How to Create QuickBooks Invoices From a PDF Using Pabbly Connect and Docparser

Learn how to automate creating QuickBooks invoices from PDFs using Pabbly Connect and Docparser in this detailed step-by-step tutorial. Discover how to seamlessly connect your essential tools through accessible instructions that make powerful automation available to professionals at every skill level.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for QuickBooks and Docparser Integration

To create QuickBooks invoices from a PDF, start by accessing Pabbly Connect. This integration platform allows you to automate the process without coding. First, sign up for a free account on the Pabbly Connect website, which only takes a couple of minutes.

Once signed in, navigate to the dashboard and click on the ‘Create Workflow’ button. Name your workflow something descriptive, such as ‘Docparser to QuickBooks Online’. After naming, click the ‘Create’ button to proceed to the workflow setup.

2. Connecting Docparser as the Trigger Application in Pabbly Connect

In the workflow, you’ll need to set Docparser as the trigger application. Select Docparser and choose the trigger event as ‘Parse Document’. This will generate a webhook URL that you will use to connect Docparser with Pabbly Connect.

• Select Docparser as the application.
• Choose ‘Parse Document’ as the trigger event.
• Copy the generated webhook URL for integration.

Next, go to your Docparser application and navigate to the Integrations tab. Here, click on ‘Add Integration’, select ‘Simple Webhook’, and paste the webhook URL you copied from Pabbly Connect. Set the payload format to JSON, and save the integration.

3. Uploading Documents to Docparser for Data Extraction

Once the integration is set, you can upload documents to Docparser for parsing. Click on the parser you created and drag and drop your PDF or Word document. This document will be processed, and the relevant data will be extracted automatically.

After uploading, Docparser will process the document. You can check the status under the ‘Processed’ section. Once the parsing is completed, the relevant data will be available to be sent to QuickBooks via Pabbly Connect.

4. Fetching Parsed Data and Creating Invoices in QuickBooks

Now, you need to fetch the parsed data from Docparser using Pabbly Connect. Add an action step to your workflow and select Docparser again, this time choosing the action event ‘Get Parsed Document’. Connect using your API key from Docparser.

• Select ‘Get Parsed Document’ as the action event.
• Map the document ID from the trigger step.
• Save and send a test request to verify data retrieval.

After fetching the parsed data, you can check if the customer exists in QuickBooks. Add another action step to find the customer by selecting QuickBooks Online and the action event ‘Find Customer’. Map the email address from the parsed data and test the connection.

5. Automating Invoice Creation Based on Customer Status

Based on the customer status retrieved from QuickBooks, you can set up conditional paths using the router feature in Pabbly Connect. Create two routes: one for when the customer exists and another for when they do not.

For existing customers, add an action to create an invoice in QuickBooks by selecting ‘Create Invoice’. Map the required fields such as customer ID, email, and product details from the parsed data. For new customers, add an action to create a customer first, then follow it up with the invoice creation step.

Once everything is set up, your automation will run in the background. Every time you upload a document to Docparser, an invoice will be automatically created in QuickBooks based on the parsed data.

Conclusion

Using Pabbly Connect to automate the creation of QuickBooks invoices from PDFs via Docparser streamlines your invoicing process significantly. This integration eliminates manual data entry, ensuring efficiency and accuracy in your financial documentation.