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Automate QuickBooks Customers & Sales Receipts Generation from a Google Sheet

This n8n template from Intuz provides a complete and automated solution to streamline your sales and accounting process.

Simply add new transaction details to a designated Google Sheet, and this workflow takes over. Using specific status keywords in a column to trigger the process, it automatically creates new customer profiles and generates sales receipts in QuickBooks. This creates a complete, end-to-end system from a simple spreadsheet entry to a formal accounting record, eliminating manual data entry.

How it works

This workflow streamlines the process of recording sales from a Google Sheet into QuickBooks Online, intelligently handling both new and existing customers.

1. Trigger on New Row: The workflow starts automatically whenever a new row is added to your specified Google Sheet.

2. Check for Existing Customer: It takes the customer's name from the new row and searches your QuickBooks account to see if a customer with that DisplayName already exists.

3. Conditional Logic (IF Node): Based on the search result, the workflow splits into two paths:

  • If Customer Exists (True Path): The workflow proceeds directly to create a Sales Receipt, linking it to the existing customer's ID found in the search.
  • If Customer Does Not Exist (False Path): The workflow first creates a new customer in QuickBooks using the name and email from the sheet. It then uses the ID of this newly created customer to generate the corresponding Sales Receipt.

How to Use: Quick Start Guide

  1. Prepare your Google Sheet: Make sure you have a Google Sheet with clear headers for your sales data. The template is configured for the following columns: CustomerName, Email, Amount, and Quantity.

  2. Import the Template: Click the "Use Template" button to import the workflow into your n8n instance.

  3. Configure Google Sheet Node:

  • Enter the Spreadsheet ID from your Google Sheet's URL.
  • Enter the Sheet Name where your sales data is located (e.g., Sheet1).
  1. Configure the QuickBooks Nodes:
  • Select your QuickBooks Online credential or create a new one for the "Search for Customer", "Create Receipt for EXISTING Customer", "Create New Customer", and "Create Receipt for NEW Customer" nodes.
  • Important: In both "Create Receipt" nodes, you must provide a valid Product/Service ID from your QuickBooks account. Find this in the node parameters under Line > Sales Item Line Detail > Item Ref > Value.
  1. Activate the Workflow: Save your changes and activate the workflow. Now, every new row you add to the Google Sheet will automatically create the necessary records in QuickBooks.

Key Requirements to Use Template

  • An active n8n instance.
  • A Google account with a prepared Google Sheet.
  • A QuickBooks Online account.
  • A QuickBooks Developer account to obtain the API credentials needed to connect to n8n.
  • At least one Product or Service item set up in your QuickBooks account to be referenced in the sales receipts.

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