Automated AI-Powered AP Processing: Docsumo to QuickBooks (Make.com)

1. **Create Webhook in Docsumo**: Log into Docsumo, go to 'Settings' > 'Webhooks', and create a 'Document Processed' webhook. Copy the Make.com Webhook URL generated in Step 2. 2. **Setup Custom Webhook Module**: In Make.com, add the **Webhooks > Custom Webhook** module. Paste the URL into Docsumo to link the systems. 3. **Search for Vendor**: Add the **QuickBooks Online > Search for Vendors** module. Use the `vendor_name` from the Docsumo bundle to find a match. 4. **Implement Router Logic**: Add a **Router**. Set a filter on Path A: 'Vendor ID does not exist' (to trigger a **Create a Vendor** module). Set Path B: 'Vendor ID exists' to proceed. 5. **Iterate Line Items**: Add the **Iterator** module. Map the `line_items[]` array from Docsumo into the Iterator. This breaks down the invoice table into individual bundles. 6. **Transform Data & Logic**: (Optional) Add a **Tools > Set Variable** module inside the iteration to calculate tax per line if Docsumo only provides a total tax amount. 7. **Aggregate for QuickBooks**: Add the **Array Aggregator**. Select the Iterator as the source and 'QuickBooks Online > Create a Bill' as the target structure. Map the fields (Description, Amount, Item Ref) into the aggregate structure. 8. **Create the Bill**: Add the **QuickBooks Online > Create a Bill** module. Map the Vendor ID from your search/create steps and map the *entire* array from the Aggregator into the 'Lines' section. 9. **Upload PDF Attachment**: Add the **QuickBooks Online > Upload an Attachable** module. Use the `document_url` from Docsumo and link it to the `Bill ID` created in the previous step. 10. **Add Error Handling**: Right-click the 'Create a Bill' module and select **Add error handler**. Use a **Slack** or **Email** module to alert the team if a bill fails due to a closed accounting period.

| Docsumo Field | QuickBooks Mapping | Make.com Transformation/Function | | :--- | :--- | :--- | | `vendor_name` | `VendorRef` | Use `first()` on Search results or the Newly Created ID | | `invoice_number` | `DocNumber` | `toString(invoice_number)` | | `invoice_date` | `TxnDate` | `formatDate(invoice_date; "YYYY-MM-DD")` | | `line_items[]` | `Line` | Use **Array Aggregator** to map to QB Line structure | | `line_items.amount` | `Line.Amount` | `parseNumber(amount)` | | `currency` | `CurrencyRef` | `upper(currency)` (e.g., USD) | | `document_url` | `Attachable` | Map to File Content via HTTP 'Get a File' module |

• **Array Aggregator Source**: Ensure the 'Source Module' in your Aggregator is set to the **Iterator**, not the Webhook, or you will only capture the first line item. • **Date Formats**: QuickBooks is strict about `YYYY-MM-DD`. Use Make’s `formatDate()` function to avoid 400 Bad Request errors. • **Duplicate 'DocNumber'**: QuickBooks will fail if an invoice number already exists for a vendor. Add a check or use a 'Break' error handler to manage duplicates. • **Connection Refresh**: QuickBooks OAuth tokens in Make.com may occasionally disconnect if the scenario isn't run for 100+ days; ensure the scenario is active or use a heartbeat monitor. • **Tax Calculation**: QuickBooks often calculates tax based on the 'TaxCodeRef'. If you map a hardcoded tax amount from Docsumo, ensure the 'GlobalTaxCalculation' setting in the QB module is set to 'TaxInclusive' or 'TaxExcluded'.

1. [ ] Run the Scenario once using 'Run Once' and upload a test document in Docsumo. 2. [ ] Check the **Webhook Inspector** in Make.com to ensure the JSON structure of `line_items` is received correctly. 3. [ ] Verify in the **Array Aggregator** output that the array contains the correct number of items. 4. [ ] Open QuickBooks Online and confirm the Bill is created under the correct Vendor. 5. [ ] Confirm the PDF icon appears on the Bill in QuickBooks and correctly opens the Docsumo source file. 6. [ ] intentionaly trigger an error (e.g., empty vendor) to verify the Error Handler sends a notification.