Batching invoices from QuickBooks using Zapier and Google Sheets

Hi ​@Corm44,

I believe you would need to store the invoices in a database like Google Sheets. Here’s what the Zap will look like:

Zap 1: Store new invoices in a spreadsheet

1. Trigger: QuickBooks Online - New Invoice
2. Action: Google Sheets - Create Spreadsheet Row

Zap 2: Schedule batch sending of invoice

1. Trigger: Schedule by Zapier - Daily or Weekly
2. Action: Lookup Spreadsheet Rows - Find the company
3. Action: Looping by Zapier - 
   

   • By Zapier: Learn About Looping

    

4. Action: Send Invoice

Kindly give it a try and let me know how it goes? I'll keep an eye out for your response!

Hey there, ​@Corm44 👋 

How are things going with this? Did Ken’s suggestion do the trick? 

Let us know if you still need any help at all, want to make sure you’re all set! 🙂

Hi, I have been able to set this up, but as far as I can tell I can only do this for one specific company per zap. If I have a lot of different companies, how can I make batched invoices for each of them?

Hi ​@Corm44,

While each Zap typically handles one company, you can manage multiple companies using several methods. You can create separate Zaps for each company for complete customization, use a dynamic "Lookup Spreadsheet Row" in Google Sheets to handle multiple companies in one Zap if invoices are identifiable, or use Zapier Paths to create conditional workflows based on company names, allowing different actions for each.

I hope this helps. If you have any further questions, please don't hesitate to ask.

Could you go into depth on how to you would use the dynamic “Lookup Spreadsheet Row” to handle multiple companies using one zap? As far as I understand when you create the zap you have to specify a Lookup value, which would be the company name. How could I set it up so that I use one zap to create different invoices for each company on the spreadsheet? Thank you so much for your help.

Hi ​@Corm44,

You can use the dynamic "Lookup Spreadsheet Row" action in Zapier to handle multiple companies in a single Zap by using a dynamic value—like a company name—from your trigger step as the lookup key. Set up your trigger (for example, a new order), then use the 'Lookup Spreadsheet Row' action to find the matching row in your company info spreadsheet. When creating an invoice, you can pull in the looked-up data, allowing the Zap to automatically generate invoices for the correct company each time it runs.
I hope this helps. If you have any questions or need further clarification, please don't hesitate to ask.