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February 24, 2014

Create Customized Invoices from Quickbooks Online

Quickbooks Online is a great accounting tool for managing your business, but trying to customize the invoices and payment receipts you send to your customers can be a daunting task.  With WebMerge, you can send completely customized documents to your customers automatically with the help of Zapier.

In this example, we are going to show you how you can create a customized invoice that is automatically sent to your customer when you save it in Quickbooks.  To get started, let’s setup the invoice template in WebMerge.  We’ll upload a logo, include our business information, customer contact information, and the details of the invoice.

Now that you have the document all setup, we’re going to jump over to Zapier and setup the new Zap that will automatically send new invoices to WebMerge.  After you’ve logged in, click the New Zap button and then choose Quickbooks Online as the Trigger service and then WebMerge as the action service.  If you haven’t already setup the accounts for either of the services, Zapier will walk you through that process.

As you move the trough the setup process, go ahead and select the document you setup in WebMerge and then all of the fields will be loaded automatically.  You’ll want to match up the Quickbook fields to your WebMerge fields so the data is passed along correctly.

After you have your Zap setup, go ahead and run a few tests (Zapier provides you with a few examples to run tests with) and make sure everything is working properly.  That’s it – you’re all done!  Now, every time you create an invoice in Quickbooks, Zapier pass along the information you have setup and we’ll generate the custom invoice.  You can even checkout our Delivery Option with Lob that allows you to automatically print and mail this invoice.

This is just one of many custom documents you can create from Quickbooks Online.  Feel free to experiment with the other triggers that Zapier provides and automate your document generation process.  Please let us know if you have any questions.

3 min read

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