Generate custom branded PDF invoices from QuickBooks and email to clients
Automated QuickBooks Invoice to Custom PDF & Email
This n8n workflow automates the entire QuickBooks invoicing process — from creation to delivery. When a new invoice is generated in QuickBooks Online, it automatically fetches the data, applies your company branding, converts it into a professional multi-page PDF via Gotenberg, and emails it directly to your client.
Key Features:
⚡ Fully Automated: Triggers instantly on new QuickBooks invoices.
🧾 Custom Branding: Adds your logo and signature from public URLs.
🎨 Modern PDF Design: Clean, professional multi-page layout with smart totals and “Page X of Y” footers.
📧 Automatic Emailing: Sends the final PDF in a formatted email to your customer.
Requirements: QuickBooks Online, n8n instance, Gotenberg (HTML→PDF converter), and public URLs for logo/signature.
n8n Workflow: Generate Custom Branded PDF Invoices from QuickBooks and Email to Clients
This n8n workflow automates the process of fetching invoice data from QuickBooks Online, generating a custom-branded HTML invoice, converting it into a PDF, and then emailing it to the respective client. This streamlines your invoicing process, ensuring professional and consistent communication with your customers.
What it does
- Triggers Manually (or via Webhook): The workflow is designed to be triggered either manually or by an external system via a Webhook.
- Fetches Invoice Data from QuickBooks Online: It connects to your QuickBooks Online account to retrieve specific invoice details.
- Generates HTML Invoice: It uses a Code node to dynamically create an HTML structure for the invoice, incorporating data fetched from QuickBooks. This allows for custom branding and layout.
- Converts HTML to PDF: The generated HTML invoice is then converted into a PDF file using the HTML node's PDF conversion capabilities.
- Attaches PDF to Email: The newly created PDF invoice is attached to an email.
- Sends Email to Client: The email, with the branded PDF invoice, is sent to the client associated with the invoice.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running instance of n8n.
- QuickBooks Online Account: With credentials configured in n8n.
- Email Account: Configured in n8n for sending emails (e.g., SMTP credentials).
Setup/Usage
- Import the Workflow:
- Copy the provided JSON code.
- In your n8n instance, click on "Workflows" in the left sidebar.
- Click "New" or "Import from JSON" and paste the workflow JSON.
- Configure Credentials:
- QuickBooks Online Node: Click on the "QuickBooks Online" node and configure your QuickBooks Online API credentials.
- Send Email Node: Click on the "Send Email" node and configure your SMTP or other email service credentials.
- Customize the HTML Invoice:
- Open the "Code" node.
- Modify the JavaScript code within the node to adjust the HTML structure and styling of your invoice to match your branding. Ensure that the data mapping from QuickBooks is correct.
- Configure the Webhook (Optional):
- If you intend to trigger this workflow programmatically, copy the Webhook URL from the "Webhook" node.
- Configure your external system (e.g., a CRM, an internal tool) to send a POST request to this URL with the necessary invoice ID or trigger information when an invoice needs to be sent.
- Activate the Workflow: Toggle the workflow to "Active" in the top right corner.
- Test the Workflow:
- Manual Trigger: Click "Execute Workflow" in the n8n editor to run a test.
- Webhook Trigger: Send a test request to the Webhook URL from your external system.
This workflow provides a robust foundation for automating your invoice delivery, saving time and ensuring a professional client experience.
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