Automated Accounts Payable Processing via Docsumo and QuickBooks Online (Zapier)

1. **Authenticate Docsumo**: In Zapier, create a new Zap and select 'Docsumo' as the Trigger. Choose 'Document Processed'. Connect your account using the API Key and Subdomain from your Docsumo Settings. 2. **Set Trigger Filters**: Select the specific 'Document Type' (e.g., Invoices). Ensure only 'Validated' documents trigger the Zap to prevent draft data from entering QuickBooks. 3. **Add a Filter by Zapier Step**: Add a 'Filter' step. Set the condition to only continue if `Extraction Confidence` (from Docsumo) is greater than 0.95. This ensures manual review for low-confidence scans. 4. **Format Date for QuickBooks**: Add 'Formatter by Zapier' -> 'Date/Time' -> 'Format'. Map the Docsumo `invoice_date` and transform it to `YYYY-MM-DD` to match QuickBooks' strict date requirement. 5. **Handle Line Items (Looping)**: If your invoice has multiple lines, add 'Looping by Zapier'. Map the `line_items` array from Docsumo. This will run the subsequent QuickBooks actions for every item on the invoice. 6. **Find or Create Vendor**: Add 'QuickBooks Online' -> 'Find Vendor'. Use the `vendor_name` from Docsumo. Check the box 'Create QuickBooks Online Vendor if it doesn't exist yet' to automate onboarding. 7. **Map the Bill**: Add 'QuickBooks Online' -> 'Create Bill'. Map the Vendor ID from the previous step, the Ref Number to `invoice_number`, and the Line Items from the Looping step. Ensure `Bill Date` uses the output from Step 4. 8. **Attach Source PDF**: Add 'QuickBooks Online' -> 'Upload Attachable'. In the 'File' field, map the Docsumo `file_url`. In the 'Attach to Object' field, select 'Bill' and map the ID from Step 7. 9. **Test & Publish**: Run a test with a sample Docsumo payload. Verify the Bill appears in QuickBooks with the PDF attached, then turn the Zap on.

| Docsumo Field | QuickBooks Target Field | Transformation / Logic | | :--- | :--- | :--- | | `vendor_name` | `Vendor` | Use 'Find Vendor' step first to get ID | | `invoice_number` | `RefNo` | Direct Map | | `invoice_date` | `Bill Date` | Formatter: `YYYY-MM-DD` | | `total_amount` | `Total Amount` | Use for verification/Total | | `line_items_desc` | `Line: Description` | Map via Looping by Zapier | | `line_items_amount` | `Line: Amount` | Ensure Decimal format | | `file_url` | `File (Attachable)` | Direct URL Pointer |

* **Line Item Limits**: Standard Zapier steps without 'Looping' only handle the first line item. Use 'Looping by Zapier' for multi-line invoices. * **Date Formats**: QuickBooks will fail (400 Error) if the date is not exactly `YYYY-MM-DD`. Always use a Formatter step. * **Duplicate Bills**: QuickBooks doesn't automatically block duplicate invoice numbers from Zapier. Add a 'Find Bill' step before 'Create Bill' to check if the `RefNo` already exists. * **Currency Mismatch**: If you use multi-currency, ensure the Docsumo currency code (e.g., USD) matches a currency enabled in your QuickBooks Online settings.

- [ ] **Trigger Test**: Did the Docsumo webhook deliver the full JSON payload (including line items)? - [ ] **Data Check**: Does the Date/Time Formatter produce a `YYYY-MM-DD` string? - [ ] **Vendor Logic**: Does the 'Find Or Create Vendor' step successfully return an ID for both new and existing vendors? - [ ] **Attachment Check**: Can you open the PDF directly from the QuickBooks 'Attachments' sidebar on the new Bill? - [ ] **Task History**: Check Zapier Task History to ensure 'Looping' correctly iterations through all invoice lines.