{ "workflow": { "id": 6770, "name": "Automate QuickBooks customers & sales receipts generation from a Google Sheet", "views": 271, "recentViews": 0, "totalViews": 271, "createdAt": "2025-08-01T08:59:09.867Z", "description": "# This n8n template from [Intuz](https://www.intuz.com/) provides a complete and automated solution to streamline your sales and accounting process.\n\nSimply add new transaction details to a designated Google Sheet, and this workflow takes over. Using specific status keywords in a column to trigger the process, it automatically creates new customer profiles and generates sales receipts in QuickBooks. This creates a complete, end-to-end system from a simple spreadsheet entry to a formal accounting record, eliminating manual data entry.\n\n## How it works\n\nThis workflow streamlines the process of recording sales from a Google Sheet into QuickBooks Online, intelligently handling both new and existing customers.\n\n**1. Trigger on New Row:** The workflow starts automatically whenever a new row is added to your specified Google Sheet.\n\n**2. Check for Existing Customer:** It takes the customer's name from the new row and searches your QuickBooks account to see if a customer with that DisplayName already exists.\n\n**3. Conditional Logic (IF Node):** Based on the search result, the workflow splits into two paths:\n\n- If Customer Exists (True Path): The workflow proceeds directly to create a Sales Receipt, linking it to the existing customer's ID found in the search.\n- If Customer Does Not Exist (False Path): The workflow first creates a new customer in QuickBooks using the name and email from the sheet. It then uses the ID of this newly created customer to generate the corresponding Sales Receipt.\n\n\n### How to Use: Quick Start Guide\n\n1. Prepare your Google Sheet: Make sure you have a Google Sheet with clear headers for your sales data. The template is configured for the following columns: CustomerName, Email, Amount, and Quantity.\n\n2. Import the Template: Click the \"Use Template\" button to import the workflow into your n8n instance.\n\n3. Configure Google Sheet Node: \n- Enter the Spreadsheet ID from your Google Sheet's URL.\n- Enter the Sheet Name where your sales data is located (e.g., Sheet1).\n\n4. Configure the QuickBooks Nodes: \n- Select your QuickBooks Online credential or create a new one for the \"Search for Customer\", \"Create Receipt for EXISTING Customer\", \"Create New Customer\", and \"Create Receipt for NEW Customer\" nodes.\n- Important: In both \"Create Receipt\" nodes, you must provide a valid Product/Service ID from your QuickBooks account. Find this in the node parameters under Line > Sales Item Line Detail > Item Ref > Value.\n\n5. Activate the Workflow: Save your changes and activate the workflow. Now, every new row you add to the Google Sheet will automatically create the necessary records in QuickBooks.\n \n\n#### Key Requirements to Use Template\n- An active n8n instance.\n- A Google account with a prepared Google Sheet.\n- A QuickBooks Online account.\n- A QuickBooks Developer account to obtain the API credentials needed to connect to n8n.\n- At least one Product or Service item set up in your QuickBooks account to be referenced in the sales receipts.\n \n## Connect with us\n\n- Website: https://www.intuz.com/services\n- Email: getstarted@intuz.com\n- LinkedIn: https://www.linkedin.com/company/intuz\n- Get Started: https://n8n.partnerlinks.io/intuz\n\n\n## For Custom Workflow Automation\nClick here- [Get Started](https://www.intuz.com/get-started)\n", "workflow": { "id": "0PCgKBDaVH6uI0KX", "meta": { "instanceId": "1a54c41d9050a8f1fa6f74ca858828ad9fb97b9fafa3e9760e576171c531a787", "templateCredsSetupCompleted": true }, "name": "Create customers & Sales Receipts in Quickbook from Google Sheet Data", "tags": [], "nodes": [ { "id": "01eb09e0-1209-4614-ab15-16ee134500b4", "name": "Google Sheets Trigger", "type": "n8n-nodes-base.googleSheetsTrigger", "position": [ -360, -60 ], "parameters": { "event": "rowAdded", "options": {}, "pollTimes": { "item": [ { "mode": "everyMinute" } ] }, "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1vHkhooOUi5AbeLg-HG72jU-jCCJncqdEyY3dXboQc1g/edit#gid=0", "cachedResultName": "Customers" }, "documentId": { "__rl": true, "mode": "url", "value": "https://docs.google.com/spreadsheets/d/1vHkhooOUi5AbeLg-HG72jU-jCCJncqdEyY3dXboQc1g/edit?gid=0#gid=0" } }, "credentials": { "googleSheetsTriggerOAuth2Api": { "id": "credential-id", "name": "googleSheetsTriggerOAuth2Api Credential" } }, "typeVersion": 1 }, { "id": "generated-601704ef-7cbd-449a-afd3-da0f6d324ddd", "name": "Workflow Overview", "type": "n8n-nodes-base.stickyNote", "position": [ -580, -400 ], "parameters": { "width": 800, "height": 280, "content": "## Workflow Overview\n\nThis workflow first checks if a customer from the Google Sheet already exists in QuickBooks Online using their **Customer Name** or **Email**.