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How to send a Calendly email invite after a QuickBooks Online invoice is paid


how can i get a any scheduling app (preferably calendly) to send an email invite to book an appointment, once a quickbook online invoice has been paid?

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6 replies

Troy Tessalone
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Hi ​@tobin_27 

Try these Zap steps:

  1. Trigger: QBO - New Invoice Paid
  2. Action: Gmail - Send Email
    1. Include your Calendly link

 

Check the Calendly Zap app triggers/actions: https://zapier.com/apps/calendly/integrations#triggers-and-actions

 


  • Author
  • Beginner
  • 2 replies
  • February 7, 2025

Thank you for your reply ​@Troy Tessalone, that makes sense. What if I wanted to take it one step further as in..

 

  1. TRIGGER: QBO - customer type ‘x’ invoice paid

 

     2.   ACTION: Gmail - send email

             1. Include calendly link ‘x’

 

Therefore I would need multiple zaps for each of my customer types. Please advise if you have any other input for me, or if my follow up question is not clear. I appreciate any help on this matter! Thank you.


 

 


Troy Tessalone
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JammerS
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  • Zapier Staff
  • 2203 replies
  • February 10, 2025

Hi ​@tobin_27,
 
We just wanted to see how everything is going with your Zap. Did Troy's recommendation get the job done? Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.


  • Author
  • Beginner
  • 2 replies
  • February 12, 2025

Thank you ​@JammerS for reaching out. I followed Troy’s links and educated myself on filters and paths. He was right on, because I now know how to get this done. But I have encountered a problem.
 

Within the ‘QBO New Invoice Paid’ trigger, I need to add ‘Path conditions’ with custom rules that states ‘Only continue if > Customer Type > Exactly matches > and this is where I would manually enter my customer type. But unfortunately I can’t seem to filter it by ‘Customer Type Name’. I do have, oddly enough, the option to filter by ‘Customer Customer Type Ref Value’ but that does not contain the info I need. 
 

Any help with this would be greatly appreciated and please let me know if my question is not clear,

Thank you.

 


JammerS
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  • Zapier Staff
  • 2203 replies
  • February 13, 2025

Hi ​@tobin_27,

 

I'm glad to hear that you're making progress with your Zap! As for the issue you're encountering with the 'Customer Type' filter, let's see if we can find a solution. 

 

If you're having trouble with the 'Customer Type' filter in your QuickBooks Online 'New Invoice Paid' trigger, it may be due to a limitation of the QuickBooks Online API. As a workaround, you can add a 'Find Customer' action after the trigger, using the 'Customer ID' to fetch the customer details, including the 'Customer Type Name.' Then, use a 'Filter by Zapier' or 'Paths by Zapier' step to apply the 'Customer Type Name' as a condition to control your Zap.