Job completed to QuickBooks invoice

Works with: Any system (webhook), QuickBooks Online, SlackSteps: 20 nodesTested on: n8n 2.45 (imports on 1.70 and later)

When a job, order or project is marked complete in your other system, this workflow creates the QuickBooks Online invoice once. It checks for an existing invoice with the same number first, matches the customer by email or name (or creates them), can email the invoice from QuickBooks, and posts every result and every failure to Slack.

What it does

1. Receive and map: a webhook (or the built-in sample job) is read using the field_* names in Config, so any system's payload works without editing code. Jobs with no id, no customer or a bad line are rejected with a reason.
2. Never invoice twice: the invoice number is the job id plus an optional prefix. If QuickBooks already has it, nothing is created.
3. Customer: matched by email when there is one, otherwise by display name, and created if new.
4. Invoice: lines map to your QuickBooks items, the due date follows due_days, and email_invoice sends it from QuickBooks.
5. Retries and alerts: every QuickBooks call retries 3 times. Anything that still fails posts the step, the job and QuickBooks' reason to Slack.

What you need

• An n8n instance
• A QuickBooks Online company and an Intuit developer app (for the OAuth2 credential)
• A Slack incoming webhook URL

Setup

1. Import workflow.json into n8n.
2. Create a QuickBooks Online OAuth2 API credential and select it on the five QuickBooks steps.
3. In Config, set realm_id, default_item_id and the Slack URL. Leave qbo_base_url on the sandbox until you have tested.
4. Set the field_* names in Config to match your system's payload. Dotted paths such as job.id work.
5. Click Test workflow to send the sample job to your sandbox company and check the invoice.
6. Point your system's webhook at Job completed (webhook), then switch qbo_base_url to https://quickbooks.api.intuit.com.

Notes

• No credentials are included. Every value marked REPLACE_ME or REPLACE_WITH_... must be set before you activate the workflow.
• QuickBooks invoice numbers can be at most 21 characters, so the prefix plus job id must fit.

Importing it

In n8n, open a new workflow, choose the … menu at the top right, then Import from file and pick the downloaded workflow.json. You can also open the file, copy everything and paste it onto an empty canvas. New to n8n? Start with what n8n is and how templates work.

Background reading: QuickBooks automation.

Want it set up and running in your own n8n? Send us a short brief.