\n\n- If the customer **exists**, the workflow proceeds directly to the **Create Sales Receipt** step.\n- If the customer **does not exist**, a new customer is created in QuickBooks Online, and then the workflow proceeds to the **Create Sales Receipt** step." } }, { "id": "generated-b0d6eeec-8888-4a1a-a47e-6e4507bd358c", "name": "QuickBooks Customer Check & Creation", "type": "n8n-nodes-base.stickyNote", "position": [ -200, 200 ], "parameters": { "color": 4, "width": 800, "height": 280, "content": "### QuickBooks Customer Check & Creation\n\n1. **Check Customer Existence**: This node queries QuickBooks Online to see if a customer with the matching \"Customer Name\" or \"Email\" already exists.\n2. **Customer Exists?**: This \"If\" node evaluates the output from \"Check Customer Existence\".\n * The \"True\" branch (top output) means the customer was found.\n * The \"False\" branch (bottom output) means the customer was not found.\n3. **Create Customer**: This node is executed only if the \"Customer Exists?\" node's \"False\" branch is taken, meaning a new customer needs to be created in QuickBooks Online." } }, { "id": "generated-2e0f8a9c-3a00-4222-997a-ccfd0dfdd357", "name": "Customer Exists?", "type": "n8n-nodes-base.if", "position": [ 440, 40 ], "parameters": { "options": { "ignoreCase": true, "looseTypeValidation": true }, "conditions": { "options": { "version": 1, "leftValue": "", "caseSensitive": false, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "ba271f0d-1115-4bb7-a39b-7b2e97afe9cb", "operator": { "type": "number", "operation": "gt" }, "leftValue": "={{ $('Get many customers').all().length }}", "rightValue": 0 } ] } } }, { "id": "generated-035f9a50-5501-4f7e-a282-4054830fd813", "name": "Create Customer", "type": "n8n-nodes-base.quickbooks", "position": [ 760, 160 ], "parameters": { "operation": "create", "displayName": "={{ $json[\"Customer Name\"] }}", "additionalFields": { "Active": true, "Balance": "", "Taxable": false, "GivenName": "", "FamilyName": "", "CompanyName": "", "PrimaryPhone": "={{ $json.Phone }}", "BillWithParent": false, "BalanceWithJobs": 0, "PrimaryEmailAddr": "={{ $json.Email }}", "PrintOnCheckName": "", "FullyQualifiedName": "", "PreferredDeliveryMethod": "Print" } }, "credentials": { "quickBooksOAuth2Api": { "id": "credential-id", "name": "quickBooksOAuth2Api Credential" } } }, { "id": "generated-f97635f5-7da3-4756-9569-88abcf4259ea", "name": "Create Sales Receipt", "type": "n8n-nodes-base.quickbooks", "position": [ 1020, -20 ], "parameters": { "resource": "payment", "operation": "create", "CustomerRef": "={{ $json.Id || $json.customer.Id }}", "additionalFields": { "TxnDate": "" } }, "credentials": { "quickBooksOAuth2Api": { "id": "credential-id", "name": "quickBooksOAuth2Api Credential" } } }, { "id": "ae9dae6f-5c70-4547-8dd7-90fd4eb3b431", "name": "QuickBooks Customer Check & Creation1", "type": "n8n-nodes-base.stickyNote", "position": [ 640, -380 ], "parameters": { "color": 4, "width": 820, "height": 340, "content": "### Sales Receipts\n\n1. **Check Customer Existence**: This node queries QuickBooks Online to see if a customer with the matching \"Customer Name\" or \"Email\" already exists.\n2. **Customer Exists?**: This \"If\" node evaluates the output from \"Check Customer Existence\".\n * The \"True\" branch (top output) means the customer was found.\n * The \"False\" branch (bottom output) means the customer was not found.\n3. **Create Customer**: This node is executed only if the \"Customer Exists?