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

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

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.

​@tobin_27 

OPTIONS:

• Filter: https://zapier.com/apps/filter/help
• Paths: https://zapier.com/apps/paths/integrations#help

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.

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.

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.

I appreciate your help ​@JammerS but unfortunately I’m not understanding how to ‘fetch the customer details’.

I've added the ‘find customer’ action after my ‘invoice paid’ trigger, but I’m not sure how to configure the ‘search field’ or the ‘search value’ 

When I play around with it and test it, it says ‘a customer was sent to quickbooks’, I definitely don’t understand why that happens. I am not seeing ‘customer type name’ anywhere. 
 

If I can just figure out the ‘find customer’ step, I am confident I would be able to use ‘paths by zapier’ next to do what I need. Again I appreciate any help you can provide, although I feel like this might be out of my league.

Hi ​@tobin_27,

I understand you're having trouble configuring the 'Find Customer' action in QuickBooks. Let's try to clarify the steps:

1. Search Field: This is the field in QuickBooks that Zapier will search to find the customer. For example, if you're trying to find a customer based on their name, you would select "Display Name" as the search field.
2. Search Value: This is the actual value that Zapier will search for in the field you selected above. This should come from the output of your 'Invoice Paid' trigger. You'll want to use the customer's name or ID associated with the paid invoice.
    

When you test the 'Find Customer' action, it should return the customer's details associated with the paid invoice. If it says that' a customer was sent to QuickBooks, 'it sounds like you might be using a 'Create Customer' action instead of 'Find Customer.'

Please make sure you're using the 'Find Customer' action. Once you've configured and tested this action successfully, you should see the 'Customer Type Name' in the output, which you can use in your Paths. Don't worry. It's expected to find this challenging. Remember, we're here to help you through it. If you're still having trouble, please let me know, and I'll do my best to assist you further.

Hi ​@JammerS, 

I appreciate your patience with me, I am getting the hang of it and I brought screenshots with me! Your explanation of the ‘Search Field’ and ‘Value Field’ confirmed that I had configured the ‘Find Customer’ action properly.

But when I go to test the action and fetch the data associated with the customer, this is what I get as far as customer type

A couple this to notice on the above screenshot, I am clearly using the ‘Find Customer’ action, so as I said in my previous post, I do not understand why it says ‘A Customer was sent to QBO about 0 seconds ago’, but that does not matter because I still have the ‘Data out’, but as you can see there is data associated with ‘Customer Type Ref Value’ (which is not the data I am looking for) but nothing with ‘CustomerTypeRef’. 

Anyhow I believe I have figured out a work-around, notice again in the above screenshot, I have entered ‘District 2’ in my customers notes in QBO. I did this on purpose because ‘District 2’ is actually the ‘customer type’ that have assigned to that customer, therefore the same as the data I expected to find associated with ‘CustomerTypeRef’.

So the good news is I can use notes in QBO instead of the Customer Type and I can get my Zap working as I had hoped, the bad news is I have to manually enter notes for hundreds of customers in QBO.

It seems for some reason, not sure if it is on QBO or Zapier’s end, that the ‘Customer Type’ field is not being fetched with the rest of the customers data. It also seems that is it not the only info not being fetched. I need to have this same zap, as you can see above, use ‘paths’ to branch by language. QBO has a field in the customer data for ‘preferred language’ but that data does not appear with the data being fetch by the ‘Find Customer’ action. I was able to find another work-around for that one, which turned out to be much easier than my Customer Type workaround, by using the ‘invoice product’ data from the ‘Invoice Paid’ trigger.

You have been extremely instrumental in getting my zap going, I really wish we could get the Customer Type data going (as well as the language), so if you have anything further to say with the information provided here, again it would be greatly appreciated. I have learn a lot and it was Fun! 

Thank you,

Alex

Hi ​@tobin_27,

I'm glad you're progressing and finding workarounds to get your Zap working! I understand your challenges with the Customer Type and Preferred Language fields not being fetched from QuickBooks Online.

As you've noticed, the 'Find Customer' action may not always fetch all the data fields from QBO. This could be due to QBO API limitations or how the Zapier integration with QBO is set up. While manually entering notes for hundreds of customers in QBO isn't ideal, it's great that you've found a workaround to get your Zap working. For the issue with the Customer Type and Preferred Language fields, I recommend reaching out to Zapier Support directly. They have more tools to investigate the issue and can liaise with the QBO integration team if necessary.

I'm glad you're learning a lot and finding the process fun! Zapier can be a powerful tool once you get the hang of it. Please don't hesitate to ask if you have any other questions or run into any other issues. I'm here to help!