How to Automate Quickbooks Online with Zapier | Automatically Create and Send Invoices by - JNC
7.5 هزار بار بازدید -
2 سال پیش
-
Are you tired of manually
Are you tired of manually creating and sending invoices in QuickBooks Online? In this video, I'll show you how to use Zapier to automate the entire process and save time on your accounting tasks.
We will set up a zap that automatically generates a Quickbooks Online invoice when a Hubspot form is submitted. First, we'll create a customer and product/service in Quickbooks.
Next, I show you how to set up your HubSpot form, which will serve as the trigger for this zap. Our form will include the following fields:
- Customer Name
- Email
- Invoice Date
- Due Date
- Service Date
- Quantity
- Rate
We’ll test our trigger to make sure that we receive the required data from Hubspot to create the invoice.
We’ll then add several format steps to format ‘Invoice Date’, ‘Due Date’, and ‘Service Date’ to MMMM DD YYYY hh:mm:ss.
Next, we create a value for the ‘amount’ due on the invoice, so we add a step that performs a math operation. To get the ‘amount,’ we simply multiply ‘rate’ * ‘quantity.’
Our invoices will need an ID number, so we'll add a step that generates a random number. I used ‘0’ as the lower range and ‘100000’ as the upper range but this is just a preference.
Quickbooks needs to associate a customer with an invoice, we'll add a search step to find the customer we want in Quickbooks. Our search field is ‘Name (called “Display name as” in Quickbooks) and our search value is the ‘Customer Name’ from the Hubspot form submission (our trigger). In this example, I have ‘Create Quickbooks Online Customer if it doesn’t exist yet’ turned on because it eliminates the step of having to add the customer in QuickBooks manually. I mapped the fields from the HubSpot form to the customer creation field; 'Full Name,’ ‘Display Name,’ and ‘Email.’
Next, we add a step to create our invoice in Quickbooks Online and map out the following fields:
- Customer: (Custom Value: Use ‘ID’ from Step 7)
- Email: (Input Value from ‘Primary Email Add Address’ from Step 7)
- Billing Address: (Input Values from ‘Bill Addr Line 1,’ ‘Bill Addr City,’ ‘Bill Addr … Division Code,’ ‘Bill Addr Postal Code,’ ‘Bill Addr County’)
- Invoice Date: (Input Output Value from Step 2, Format Invoice Date)
- Due Date: (Input Output Value from Step 3, Format Due Date)
- Service Date: (Input Output Value from Step 4, Format Service Date)
- Invoice Number: (Input Output Value from Step 6, Generate Random Invoice ID Number)
- Quantity: (Input Value ‘Quantity’ from Step 1, New Hubspot Form Submission)
- Rate: (Input Value ‘Rate’ from Step 1, New Hubspot Form Submission)
- Amount: (Input Output Value from Step 5, Calculate Amount)
Finally, we'll add a step to send the customer the invoice via email. For the required field, ‘Invoice’ simply input the ‘ID’ from step 8 as a custom value. For the email, input the value ‘Bill Email Address’ from step 8. Alternatively, you can hardcode any email address or input any data source you desire to derive the email address.
Enjoy! Please let me know if you have any questions or need any help in the comments. 😎
#zapier #nocode #automation #hubspot #quickbooks #data #integration #invoice #efficiency #tools #businessprocessautomation #workflowautomation #accounting
We will set up a zap that automatically generates a Quickbooks Online invoice when a Hubspot form is submitted. First, we'll create a customer and product/service in Quickbooks.
Next, I show you how to set up your HubSpot form, which will serve as the trigger for this zap. Our form will include the following fields:
- Customer Name
- Invoice Date
- Due Date
- Service Date
- Quantity
- Rate
We’ll test our trigger to make sure that we receive the required data from Hubspot to create the invoice.
We’ll then add several format steps to format ‘Invoice Date’, ‘Due Date’, and ‘Service Date’ to MMMM DD YYYY hh:mm:ss.
Next, we create a value for the ‘amount’ due on the invoice, so we add a step that performs a math operation. To get the ‘amount,’ we simply multiply ‘rate’ * ‘quantity.’
Our invoices will need an ID number, so we'll add a step that generates a random number. I used ‘0’ as the lower range and ‘100000’ as the upper range but this is just a preference.
Quickbooks needs to associate a customer with an invoice, we'll add a search step to find the customer we want in Quickbooks. Our search field is ‘Name (called “Display name as” in Quickbooks) and our search value is the ‘Customer Name’ from the Hubspot form submission (our trigger). In this example, I have ‘Create Quickbooks Online Customer if it doesn’t exist yet’ turned on because it eliminates the step of having to add the customer in QuickBooks manually. I mapped the fields from the HubSpot form to the customer creation field; 'Full Name,’ ‘Display Name,’ and ‘Email.’
Next, we add a step to create our invoice in Quickbooks Online and map out the following fields:
- Customer: (Custom Value: Use ‘ID’ from Step 7)
- Email: (Input Value from ‘Primary Email Add Address’ from Step 7)
- Billing Address: (Input Values from ‘Bill Addr Line 1,’ ‘Bill Addr City,’ ‘Bill Addr … Division Code,’ ‘Bill Addr Postal Code,’ ‘Bill Addr County’)
- Invoice Date: (Input Output Value from Step 2, Format Invoice Date)
- Due Date: (Input Output Value from Step 3, Format Due Date)
- Service Date: (Input Output Value from Step 4, Format Service Date)
- Invoice Number: (Input Output Value from Step 6, Generate Random Invoice ID Number)
- Quantity: (Input Value ‘Quantity’ from Step 1, New Hubspot Form Submission)
- Rate: (Input Value ‘Rate’ from Step 1, New Hubspot Form Submission)
- Amount: (Input Output Value from Step 5, Calculate Amount)
Finally, we'll add a step to send the customer the invoice via email. For the required field, ‘Invoice’ simply input the ‘ID’ from step 8 as a custom value. For the email, input the value ‘Bill Email Address’ from step 8. Alternatively, you can hardcode any email address or input any data source you desire to derive the email address.
Enjoy! Please let me know if you have any questions or need any help in the comments. 😎
#zapier #nocode #automation #hubspot #quickbooks #data #integration #invoice #efficiency #tools #businessprocessautomation #workflowautomation #accounting
2 سال پیش
در تاریخ 1401/10/19 منتشر شده
است.
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