Automate QuickBooks Customer & Estimate Creation from Google Sheets

This n8n workflow automates the process of creating customers and estimates in QuickBooks Online based on new rows added to a Google Sheet. It provides conditional logic to determine whether to create a customer, an estimate, or both, based on the data provided in the sheet.

What it does

This workflow simplifies your sales and accounting process by:

1. Triggering on New Google Sheet Rows: It continuously monitors a specified Google Sheet for new rows.
2. Conditional Logic for Customer/Estimate Creation: It evaluates the data from each new row to decide whether to create a QuickBooks customer, an estimate, or both.
   • If a specific condition (defined in the "If" node) is met, it proceeds to create an estimate.
   • If the condition is not met, it proceeds to create a customer.
3. Creating QuickBooks Customers: If the condition dictates, it creates a new customer in QuickBooks Online using the information from the Google Sheet.
4. Creating QuickBooks Estimates: If the condition dictates, it creates a new estimate in QuickBooks Online, also using data from the Google Sheet.
5. Data Transformation: It includes a "Set" node to potentially transform or prepare data before sending it to QuickBooks, ensuring compatibility and correctness.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running instance of n8n.
• Google Sheets Account: A Google account with access to Google Sheets.
• QuickBooks Online Account: An active QuickBooks Online account.
• Google Sheets Credential in n8n: Configured Google Sheets OAuth2 or API Key credential in your n8n instance.
• QuickBooks Online Credential in n8n: Configured QuickBooks Online OAuth2 credential in your n8n instance.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Google Sheets Trigger:
   • Select your Google Sheets credential.
   • Specify the Spreadsheet ID and Sheet Name you want to monitor for new data.
   • Choose the Trigger When option (e.g., "New Row").
3. Configure the 'If' Node:
   • Define the condition(s) that determine whether to create an estimate or a customer. For example, you might check if an "Estimate Amount" column in your Google Sheet is greater than zero.
4. Configure the 'Edit Fields (Set)' Node:
   • Review and adjust the fields being set or transformed. This node is crucial for mapping your Google Sheet columns to the expected QuickBooks fields for both customer and estimate creation.
5. Configure QuickBooks Online Nodes:
   • Select your QuickBooks Online credential for both the "QuickBooks Online" nodes (one for customer creation, one for estimate creation).
   • For the customer creation path: Set the Resource to "Customer" and the Operation to "Create". Map the necessary fields from your Google Sheet data (e.g., {{ $json.Name }}, {{ $json.Email }}, etc.) to the QuickBooks customer fields.
   • For the estimate creation path: Set the Resource to "Estimate" and the Operation to "Create". Map the necessary fields from your Google Sheet data (e.g., customer ID, line items, amounts) to the QuickBooks estimate fields.
6. Activate the Workflow: Once configured, activate the workflow to start monitoring your Google Sheet.

New rows added to your specified Google Sheet will now automatically trigger the creation of customers and/or estimates in QuickBooks Online based on your defined conditions.