Automate Accounts Payable: Sync AI-Extracted Documents from Docsumo to QuickBooks (n8n)

1. **Setup Docsumo Webhook**: Create a 'Webhook' node in n8n. Copy the production URL and paste it into Docsumo's Webhook settings for the 'Document Processed' event. 2. **Configure Credentials**: In n8n, go to 'Credentials' and set up OAuth2 for QuickBooks Online. For Docsumo, use the 'Header Auth' (API Key). 3. **Extract & Flatten Line Items**: Docsumo returns line items in an array. Use a 'Code' node or 'Item Lists' node to ensure the data structure matches QuickBooks requirements (e.g., mapping `extraction.table_data` to a clean array). 4. **Vendor Lookup Logic**: Add a 'QuickBooks Online' node (Operation: Search Vendor). Use the extracted vendor name as the query. Use an 'IF' node to check if an ID was returned. 5. **Dynamic Vendor Creation**: If the vendor doesn't exist, add another QuickBooks node (Operation: Create Vendor) using the address and name metadata from the webhook. 6. **Build the Line Item Expression**: In the 'Create Bill' node, toggle 'Map' for the Line Items field. Use an expression to loop through the Docsumo array, ensuring the `Amount` field uses `{{ $json.amount.toFloat() }}` and `SalesItemLineDetail` is correctly mapped. 7. **Format Dates**: Use the n8n expression `$now` or `$json.date.toDate()` to ensure the invoice date is in the `YYYY-MM-DD` format required by QuickBooks. 8. **Download Source PDF**: Add an 'HTTP Request' node to GET the `document_url` from Docsumo to bring the binary file into the n8n workflow. 9. **Attach PDF to Bill**: Use the 'QuickBooks Online' node (Operation: Create Attachable). Link it to the `Bill ID` created in step 6 and pass the binary file as the input. 10. **Global Error Handling**: Create a 'Sticky Note' or separate 'Error Trigger' workflow to catch failed nodes (e.g., if a tax code is missing) and send a notification to Slack with the Docsumo Document ID.

| Docsumo Field | QuickBooks Mapping | n8n Expression / Type | | :--- | :--- | :--- | | `vendor_name` | `VendorRef` | `{{ $node["Find Vendor"].json.Id }}` | | `invoice_number` | `DocNumber` | `{{ $json.invoice_number }}` (String) | | `invoice_date` | `TxnDate` | `{{ $json.date.split(' ')[0] }}` (Date) | | `line_items` | `Line` | `{{ $json.table_data.map(i => ({...})) }}` | | `currency` | `CurrencyRef` | `{{ $json.currency || 'USD' }}` | | `document_url` | `Attachable` | Binary property from HTTP Request node |

1. **Array Transformation**: QuickBooks expects specific line item structures. If Docsumo returns extra keys, use the `Set` node to filter down to only `Amount`, `Description`, and `AccountRef` before passing to the Bill node. 2. **Rate Limiting**: QuickBooks API has strict rate limits. If processing 50+ documents at once, use the n8n 'Split in Batches' node to process 5 at a time with a 1-second delay. 3. **Object References**: You cannot send a vendor's *name* as the reference; you must send the *Internal ID* found via the search node. 4. **Binary Data Persistence**: When using the 'HTTP Request' node to get the PDF, ensure the 'Response Format' is set to 'File'. This file must be attached to the Bill immediately before it leaves the workflow scope.

- [ ] Test Webhook: Send a test JSON from Docsumo and verify n8n receives the structure in the 'Webhook' node. - [ ] ID Verification: Confirm the 'Search Vendor' node correctly handles cases where names are similar but IDs are different. - [ ] Multi-line Item Test: Use an invoice with 3+ rows to ensure the QuickBooks Bill doesn't just record the total, but replicates the breakdown. - [ ] Audit Trail Check: Open QuickBooks Online and verify the PDF is visible in the 'Attachments' section of the newly created Bill. - [ ] UI Feedback: Check the 'Execution Log' in n8n to ensure no nodes are silently failing due to missing mandatory fields.