All Collections
Integrations
Creating a ZAP to send Jobs or Invoices into QuickBooks from Tudodesk.
Creating a ZAP to send Jobs or Invoices into QuickBooks from Tudodesk.
Martin avatar
Written by Martin
Updated over a week ago

Step 1. Create Zapier account

  1. Create a Zapier account.

  2. Login.

Step 2 connect QuickBooks as an App in Zapier

  1. Click My Apps.

  2. Do a search in the App search box for QuickBooks online.

  3. Select QuickBooks Online .

  4. Follow on-screen instructions to authorize Zapier.

Step 3. Create a Zap!

  1. Click Create Zap

  2. In the top menu bar enter a name for the Zap "Tudodesk + QB"

  3. Under 1. Trigger.

  4. Do a search in the App search box for Webhooks.

  5. Select Webhooks by Zapier (Premium).

  6. Select Trigger Event: Catch Hook.

  7. Click Continue.

Step 4. Set-up trigger

  1. Click set-up trigger

  2. Copy the custom Webhook URL

  3. Leave Enable respond with an empty body and Pick Off A Child Key empty.

  4. In Tudodesk set-up an automated action to send event data to your ZAP. Your automated event should trigger at the right time to trigger your ZAP. For example when a JOB is marked completed. Follow this article to set-up the web-hook action in Tudodesk: https://zapier.com/help/create/code-webhooks/trigger-zaps-from-webhooks

  5. If you have set-up the automated event in Tudodesk and moved a document to trigger the event continue below.

  6. Click Test Trigger.

Step 5. Test trigger

  1. Confirm the event from Tudodesk has created a request in Zapier.

Step 6: Utilities: Look up table - Map payment terms

*If all customers have the same payment terms you can skip to Step 7.

  1. Click the + sign to add a new Step.

  2. Select/Search for Formatter by Zapier.

  3. Under Action Event choose Utilities.

  4. Click Continue.

Step 7: Map payment terms

  1. Under Lookup key choose Payment Terms.

  2. Add entries similar to below to map to first column (what Tudodesk sends) to the second column (what QuickBooks expects).

  3. In the next step when you connect QuickBooks you can locate the payment terms field and see what values QuickBooks requires. Use the values below as a general starting place you can come back to this step later.

  4. Set the Fall-back value: This is the standard payment terms you offer in QuickBooks.

  5. Click Test Action. Confirm and continue.

Step 8: Connect QuickBooks

  1. Click the + sign to add a new Step.

  2. Select/Search for QuickBooks Online (Premium app).

  3. Choose Action event Find Customer

  4. Connect QuickBooks - This will ask you to Login to your QuickBooks account from Zapier.

    Confirm your connection and continue to Set up action below (Step 8).

Step 9: Find or create a customer in QB

  1. Set the search field to Email.

  2. Set the search field to Customer Email


Using the QB Display Name as the look-up field in your ZAP

Since you may not collect emails for all customers, the email look-up may not be the best option to help your ZAP find customers in QB. If this is the case, you can use the Display Name. To do this, we will use the Organization Name and Full Name from TD as the Display Name in QB.

  1. Read this article to help you ensure your Tudodesk customers Organization name matches your QB Display Name perfectly.

  2. Read this Article to use the Zapier Formatter step to pick either the Organization or Full name from the Tudodesk data, this is required since private customers will not have a Organization name.


Step 10: Map customer fields to QB

  1. Map all of the required fields in the customer section to available fields from Tudodesk. Making sure you map: First name, Last name, Company, Address, Phones, and email.

Step 11: Map payment terms from Step 5/6

  1. Map the payment terms by selecting Custom from the drop down and the Payment term created from step 6. If all customers have the same term select that term from the drop down options. 30 net, 60 net etc.

Step 12: Test it

  1. Test that this step works - A new customer will be added to QuickBooks using the data from your catch hook, if that customer does not already exist.

  2. Check and confirm.

Step 13: Utilities Lookup Table: Tax codes

  1. Below we create a new Lookup Table Step to map tax codes from Tudodesk to your available tax codes in QuickBooks. You should follow the process used in Step 6, but this time use the Tax Code as show below.

*If all customers use the same tax rate you can skip this step.

Step 14: Create Invoice In QuickBooks

Step 15: Map invoice fields to QuickBooks

Step 16: Map invoice line items

Step 17: Map Tax code and Payment terms from steps 5/6 & 12.

Step 18: Test create Invoice step.

Step 19: Turn on your ZAP!

Did this answer your question?