Generate custom branded PDF invoices from QuickBooks and email to clients

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Automated QuickBooks Invoice to Custom PDF & Email This n8n workflow automates the entire QuickBooks invoicing process — from creation to delivery. When a new invoice is generated in QuickBooks Onl...

Best for

Invoice Processing automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.webhook, n8n-nodes-base.quickbooks, n8n-nodes-base.httprequest, n8n-nodes-base.extractfromfile, n8n-nodes-base.merge, n8n-nodes-base.code, n8n-nodes-base.html, n8n-nodes-base.converttofile

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Chintan Prajapati.

Original n8n.io source

1.1 Workflow description

Title: Generate custom branded PDF invoices from QuickBooks and email to clients
Workflow name: Generate custom branded PDF invoices from QuickBooks and email to clients

Automated QuickBooks Invoice to Custom PDF & Email

This n8n workflow automates the entire QuickBooks invoicing process — from creation to delivery. When a new invoice is generated in QuickBooks Online, it automatically fetches the data, applies your company branding, converts it into a professional multi-page PDF via Gotenberg, and emails it directly to your client.

Key Features:

⚡ Fully Automated: Triggers instantly on new QuickBooks invoices.

🧾 Custom Branding: Adds your logo and signature from public URLs.

🎨 Modern PDF Design: Clean, professional multi-page layout with smart totals and “Page X of Y” footers.

📧 Automatic Emailing: Sends the final PDF in a formatted email to your customer.

Requirements: QuickBooks Online, n8n instance, Gotenberg (HTML→PDF converter), and public URLs for logo/signature.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Listen for New QuickBooks Invoice

Type / Role: n8n-nodes-base.webhook - webhook
Config choices: Version 1

Block 2 - Get Invoice Data from QuickBooks

Type / Role: n8n-nodes-base.quickbooks - quickbooks
Config choices: Version 1

Block 3 - Fetch Company Logo Image

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 1

Block 4 - Fetch Company Signature Image

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 1

Block 5 - Convert Logo to Base64

Type / Role: n8n-nodes-base.extractFromFile - extractFromFile
Config choices: Version 1

Block 6 - Convert Signature to Base64

Type / Role: n8n-nodes-base.extractFromFile - extractFromFile
Config choices: Version 1

Block 7 - Combine Invoice, Logo & Signature

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.2

Block 8 - Prepare All Data for Template

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 9 - Build HTML Invoice from Data

Type / Role: n8n-nodes-base.html - html
Config choices: Version 1.2

Block 10 - Convert HTML to Binary File

Type / Role: n8n-nodes-base.convertToFile - convertToFile
Config choices: Version 1.1

Block 11 - Generate PDF via Gotenberg

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 12 - Email PDF Invoice to Customer

Type / Role: n8n-nodes-base.emailSend - emailSend
Config choices: Version 2.1

Block 13 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 14 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 15 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 16 - Sticky Note4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 17 - Sticky Note5

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 18 - Sticky Note6

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 19 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Generate custom branded PDF invoices from QuickBooks and email to clients
Complexity	advanced
Nodes	19
Categories	Invoice Processing
Author	Chintan Prajapati
Published	06 Nov 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/10553/10553.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Invoice Processing workflows

Frequently asked questions

What does Generate custom branded PDF invoices from QuickBooks and email to clients do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Invoice Processing use case.

Chintan Prajapati

3 workflows

Nodes

n8n-nodes-base.webhook n8n-nodes-base.quickbooks n8n-nodes-base.httprequest n8n-nodes-base.extractfromfile n8n-nodes-base.merge n8n-nodes-base.code n8n-nodes-base.html n8n-nodes-base.converttofile

Complexity

advanced

Published 06 Nov 2025

Likes 0

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Install path: /data/workflows/10553/10553.json

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Generate custom branded PDF invoices from QuickBooks and email to clients

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Listen for New QuickBooks Invoice

Block 2 - Get Invoice Data from QuickBooks

Block 3 - Fetch Company Logo Image

Block 4 - Fetch Company Signature Image

Block 5 - Convert Logo to Base64

Block 6 - Convert Signature to Base64

Block 7 - Combine Invoice, Logo & Signature

Block 8 - Prepare All Data for Template

Block 9 - Build HTML Invoice from Data

Block 10 - Convert HTML to Binary File

Block 11 - Generate PDF via Gotenberg

Block 12 - Email PDF Invoice to Customer

Block 13 - Sticky Note1

Block 14 - Sticky Note2

Block 15 - Sticky Note3

Block 16 - Sticky Note4

Block 17 - Sticky Note5

Block 18 - Sticky Note6

Block 19 - Sticky Note

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions