Excel-to-QuickBooks Automated Invoicing (Zapier)

1. **Prepare Excel**: Ensure your workbook is in OneDrive for Business. Format your data as an official 'Table' (Select data > Ctrl+T). Add a 'Status' column and a 'QBO_ID' column. 2. **Create Zap**: Log into Zapier and click 'Create Zap'. Name it 'Excel to QBO Invoice Sync'. 3. **Set Trigger**: Select **Microsoft Excel** as the App and **New Row** (within a Table) as the Event. Connect your account and select the Drive, Spreadsheet, and Table. 4. **Add Filter**: Add a 'Filter by Zapier' step. Set it to only continue if 'Status' (from step 1) exactly matches 'Ready'. 5. **Format Data (Optional but Recommended)**: Add a 'Formatter by Zapier' step (Date/Time) to ensure the Excel date string matches the ISO-8601 format required by QuickBooks. 6. **Find/Create Customer**: Add a **QuickBooks Online** step with the event **Find Customer**. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet'. Map 'Name' and 'Email' from the Excel trigger. 7. **Map Invoice Action**: Add a QuickBooks Online step with the event **Create Invoice**. - **Customer**: Use the 'ID' from the previous Search step (Custom tab). - **Line Items**: Map Product, Description, Quantity, and Price from Excel. - **Invoice Date**: Map the output from the Formatter step. 8. **Update Source (Closed Loop)**: Add another Microsoft Excel step: **Update Row**. Use the Row ID from Trigger 1 and map the 'Invoice ID' from the QBO step to your 'QBO_ID' column. This prevents double-billing. 9. **Test & Publish**: Run a test with a sample row. Confirm the invoice appears in QBO Sandbox or active account, then turn the Zap on.