QuickBooks Connector


With our new Wep App feature, you can now set up your documents to create invoices in QuickBooks. Here is an example of the steps needed to set up a Web App connector to QuickBooks:

  1. Set up your template in naturalForms
  2. Set up your customer in QuickBooks
  3. Go to Zapier and start setting up your Zap. Click on the 3_cropped.jpg button
  4. Name your Zap and select the naturalForms app. Note: To get access to naturalForms in Zapier, just click here4.jpg
  5. Choose your trigger. In the example below, we want to create a invoice every time a new document is submitted5.jpg
  6. Select your naturalForms account6.jpg
  7. You will then be asked to enter your credentials for your naturalForms account7.jpg
  8. You are almost ready to test the app. Before you can do this, you will need to copy the web URL from your Zap to your web app settings for your naturalForms template. You do this by simply clicking on the Copy to Clipboard8.jpg
  9. In naturalForms, go to Templates and click on the SettingsScreen_Shot_2020-08-19_at_1.16.23_PM.png
  10. Select the Output Settings tab, the Web Apps tab, and the Document to QuickBooks Invoice using Zapier. Then paste the URL that you copied from Zapier into the Webhook URL field.accountPortal.Templates.Webapps.Quickbooks.Connector.jpg
  11. Next, identify the fields that you wish to connect between your naturalForms template and Zapier. naturalForms will provide by default all of the available fields for QuickBooks. However, you can add individual fields by clicking on the “+” sign at the bottom of the list. You can remove fields by clicking on the ““ sign.accountPortal.Templates.Webapps.Quickbooks.Connector.jpg
    1. Name the field. This is the field name that will be sent to Zapier.
    2. Identify how you want to set the value of the field:
      • Document field value - This is a field that is included in the template.
      • Literal null - A null value.
      • Literal number - A specific or hard-code number that will be sent with the form data.
      • Literal string - A specific or hard-code string that will be sent with the form data.
      • Literal true/false - A specific or hard-code true/false that will be sent with the form data.
  12. You can view a list of the fields that will be sent in the CSV file to Zapier by clicking on the Show CSV field list. If you no longer wish to view this list, simply click on the Hide CSV field list.12a.jpg12b.jpg
  13. If you would like to see an example of how the file will look using some sample date, simply choose a submitted document and click on the Show sample output using document. In order to use this feature, a document needs to be submitted from the tablet for this template. If you no longer wish to view this sample, simply click on the Hide sample output.13.jpg
  14. When you have completed defining the connecter, you are ready to send a file to Zapier for testing. Simply choose a document that you have submitted from the naturalForms app for this template and click on the Test Once you have received a “Your document data was successfully delivered”, you should click Save to complete your Wep App configuration.14.jpg
  15. You will now want to switch back over to Zapier to finish defining your Zap. In order to test your trigger configuration, click on the OK, I did this15.jpg
  16. You should receive a Test Successful message with a display of the file that was pulled from naturalForms. Select Continue to finish the Action portion of your Zap.16.jpg
  17. Next, you will need to tell your Zap what you would like to do with the data that was sent to Zapier from naturalForms. For this example, select QuickBooks.4.jpg
  18. Choose the Action or Filter that you wish to use. Most common selection here will be to find a customer.zapier.Quickbooks.FindCustomer.jpg
  19. Select the QuickBooks Account that you would like to connect to your Zap. We recommend that you click on Test to ensure that the Zap can connect to the account.
  20. You should receive a Success message once the test is completed. Click on the Continue to save the QuickBooks account to your zap.zapier.Quickbooks.ConnectAccount.jpg
  21. Next, you will need to set up the details on how to find and/or create a customer in QuickBooks. Select the Search Field from QuickBooks that you would like to search for the Zap. Then you will choose the Search Value from the naturalForms data that you want to evaluate against. You can also create the customer in QuickBooks if one does not exist (select corresponding checkbox). Once you have completed this step, click on Continue.zapier.Quickbooks.FindCustomer.EditOptions.jpg
  22. An example of the invoice data will be displayed. If changes need to be made, go back to the Edit Template If everything looks right, select Create & Continue.zapier.Quickbooks.FindCustomer.TestStep.jpg
  23. You should receive a Test Successfulzapier.Quickbooks.FindCustomer.TestStep.Successful.jpg
  24. Since you will search for a customer before creating an invoice, you will need a 'two-step' zap. This means that  the zap is made of up multiple actions (search for customer and create invoice). Add another Action or Filter for QuickBooks. This time choose Create Invoice.zapier.Quickbooks.CreateInvoice.jpg
  25. Next, you will need to set up the details on how to create the invoice in QuickBooks. Map the fields to create the invoice. Once you have completed this step, click on Continue.zapier.Quickbooks.CreateInvoice.EditTemplate.jpg
  26. An example of the invoice data will be displayed. If changes need to be made, go back to the Edit Template. If everything looks right, select Create & Continue.zapier.Quickbooks.FindCustomer.TestStep.Successful.jpg
  27. To verify that the test (and therefore the Zap) worked, go to your QuickBooks account and find the invoice created for the customer. You should now have an invoice created for that customer.
  28. If everything is working as you would like, then you are ready to turn on your Zap. Just click on the button following button to move it to green and ON. Now, when you submit a document for this template, it should automatically create a new row in your Google Sheets account.25a.jpg25b.jpg
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