CRM to QuickBooks Closed-Won Invoice Automation (n8n)

1. **Initialize Webhook**: Add a 'Webhook' node in n8n. Set the HTTP Method to POST. Copy the 'Test URL' and paste it into your CRM's webhook settings for the 'Deal Won' event. 2. **Define Credentials**: In n8n, go to Credentials > Add Credential. Search for 'QuickBooks Online OAuth2'. Follow the OAuth flow to authorize n8n to access your QBO company data. 3. **Search for Existing Customer**: Add a 'QuickBooks Online' node. Set Resource to 'Customer' and Operation to 'Get All'. Use the 'Filters' parameter to search by Email or Name using an n8n expression like `{{ $json.customer_email }}`. 4. **Branch Logic (IF Node)**: Add an 'IF' node after the search. Set the condition to check if the search result array is empty (`{{ $json.length === 0 }}`). 5. **Create/Update Customer**: On the 'true' path (Not Found), add a QuickBooks node to 'Create' a Customer. On the 'false' path (Found), use the 'Update' operation, passing the `id` and `SyncToken` found in Step 3. 6. **Data Transformation (Edit Fields/Set Node)**: Use an 'Edit Fields' node to map CRM Deal attributes to QBO Invoice fields. Crucially, format the 'Line Items' array here. Use n8n expressions to map `{{ $json.deal_value }}` to the `Amount` field. 7. **Handle Line Items**: If your CRM provides multiple products, use the 'Split Out' node to iterate through them or an 'Aggregate' node to format them into the specific JSON structure QuickBooks requires for `Line` items. 8. **Generate Invoice**: Add a final QuickBooks node. Set Resource to 'Invoice' and Operation to 'Create'. Map the Customer ID from the previous steps and the Line Items array from the Edit Fields node. 9. **Configure Error Handling**: Create a separate workflow or use an 'Error Trigger' node. Connect it to a Slack or Email node to notify the admin if the QuickBooks API returns a 400 error (common for duplicate names or invalid tax codes).

| CRM Field | QuickBooks Attribute | n8n Expression / Transformation | Status | | :--- | :--- | :--- | :--- | | Customer Name | `DisplayName` | `{{ $json.company_name.trim() }}` | Required | | Deal Amount | `Line > Amount` | `{{ parseFloat($json.total_value) }}` | Required | | Billing Address | `BillAddr` | `{{ $json.address_street + ', ' + $json.city }}` | Optional | | Currency Code | `CurrencyRef` | `{{ $json.currency || 'USD' }}` | Required | | Unique ID | `AcctNum` | `{{ $json.crm_id }}` (Cross-reference) | Recommended | | Tax Rate | `TaxCodeRef` | Use an 'IF' node or 'Switch' node to map CRM labels to QBO IDs | Optional |

• **Unique Display Names**: QuickBooks treats 'DisplayName' as a unique key. If your CRM has two 'John Doe' records, the second will fail. Use n8n expressions to append the CRM ID to the name: `{{ $json.name }} ({{ $json.id }})`. • **SyncTokens**: When updating customers, you MUST provide the current `SyncToken`. Always perform a 'Get' or 'Search' immediately before an 'Update' in n8n to ensure you have the latest token. • **Strict Typing**: QuickBooks expects numbers for amounts and dates in `YYYY-MM-DD`. Use the n8n 'Date & Time' node to format CRM timestamps; otherwise, the QuickBooks API will reject the payload. • **Rate Limiting**: QuickBooks Online has a limit of 100 requests per minute. If bulk-syncing deals, use the 'Split In Batches' node in n8n with a 'Wait' node set to 1 second to avoid 429 errors.

- [ ] **Webhook Handshake**: Trigger a test event from the CRM and verify the 'Webhook' node in n8n receives the JSON payload. - [ ] **Credential Check**: Ensure the QuickBooks node 'Test Connection' returns a green success state. - [ ] **Search Verification**: Test the search logic with a customer name that definitely exists to ensure the IF node branches to 'Update' rather than 'Create'. - [ ] **Line Item Format**: Inspect the 'Create Invoice' node input to ensure the `Line` array is not nested inside another array (n8n common mapping error). - [ ] **Live Execution**: Switch the workflow from 'Test' to 'Active' and confirm the 'Production URL' is updated in your CRM settings.