Automate real-time QuickBooks invoice sync to Google Sheets

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2/3/2026

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This n8n template from Intuz provides a complete and automated solution for real-time financial reporting.

It instantly syncs new QuickBooks invoices to Google Sheets, using specific invoice data or keywords as triggers to ensure your financial records are always accurate and up-to-date.

It uses a webhook to capture every new or updated invoice and logs the essential details into a designated Google Sheet. Perfect for creating custom reports, data backups, or a real-time dashboard of your accounts receivable.

Use Cases

Financial Reporting: Create a simple, shareable Google Sheet for team members who don't have QuickBooks access.
Data Backup: Maintain a secure, independent log of all your invoices outside of the QuickBooks ecosystem.
Custom Dashboards: Use the Google Sheet as a data source for tools like Google Data Studio or Grafana to build custom financial dashboards.
Auditing: Easily track the history and status of all invoices in a simple, searchable spreadsheet format.

How it Works

1. Instant Webhook Trigger: The workflow activates the moment an invoice is created or updated in QuickBooks. The QuickBooks webhook sends a notification to n8n, kicking off the process in real time.

2. Fetch Full Invoice Details: The initial webhook notification only contains the invoice ID. This node uses that ID to make a call back to the QuickBooks API and retrieve the complete invoice data, including customer name, due date, and more.

3. Format Key Data: A simple Code node cleans up the data fetched from QuickBooks. It extracts only the fields you need—ID, Domain, Customer Name, and Due Date—and structures them perfectly for the next step.

4. Append or Update in Google Sheets: The final node connects to your Google Sheet and uses the powerful "Append or Update" operation.

If the ID of the invoice doesn't exist in the sheet, it adds a new row.
If the ID already exists, it updates the existing row with the latest information.

This ensures your Google Sheet is always a perfect mirror of your QuickBooks invoice data, preventing duplicates and keeping everything current.

Setup Instructions

For this workflow to run successfully, follow these setup steps:

1. Credentials:

QuickBooks: Connect your QuickBooks account credentials to n8n.
Google: Connect your Google account using OAuth2 credentials. Ensure the Google Sheets and Google Drive APIs are enabled.

2. QuickBooks Webhook Configuration:

Activate the workflow. Copy the Production URL from the Webhook node.
In your Intuit Developer Portal, go to the webhooks section for your app.
Paste the URL and subscribe to Invoice events (e.g., Create, Update).

3. Google Sheet Setup:

Create a Google Sheet for your invoice data.
Crucially, create the following headers in the first row of your sheet: -ID -Domain -Customer Name -Due Date

4. Node Configuration:

In the Append or update row in sheet node, select your Google Sheet document and the specific sheet name from the dropdown lists. The columns should map automatically if you've set up the headers correctly.

Connect with us

Website: https://www.intuz.com/services
Email: getstarted@intuz.com
LinkedIn: https://www.linkedin.com/company/intuz
Get Started: https://n8n.partnerlinks.io/intuz

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Automate Real-Time QuickBooks Invoice Sync to Google Sheets

This n8n workflow simplifies and automates the process of syncing QuickBooks Online invoice data directly into a Google Sheet. It listens for new or updated invoices in QuickBooks, processes the data, and then appends it to a specified Google Sheet, providing a real-time, centralized record of your invoices.

What it does

Listens for QuickBooks Invoice Events: The workflow is triggered by real-time events from QuickBooks Online, specifically when an invoice is created, updated, or deleted.
Processes Invoice Data: Upon receiving an event, the workflow extracts relevant invoice details.
Transforms Data (Code Node): A Code node is used to transform the raw QuickBooks data into a format suitable for Google Sheets. This likely involves selecting specific fields and potentially reformatting them.
Appends to Google Sheet: The processed invoice data is then appended as a new row to a designated Google Sheet.

Prerequisites/Requirements

n8n Instance: A running n8n instance (self-hosted or cloud).
QuickBooks Online Account: An active QuickBooks Online account with appropriate permissions to access invoice data.
Google Sheets Account: A Google account with access to Google Sheets.
n8n Credentials:
- QuickBooks Online Credential: Configured in n8n to connect to your QuickBooks Online account.
- Google Sheets Credential: Configured in n8n to connect to your Google Sheets account.
Google Sheet: A Google Sheet prepared with appropriate headers where the invoice data will be synced.

Setup/Usage

Import the Workflow:
- Download the provided JSON file for this workflow.
- In your n8n instance, go to "Workflows" and click "New".
- Click the "Import from JSON" button and paste the workflow JSON or upload the file.
Configure Credentials:
- Click on the "QuickBooks Online" node and select or create a new QuickBooks Online credential. Follow the n8n documentation for connecting to QuickBooks.
- Click on the "Google Sheets" node and select or create a new Google Sheets credential. Follow the n8n documentation for connecting to Google Sheets.
Configure Webhook Trigger:
- The "Webhook" node acts as the trigger. After activating the workflow, n8n will provide a unique webhook URL.
- You will need to configure QuickBooks Online to send invoice events to this webhook URL. This typically involves setting up a webhook or an app integration within QuickBooks that points to the n8n webhook URL. Refer to QuickBooks Online's developer documentation for setting up webhooks.
Configure Google Sheets Node:
- In the "Google Sheets" node, specify the "Spreadsheet ID" and "Sheet Name" where you want the invoice data to be appended.
- Ensure the operation is set to "Append Row".
Configure Code Node:
- Review the "Code" node. It contains JavaScript logic to transform the QuickBooks data. You may need to adjust this code based on the exact fields you want to extract from QuickBooks and the column headers in your Google Sheet.
Activate the Workflow:
- Once all credentials and configurations are set, click the "Activate" toggle in the top right corner of the n8n workflow editor to start listening for QuickBooks events.

Now, whenever an invoice is created, updated, or deleted in your QuickBooks Online account, the workflow will automatically capture the details and add them to your Google Sheet.

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