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Automatically save QuickBooks invoice PDFs to Google Drive

Intuz Intuz
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2/3/2026
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This n8n template from Intuz provides a complete and automated solution for secure document archiving.

It automatically saves new QuickBooks invoice PDFs directly into Google Drive, creating a reliable backup system. For perfect organization, the workflow uses keywords from the invoice, like the client name or invoice number, to dynamically name the PDF files, ensuring you have a complete and easily searchable financial record.

Use Cases

1. Automated Document Archiving: Eliminate the manual work of downloading and saving invoices. Set it up once and let it run.

2. Compliance & Auditing: Maintain a clean, chronological, and separate record of all issued invoices for easy access during audits.

3. Secure Backup: Create a redundant, secure backup of your critical financial documents in your own cloud storage.

4. Enhanced Team Access: Share the Google Drive folder with accountants, bookkeepers, or team members who need access to invoices but not to your full QuickBooks account.

How It Works:

1. Real-Time Invoice Trigger: The workflow starts the instant a new invoice is created in your QuickBooks account. A configured webhook sends a notification to n8n, kicking off the automation immediately.

2. Fetch Invoice Metadata: The workflow uses the invoice ID from the webhook to retrieve the full invoice details, such as the customer's name and the transaction date. This information is used in the next steps.

3. Generate the Invoice PDF: A crucial HTTP Request node makes a direct API call to QuickBooks, requesting a PDF version of the invoice. This ensures the archived document is the official, formatted PDF, exactly as it appears in QuickBooks.

4. Upload and Archive in Google Drive: The final node takes the binary PDF data and uploads it to your specified Google Drive folder. It dynamically names the file for easy identification (e.g., CustomerName_TransactionDate.pdf), creating a perfectly organized and searchable archive.

Setup Instructions

To get this workflow running, follow these key setup steps:

1. Credentials:

  • QuickBooks: Connect your QuickBooks account credentials to n8n.
  • Google: Connect your Google account using OAuth2 credentials and ensure the Google Drive API is enabled.

2. QuickBooks Webhook Configuration:

  • First, activate this n8n workflow to make the webhook URL live.
  • Copy the Production URL from the QuickBooks Webhook node.
  • In your Intuit Developer Portal, go to the webhooks section for your app, paste the URL, and subscribe to Invoice creation events.

3. Node Configuration:

  • Get an invoice & Generate PDF File: These nodes will use your configured QuickBooks credentials automatically.
  • Upload file (Google Drive): In the parameters for this node, you must select the Folder ID where you want your invoices to be saved.

Support

If you need help setting up this workflow or require a custom version tailored to your specific use case, please feel free to reach out to the template author:

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

For Custom Worflow Automation

Click here- Get Started

Automatically Save QuickBooks Invoice PDFs to Google Drive

This n8n workflow automates the process of retrieving QuickBooks Online invoice PDFs and saving them to Google Drive. It's designed to simplify your accounting and document management by ensuring all your invoices are backed up and easily accessible in your cloud storage.

What it does

  1. Receives a Webhook Trigger: The workflow starts by listening for an incoming webhook. This webhook is expected to contain information related to a QuickBooks invoice.
  2. Fetches Invoice PDF from QuickBooks Online: It uses the QuickBooks Online node to retrieve the PDF version of a specific invoice.
  3. Uploads PDF to Google Drive: The retrieved invoice PDF is then uploaded to a designated folder in Google Drive.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • QuickBooks Online Account: With credentials configured in n8n.
  • Google Drive Account: With credentials configured in n8n and a designated folder for saving invoices.

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • QuickBooks Online: Set up your QuickBooks Online OAuth 2.0 credentials in n8n.
    • Google Drive: Set up your Google Drive OAuth 2.0 credentials in n8n.
  3. Configure Webhook:
    • Activate the "Webhook" node and copy its URL.
    • Configure your QuickBooks Online account or any other system to send a POST request to this webhook URL whenever an invoice event occurs (e.g., invoice created, updated). The webhook payload should contain the necessary information to identify the invoice (e.g., Invoice ID).
  4. Configure QuickBooks Online Node:
    • Select the appropriate QuickBooks Online credential.
    • Ensure the "Resource" is set to "Invoice" and the "Operation" to "Get PDF".
    • Map the "ID" field to the invoice ID received from the incoming webhook data (e.g., {{ $json.body.invoiceId }}).
  5. Configure Google Drive Node:
    • Select your Google Drive credential.
    • Set the "Operation" to "Upload".
    • Specify the "Folder ID" where you want to save the invoices.
    • Set the "File Name" (e.g., Invoice_{{ $json.body.invoiceId }}.pdf).
    • Set the "File Content" to the output of the QuickBooks Online node (e.g., {{ $node["QuickBooks Online"].json["data"] }}).
    • Ensure the "Mime Type" is set to application/pdf.
  6. Activate the workflow: Once configured, activate the workflow. It will now automatically save QuickBooks invoice PDFs to your Google Drive when triggered by the webhook.

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