Automated GHL Opportunity to QuickBooks Invoicing (Make.com)

1. **Create Scenario**: In Make.com, create a new scenario and add the **GoHighLevel (GHL)** module with the 'Watch Opportunities' trigger. Create a 'Webhook' and copy the URL into a GHL Workflow (Trigger: Opportunity Status Changed to Won -> Action: Webhook). 2. **Establish Connections**: Authenticate GHL via API Key/OAuth and QuickBooks Online via OAuth2. Ensure you have 'Company Admin' rights in QuickBooks. 3. **Search Customer**: Add a **QuickBooks Online** 'Search for Customers' module. Use the `Email` from the GHL bundle as the search criteria (Query: `PrimaryEmailAddr = '{{1.contact.email}}'`). 4. **Add Router**: Place a Router module after the search. This allows the logic to bifurcate based on whether the customer was found. 5. **Create/Update Customer Path**: - **Path A (Customer Not Found)**: Set a filter `Total number of bundles` equal to 0. Add 'Create a Customer' module. - **Path B (Customer Found)**: Set a filter `Total number of bundles` greater than 0. Add 'Update a Customer' module using the `ID` from the search result. 6. **Map Line Items**: Add a **QuickBooks Online** 'Create an Invoice' module. Since GHL might send multiple products, use the `map()` function or an **Iterator** if GHL returns an array of products to build the `Line` items array for the invoice. 7. **Define Revenue Account**: In the 'Create Invoice' module, manually select or map the `Income Account ID` (e.g., 'Sales of Product Income'). This is a required field in QuickBooks API. 8. **Error Handling**: Right-click the QuickBooks modules and select 'Add error handler'. Use a **Break** module to retry on temporary API timeouts or a **Rollback** if the data is malformed. 9. **Feedback Loop**: Add a final **GHL** 'Add Tag to Contact' module to tag the lead as 'Invoiced' or 'QB-Synced' to prevent duplicate triggers.

| GHL Source Field | QuickBooks Field | Transformation / Logic | | :--- | :--- | :--- | | `Contact.Name` | `DisplayName` | `{{1.contact.first_name + " " + 1.contact.last_name}}` | | `Contact.Email` | `PrimaryEmailAddr` | Required for deduplication check | | `Opportunity.Value` | `Line: Amount` | `{{parseNumber(1.value)}}` | | `Opportunity.ID` | `PrivateNote` | Store GHL ID for cross-referencing | | `N/A (Fixed)` | `ItemRef` | Use Map to link to a fixed QB Service ID (e.g. "1") | | `Current Date` | `TxnDate` | `{{formatDate(now; "YYYY-MM-DD")}}` |

* **Account IDs vs Names**: QuickBooks API requires the internal `ID` for accounts and items, not the display name. Use a 'List Accounts' module once during setup to find the correct ID. * **Bundle Aggregation**: If a GHL Opportunity has multiple products, you MUST use an 'Array Aggregator' before the QB Invoice module to prevent Make from creating five separate invoices for five separate products. * **Rate Limits**: QuickBooks has a limit of 100 requests per minute. Use Make's 'Sleep' module or 'Scenario Settings' to limit concurrency if processing bulk historical data. * **Tax Codes**: If tax is required, the `TaxCodeRef` must be active in QuickBooks; otherwise, the module will return a 'Validation Exception'.

- [ ] **Webhook Check**: Trigger a 'Won' status in GHL and verify the 'Watch Opportunities' module receives a bundle in the Make.com execution log. - [ ] **Deduplication Test**: Run the scenario with an email address already in QB; ensure it updates the record instead of creating a duplicate. - [ ] **Line Item Accuracy**: Verify that the Opportunity Value in GHL matches the 'Total Amount' in the generated QB Invoice. - [ ] **Error Handler Test**: Temporarily disconnect the QB module and ensure the error handler captures the failure without stopping the scenario (if using the 'Break' directive).