\" node's \"False\" branch is taken, meaning a new customer needs to be created in QuickBooks Online." }, "typeVersion": 1 }, { "id": "0b6028de-052f-40ad-a384-c126f3d2c20a", "name": "Check Customer Existence", "type": "n8n-nodes-base.quickbooks", "position": [ 60, 0 ], "parameters": { "filters": { "query": "=DisplayName = '{{ $json[\"Customer Name\"] }}'" }, "operation": "getAll" }, "credentials": { "quickBooksOAuth2Api": { "id": "credential-id", "name": "quickBooksOAuth2Api Credential" } }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "32e15321-dbce-4da0-b087-1bd2c8902643", "connections": { "Create Customer": { "main": [ [ { "node": "Create Sales Receipt", "type": "main", "index": 0 } ] ] }, "Customer Exists?": { "main": [ [ { "node": "Create Sales Receipt", "type": "main", "index": 0 } ], [ { "node": "Create Customer", "type": "main", "index": 0 } ] ] }, "Google Sheets Trigger": { "main": [ [ { "node": "Create a customer", "type": "main", "index": 0 }, { "node": "Check Customer Existence", "type": "main", "index": 0 } ] ] }, "Check Customer Existence": { "main": [ [ { "node": "Customer Exists?", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 8, "nodeTypes": { "n8n-nodes-base.if": { "count": 1 }, "n8n-nodes-base.quickbooks": { "count": 3 }, "n8n-nodes-base.stickyNote": { "count": 3 }, "n8n-nodes-base.googleSheetsTrigger": { "count": 1 } } }, "status": "published", "user": { "name": "Intuz ", "username": "intuz", "bio": "Workflow automation can help automate your routine activities and help saves $$$, as well as hours of time. \n\nAs a boutique tech consulting company, Intuz help businesses with custom AI/ML, AI Workflow Automations, and software development. \n\n\nAutomate your business workflow for: \nSales\nMarketing\nAccounting\nFinance\nOperations\nE-Commerce\nCustomer Support\nAdmin & Backoffice \nLogistics & Supply Chain", "verified": true, "links": [ "https://www.intuz.com/services" ], "avatar": "https://gravatar.com/avatar/5c14d6f8b10db63707e763968a930b26c432e980acd00016f365bb513b213eed?r=pg&d=retro&size=200" }, "nodes": [ { "id": 20, "icon": "fa:map-signs", "name": "n8n-nodes-base.if", "codex": { "data": { "alias": [ "Router", "Filter", "Condition", "Logic", "Boolean", "Branch" ], "details": "The IF node can be used to implement binary conditional logic in your workflow. You can set up one-to-many conditions to evaluate each item of data being inputted into the node. That data will either evaluate to TRUE or FALSE and route out of the node accordingly.\n\nThis node has multiple types of conditions: Bool, String, Number, and Date & Time.", "resources": { "generic": [ { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "β˜€οΈ", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "🧬", "label": "Why business process automation with n8n can change your daily life" }, { "url": "https://n8n.io/blog/create-a-toxic-language-detector-for-telegram/", "icon": "🀬", "label": "Create a toxic language detector for Telegram in 4 step" }, { "url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/", "icon": "store", "label": "6 e-commerce workflows to power up your Shopify s" }, { "url": "https://n8n.io/blog/how-to-build-a-low-code-self-hosted-url-shortener/", "icon": "πŸ”—", "label": "How to build a low-code, self-hosted URL shortener in 3 steps" }, { "url": "https://n8n.io/blog/automate-your-data-processing-pipeline-in-9-steps-with-n8n/", "icon": "βš™οΈ", "label": "Automate your data processing pipeline in 9 steps" }, { "url": "https://n8n.io/blog/how-to-get-started-with-crm-automation-and-no-code-workflow-ideas/", "icon": "πŸ‘₯", "label": "How to get started with CRM automation (with 3 no-code workflow ideas" }, { "url": "https://n8n.io/blog/5-tasks-you-can-automate-with-notion-api/", "icon": "⚑️", "label": "5 tasks you can automate with the new Notion API " }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "πŸ’‘", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": "https://n8n.io/blog/automation-for-maintainers-of-open-source-projects/", "icon": "🏷️", "label": "How to automatically manage contributions to open-source projects" }, { "url": "https://n8n.io/blog/how-uproc-scraped-a-multi-page-website-with-a-low-code-workflow/", "icon": " πŸ•ΈοΈ", "label": "How uProc scraped a multi-page website with a low-code workflow" }, { "url": "https://n8n.io/blog/5-workflow-automations-for-mattermost-that-we-love-at-n8n/", "icon": "πŸ€–", "label": "5 workflow automations for Mattermost that we love at n8n" }, { "url": "https://n8n.io/blog/why-this-product-manager-loves-workflow-automation-with-n8n/", "icon": "🧠", "label": "Why this Product Manager loves workflow automation with n8n" }, { "url": "https://n8n.io/blog/sending-automated-congratulations-with-google-sheets-twilio-and-n8n/", "icon": "πŸ™Œ", "label": "Sending Automated Congratulations with Google Sheets, Twilio, and n8n " }, { "url": 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