Automate Invoicing: Create QuickBooks Online Invoices from New Shopify Orders Using Pabbly Connect

Learn how to automate invoice creation in QuickBooks Online for new Shopify orders using Pabbly Connect. Follow our step-by-step guide for seamless integration. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Shopify and QuickBooks Integration

To begin automating invoice creation for QuickBooks Online customers from new Shopify orders, access Pabbly Connect. Visit the Pabbly Connect website and sign in to your account. If you don’t have an account, you can create one for free.

Once logged in, navigate to the dashboard and click on the ‘Create Workflow’ button. Here, you will name your workflow, such as ‘Shopify to QuickBooks Online’. This initial setup is crucial as it lays the foundation for your automated processes.

2. Setting Up Shopify as the Trigger Application in Pabbly Connect

In the workflow setup, select Shopify as your trigger application. The trigger event will be ‘New Order’ because you want to create an invoice each time a new order is placed on Shopify. This is where Pabbly Connect acts as a bridge between Shopify and QuickBooks Online.

• Choose ‘New Order’ as the trigger event.
• Copy the generated webhook URL from Pabbly Connect.
• Go to Shopify settings and paste the webhook URL in the notifications section.

After saving the webhook in Shopify, return to Pabbly Connect to test the connection by placing a dummy order. This step is essential to ensure that your integration is functioning correctly.

3. Connecting QuickBooks Online to Pabbly Connect for Invoice Creation

Once the dummy order is placed, go back to Pabbly Connect. You will see that the webhook has received a response, which includes customer details. Next, click on the plus icon to add an action step, selecting QuickBooks Online as the action application.

For the action event, choose ‘Find a Customer’ to check if the customer already exists in QuickBooks. This is a critical step in the automation process as it helps prevent duplicate customer entries in your accounting software.

• Connect to QuickBooks Online using your credentials.
• Map the customer’s email ID from the Shopify order to find their record.
• Save and send the test request to verify customer existence.

If the customer exists, you will receive their details, which can be used to create the invoice in the next step.

4. Creating Invoices in QuickBooks Online through Pabbly Connect

Continuing with the workflow in Pabbly Connect, if the customer already exists, select ‘Create Invoice’ as the action event in QuickBooks Online. This action will automatically generate an invoice based on the order details received from Shopify.

In this step, you will need to map various fields from the Shopify order to the invoice fields in QuickBooks. This includes customer ID, email address, billing address, and line item details.

Map the customer ID from the ‘Find Customer’ action. Fill in the billing address, transaction date, and line item details from Shopify. Ensure that the total amount matches the calculated subtotal from the order.

After mapping all necessary details, save and send the test request to create the invoice. You can then verify in QuickBooks Online that the invoice has been successfully created for the customer.

5. Handling New Customers with Pabbly Connect

If the customer does not exist in QuickBooks Online, you will need to create a new customer record. In Pabbly Connect, set up another action step to ‘Create Customer’ in QuickBooks Online.

Map the required fields such as first name, last name, email, and billing address from the Shopify order to create the new customer record. This ensures that all customer information is accurately captured in your accounting system.

Select ‘Create Customer’ as the action event in QuickBooks Online. Map the customer details from Shopify to the required fields in QuickBooks. Save and send the test request to create the customer.

Once the customer is created, you can then proceed to create an invoice for them, following the same steps as outlined previously. This two-step process allows for seamless integration and ensures that all customers are accounted for in QuickBooks Online.

Conclusion

Using Pabbly Connect to automate the creation of invoices in QuickBooks Online from new Shopify orders streamlines your business processes. This integration saves time and reduces errors by ensuring that all customer and order details are accurately captured in your accounting system.