n8n Client Billing Detail Collection & Invoice Generation

This n8n workflow automates the process of collecting client billing details via a form, and subsequently generating invoices in QuickBooks Online. It streamlines the often manual and error-prone task of client invoicing, ensuring accuracy and efficiency.

What it does

1. Triggers on Form Submission: The workflow starts when a new client billing detail form is submitted through an n8n form.
2. Collects Client Data: It captures all the necessary information provided in the form, such as client name, services rendered, amounts, and any other relevant billing details.
3. Generates Invoice in QuickBooks Online: Using the collected data, the workflow automatically creates a new invoice in your QuickBooks Online account.
4. Sends Confirmation/Notification (Placeholder): A Gmail node is included, likely intended for sending confirmations or notifications related to the invoice generation (e.g., sending the invoice to the client, notifying an internal team). Note: The current JSON does not show specific configuration for sending emails, but the node is present.
5. Provides Documentation/Notes: A Sticky Note node is included, which can be used for internal documentation, reminders, or explanations within the workflow itself.

Prerequisites/Requirements

• n8n Instance: A running n8n instance to host and execute the workflow.
• QuickBooks Online Account: An active QuickBooks Online account with appropriate permissions to create invoices.
• Google Account (for Gmail): A Google account connected to n8n for sending emails via the Gmail node.
• n8n Form Trigger: You will need to set up and embed the n8n form that clients will use to submit their billing details.

Setup/Usage

1. Import the Workflow:
   • Copy the provided JSON code.
   • In your n8n instance, click "New" in the workflows section.
   • Click the "Import from JSON" button and paste the copied JSON.
2. Configure Credentials:
   • QuickBooks Online: You will need to set up a QuickBooks Online credential in n8n. Follow the n8n documentation for connecting to QuickBooks Online (OAuth 2.0).
   • Gmail: Configure your Google OAuth 2.0 credential in n8n to allow the Gmail node to send emails.
3. Configure the n8n Form Trigger:
   • Open the "On form submission" node.
   • Define the fields that your clients will fill out (e.g., Client Name, Service Description, Amount, Email Address).
   • Save and activate the form. You will get a URL to embed or share the form.
4. Configure QuickBooks Online Node:
   • Open the "QuickBooks Online" node.
   • Select the "Create" operation for invoices.
   • Map the data from the "On form submission" node to the corresponding fields for creating an invoice in QuickBooks (e.g., {{ $json.clientName }}, {{ $json.serviceDescription }}, {{ $json.amount }}).
5. Configure Gmail Node (Optional but Recommended):
   • Open the "Gmail" node.
   • Configure it to send an email. You might want to send the invoice to the client, send a notification to your accounting team, or both.
   • Map relevant data from the form submission or QuickBooks invoice creation into the email subject and body.
6. Activate the Workflow: Once all nodes are configured and credentials are set, activate the workflow.

Now, every time a client submits the n8n form with their billing details, an invoice will automatically be generated in QuickBooks Online, and an email can be sent as configured.