QuickBooks Integration Using Make.com For a Construction Company
About The Company:
Our client is a USA-based construction company. They have been providing general contracting, plumbing, HVAC, and engineering services for large-scale projects involving concrete, steel, and masonry for more than three decades. They also perform maintenance work and repairs and offer emergency services across various industries.
Client Requirements:
The client required an automated solution for two primary scenarios involving invoice processing and management. The first scenario focused on creating bills and credit vendors in QuickBooks, while the second scenario aimed at creating invoices and dispatching them as physical letters to customers using stannp.com.
Scenario 1: Automated Bill and Credit Vendor Creation
- Triggering and Processing:
Email Receipt: The workflow is triggered by an email received in the client’s Gmail account with an invoice attachment.
PDF Splitting: The attached PDF, containing multiple invoices, is sent to pdf.co for splitting.
Data Parsing: Each split invoice is parsed using pdf.co to extract necessary data fields for mapping.
- Routing and Aggregation:
Router Setup: A router module directs the process flow.
Array Aggregator and Iterator: These tools get line items from each invoice for accurate processing.
- Bill and Credit Vendor Creation:
Bill Creation Path: A module creates a bill in QuickBooks, attaching the original invoice PDF.
Credit Vendor Creation Path: A module creates a credit vendor in QuickBooks using the QuickBooks API.
- Invoice Number Mapping:
Template Creation: A template in pdf.co extracts invoice numbers.
Data Mapping: The extracted invoice numbers are mapped to the corresponding bills in QuickBooks.
Scenario 2: Automated Invoice Creation and Physical Letter Dispatch
- Triggering and Processing:
Email Receipt: The workflow is triggered by an email received in the client’s Gmail account with an invoice attachment.
Markup Addition: A 5% markup is calculated and added to each invoice.
PDF Splitting: The attached PDF, containing multiple invoices, is sent to pdf.co for splitting.
Data Parsing: Each split invoice is parsed using pdf.co to extract necessary data fields for mapping.
- Routing and Aggregation:
Router Setup: A router module directs the process flow.
Array Aggregator and Iterator: These tools segregate line items from each invoice for accurate processing.
- Invoice Creation:
Invoice Creation: A module creates an invoice in QuickBooks, mapping the extracted data, including the 5% markup.
- Physical Letter Dispatch:
Template Creation: A template is created in stannp.com to send physical letters.
Dynamic Fields: Dynamic fields in the template are populated with relevant data.
Letter Sending: The created invoice and the original document are sent as a physical letter to the customer using stannp.com.
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Results
The automated solution streamlined the client's invoice processing and management workflows by eliminating manual data entry, ensuring accurate record-keeping, and enhancing communication with customers. Key benefits included:
- Efficiency: Invoices and bills handling time was greatly lowered due to automatic processing and triggering.
- Accuracy: Automated data extraction, markup calculation, and mapping ensured accurate bill and invoice creation.
- Scalability: The solution can handle varying volumes of invoices and bills without additional manual effort.
- Integration: Seamless integration with existing tools (Gmail, pdf.co, QuickBooks, stannp.com) maintained a smooth workflow.
- Customer Communication: Automated physical letter dispatch ensured timely and reliable delivery of invoices and documents to customers.
Overall, the project successfully met the client's requirements, providing a robust, scalable, and efficient system for managing invoices, bills, and customer communication. This comprehensive integration solution using make.com, improved the client's operational efficiency and enhanced customer satisfaction through timely and accurate processing and dispatch.
Tools and Technologies Used:
- Gmail: To receive emails with invoice attachments.
- Pdf.co: To split PDF pages and extract invoice data.
- QuickBooks: To create bills and invoices.
- stannp.com: To send physical letters.
- make.com (formerly Integromat): To orchestrate and automate the entire workflow.
Final Words
This comprehensive solution improved the client's operational efficiency and enhanced customer satisfaction through timely and accurate processing and dispatch. At CloudCache Consulting, we specialize in delivering tailored solutions that streamline operations and enhance productivity for businesses across various industries.
Whether you're looking to automate processes, integrate complex systems, or enhance customer communication, CloudCache Consulting is your trusted partner for success. To explore how we can help your business achieve its goals, visit our profile on Fiverr.
