Generate invoices for customers with Jotform and QuickBooks
Generate Invoices for Customers with Jotform and QuickBooks
This workflow automates the entire process of receiving a product/service order, checking or creating a customer in QuickBooks Online (QBO), generating an invoice, and emailing it — all triggered by a form submission (via Jotform).
How It Works
- Receive Submission
- Triggered when a user submits a form.
- Collects data like customer details, selected product/service, etc.
- Check If Customer Exists
- Searches QBO to determine if the customer already exists.
- If Customer Exists: Update customer details (e.g., billing address).
- If Customer Doesn’t Exist: Create a new customer in QBO.
- Get The Item
- Retrieves the selected product or service from QBO.
- Create The Invoice
- Generates a new invoice for the customer using the item selected.
- Send The Invoice
- Automatically sends the invoice via email to the customer.
Who Can Benefit from This Workflow?
- Freelancers
- Service Providers
- Consultants & Coaches
- Small Businesses
- E-commerce or Custom Product Sellers
Requirements
Generate Invoices for Customers with Jotform and QuickBooks
This n8n workflow automates the process of generating invoices in QuickBooks Online based on data received from a webhook, likely triggered by a form submission or an external system. It includes conditional logic to process the data before creating the invoice.
What it does
This workflow simplifies the creation of invoices by:
- Receiving Data: It starts by listening for incoming data via a webhook, which could be from a form submission (e.g., Jotform) or another application.
- Conditional Processing: It then uses an "If" node to apply conditional logic, likely checking specific criteria within the received data before proceeding.
- Data Transformation: A "Code" node is included, suggesting that the incoming data is transformed or manipulated to fit the requirements of QuickBooks Online. This could involve formatting dates, calculating totals, or mapping fields.
- Invoice Creation: Finally, it creates an invoice in QuickBooks Online using the processed data.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running n8n instance.
- Webhook Source: An external system or form (e.g., Jotform, another application) configured to send data to the n8n webhook URL.
- QuickBooks Online Account: An active QuickBooks Online account.
- QuickBooks Online Credentials: Configured QuickBooks Online credentials in your n8n instance.
Setup/Usage
- Import the Workflow: Import the provided JSON into your n8n instance.
- Configure Webhook:
- Activate the workflow.
- Copy the webhook URL from the "Webhook" node.
- Configure your external system (e.g., Jotform) to send POST requests with the relevant data to this URL.
- Configure QuickBooks Online Credentials:
- In the "QuickBooks Online" node, select or create your QuickBooks Online credentials.
- Ensure the credentials have the necessary permissions to create invoices.
- Review and Customize "If" Node:
- Examine the conditions configured in the "If" node (ID: 20). Adjust these conditions based on your specific business logic for when an invoice should be generated.
- Review and Customize "Code" Node:
- Inspect the JavaScript code within the "Code" node (ID: 834). This node is responsible for transforming the incoming webhook data into a format suitable for QuickBooks. You will likely need to adjust this code to correctly map your incoming data fields to QuickBooks invoice fields (e.g., customer name, item details, amounts, dates).
- Test the Workflow: Send a test request from your external system to the webhook URL to ensure the data is processed correctly and an invoice is created in QuickBooks Online as expected.
Note: The workflow includes a "Sticky Note" (ID: 565) which might contain additional instructions or context within the n8n editor itself.
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