · Mon 2 Nov, 9:41 pm
  2. Draft prepared for reviewVolume quote template · list price · 1 pallet
  3. Checked and sent by Priti DesaiTue 3 Nov, 7:52 am
  4. Signed by Tomasz WrenTue 3 Nov, 10:06 am · certificate of authenticity
  5. Paid $3,338.50 via StripeFull payment on signing

Set up a signed, paid sales order in five steps

From your current order form to orders that come back signed and paid.

  1. Add catalogue lines

    Products from your catalogue, with each account's discount on the line.

  2. Turn on quantity editing

    Any value or preset carton steps, on the lines the buyer may change.

  3. Add form fields

    Delivery address, receiving hours, PO number, accounts contact.

  4. Relabel Accept and connect payments

    Order Now, a confirmation message, and Stripe or PayPal for payment on signing.

  5. Hand the order on

    A Zapier step on the signature or payment passes it to your order system.

Questions about sales orders

Can buyers pay when they sign a sales order?

Yes. On Essentials and up, connect Stripe or PayPal and take the full amount, a percentage deposit or a fixed amount when the buyer signs. Accounts on credit terms can sign without paying; the order then shows your payment terms instead.

Can we change the Accept button to Order Now?

Yes. QuoteCloud's order forms let you relabel Accept as Order Now, show a confirmation message after signing and optionally send the buyer on to a thank-you page on your website.

Does QuoteCloud invoice the balance of a deposit?

No. QuoteCloud takes the payment on signing that you set up. The balance goes on your own invoice, for example from Xero or QuickBooks Online, which are native on Business and otherwise connect through Zapier. QuoteCloud doesn't run instalments or payment reminders.

Do we still get purchase order numbers?

Yes. Add a PO number field, with the delivery address and receiving hours, as form fields inside the order. The answers arrive with the signed document and can be passed on through Zapier's Form Submitted on Document trigger.

Does a signed order go into our ERP?

It can, through your own setup: a Zapier step on Recipient Signed Document or Document Payment Event, or Make or the API, can pass the order to your order or ERP system. QuoteCloud doesn't hold stock or create shipments itself.

More questions from wholesalers

More of QuoteCloud for wholesale and B2B

Each page shows one part of the job in a Tanbark document.

Get the next order back signed and paid

Start free for 14 days with your own catalogue and order template. No credit card required.

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