Using Google Sheets rows as line items in QuickBooks invoices
Hello,
Completely new-- wondering if Zapier can efficiently do the following or if I need to try another integration or approach:
Grab rows from Google sheets and generate as line items in a Quickbooks Online invoice. Those rows that share a common “ID” all get put in the same invoice but as separate line items as they have varying descriptions, quantities, and rates. Those that share the same “Category”, I’d like to have grouped together with a subtotal.
Easily possible? PS. I’m working with Google Appsheet that uses Google Sheets as its database-- I’m assuming Google Sheets is more familiar with better support from Zapier.
Thanks for any input!!
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Hi @newjenn
Review the available Zap app triggers/actions and help links for each app:
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.
@Troy Tessalone, @JammerS Thank you yes. I’ve had successful test runs with different rows as line items, so this part of my question, those rows that share a common “ID” all get put in the same invoice but as separate line items as they have varying descriptions, quantities, and rates, has been answered.
However, I’m struggling with the next part, those that share the same “Category”, I’d like to have grouped together with a subtotal. I thought to use the bundle feature from QB, but when setting up that field in my “Create Invoice” action, it comes back with an error message of “bundle_item_id is not a valid number”. The numbers match my bundle ID in QB, but as I have multiple rows, it lists multiple number values. Does the bundle item in Zapier not allow for different bundle ID’s according to each row’s value?
Thanks so much.
Jenn
@newjenn
For us to have more info, post screenshots showing how your Zap steps are outlined and configured in EDIT mode showing the field mappings along with the encountered error.
Will do here in a little bit-- so the bundle ID field DOES accept multiple row values like all the other line item fields?
@newjenn
Try clicking on the field label to see a tooltip with more info.
In order to be able to evaluate and advise, we would need to see screenshots with how your Zap action step is configured in EDIT mode.
I’ve attached the 2 related steps: lookup rows and create invoice action. The create invoice action references the lookup rows for the line item fields, including the bundle.
@newjenn
The screenshots shows the QBO Bundle Item ID field as being an extra field as detected by Zapier.
Make sure to remove the extra fields that are no longer needed based on your other Zap step field selections as these remnant fields can negatively impact the Zap step API request.
Attached is the Create Invoice step with the line items all removed (in case this is what is causing the “extra fields” error). However, whether or not these fields are empty, as soon as I enter a value for the bundle item ID field-- and the “add bundle item invoice” is set to TRUE-- it toggles the “remove extra fields?” message.
The only documentation I’ve been able to find about QB bundles within Zapier is this:
@newjenn
Going back to the error (screenshot), it may be that the Bundle Item ID expects 1 value and may not support line items.
I tried that by picking one of the static item numbers for the bundle ID-- same thing happened. CORRECTION: tried it again with all line items cleared and adding the rest of the bundle fields. I get the attached error message of miscalculated amount.
Regardless, I will have multiple bundles in an invoice, dependent on which row is accessed from Google sheets. Much like each line item class-- dependent on the row, multiple rows going into the same bundle.
If Zapier does not support bundle line items, is there a way to add a subtotal line after a certain group of line items?
@newjenn
If Zapier does not support bundle line items, is there a way to add a subtotal line after a certain group of line items?
You may have to explore using the QBO API for that.
@JammerS, can you confirm Zapier does not support Quickbooks bundles for line items?
Hi @newjenn,
Based on my research about Bundles for line items, Zapier does not support bundled items out of the box and doesn't have a specific action for handling bundles.
