How to Automate QuickBooks Invoicing from Microsoft Excel Using Pabbly Connect

Learn how to automate QuickBooks invoicing from Microsoft Excel using Pabbly Connect. Follow this step-by-step guide for seamless integration. Master proven automation processes with practical implementation examples and strategic recommendations you can apply immediately in your workflow.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate QuickBooks invoicing from Microsoft Excel, you first need to access Pabbly Connect. This powerful integration platform allows you to connect various applications seamlessly. Start by visiting the Pabbly Connect website and signing into your account.

If you’re a new user, you can sign up for free and receive 100 free tasks every month. Once logged in, you will see the dashboard where you can create new workflows that facilitate the integration process.

2. Creating a Workflow in Pabbly Connect

In this step, you will create a workflow in Pabbly Connect that connects Microsoft Excel with QuickBooks. Click on the ‘Create Workflow’ button located at the top right corner of the dashboard. A dialog box will appear asking for a workflow name and folder selection.

• Name the workflow as ‘Create QuickBooks Invoice from Microsoft Excel’
• Select the appropriate folder for saving the workflow

After naming and selecting the folder, click the ‘Create’ button. You will now see two sections: Trigger and Action, which are essential for setting up your automation process.

3. Setting Up Trigger in Pabbly Connect

To begin the automation process, you need to set up a Trigger in Pabbly Connect. Select Microsoft Excel as the trigger application and choose the event as ‘New Row in Worksheet’. This means that whenever a new row is added to your Excel sheet, Pabbly Connect will capture this event.

Next, click on the ‘Connect’ button to establish a connection with Microsoft Excel. A new window will prompt you to add a new connection or select an existing one. Choose to connect with Microsoft Excel and authorize it by clicking the ‘Accept’ button.

• Select the workbook containing your sales data
• Choose the worksheet where the data is recorded

After selecting the workbook and worksheet, click on ‘Save and Send Test Request’ to ensure that the connection is successful and that the latest record is captured.

4. Setting Up Action in Pabbly Connect

Once the trigger is set, you can proceed to set up the Action in Pabbly Connect. Select QuickBooks as the action application and choose ‘Create Customer’ as the action event. This step is essential because you need to create a customer in QuickBooks for the invoice process.

Click on the ‘Connect’ button to authorize Pabbly Connect to access your QuickBooks account. After the connection is established, fill in the required customer details by mapping the data from the previous step in the workflow.

Map the first name and last name from the Excel data Include the customer’s email and address details

Finally, click on ‘Save and Send Test Request’ to create the customer in QuickBooks. Check your QuickBooks account to confirm that the customer was successfully created.

5. Creating Invoice in Pabbly Connect

After successfully creating the customer in QuickBooks, the next step is to create an invoice for that customer using Pabbly Connect. Add another action step in the workflow and select QuickBooks again, but this time choose ‘Create Invoice’ as the action event.

Authorize the connection to QuickBooks once more and map the necessary fields for the invoice, including customer ID, due date, and item details. This mapping ensures that the invoice reflects the correct data from your Excel worksheet.

Map the total amount, quantity, and product details from Excel Ensure currency is set to INR

Once all fields are correctly mapped, click ‘Save and Send Test Request’. Check your QuickBooks account to confirm that the invoice has been created successfully for the customer.

Conclusion

In this tutorial, we demonstrated how to automate the invoicing process from Microsoft Excel to QuickBooks using Pabbly Connect. This integration saves time and ensures accuracy by automatically generating invoices whenever new sales data is added to Excel. You can now streamline your business processes with ease!