Automated GHL to QuickBooks Invoicing and Customer Sync (n8n)

1. **Establish Credentials**: In n8n, navigate to **Credentials** and set up 'GoHighLevel OAuth2 API' and 'QuickBooks Online OAuth2 API'. Note: GHL requires a Location ID. 2. **Configure GHL Trigger**: Add a **Webhook Node**. Set the HTTP Method to `POST`. Copy the production URL and paste it into a GHL Workflow under the 'Webhook' action, triggered when 'Opportunity Status Changed' to 'Won'. 3. **Set Up Data Transformation**: Add a **Set Node**. Use n8n Expressions to map the incoming GHL JSON (e.g., `{{ $json.contact.email }}`) to internal variables for easier referencing. 4. **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 the GHL contact's email address. 5. **Logic Routing (IF Node)**: Add an **IF Node** to check if the search returned a result. Condition: `{{ $node["QuickBooks"].json.length }}` is greater than 0. 6. **Create New Customer (False Path)**: On the 'False' branch, add a QuickBooks Node set to `Customer: Create`. Map Name, Email, and Phone using expressions from the initial Webhook node. 7. **Identify Sales Account**: Add a **QuickBooks Online Node** to `Get All` Accounts. You must find the ID of your 'Income' account (e.g., 'Sales of Product Income') to link to the invoice line items. 8. **Generate Invoice**: Add a QuickBooks Node set to `Invoice: Create`. Reference the Customer ID (either from the search or the create step) and the Account ID. Map the line item amount from the GHL Opportunity Value: `{{ $node["Webhook"].json.opportunity.value }}`. 9. **Update GHL Status**: Add a **GoHighLevel Node** set to `Contact: Update`. Add a tag like `qb-invoiced` to the contact to prevent duplicate triggers. 10. **Global Error Handling**: Create a separate workflow with an **Error Trigger Node**. Connect it to a Slack or Email node to notify the admin if the QuickBooks API returns a 400 (Validation Error) or 401 (Token Expired) error.

| GHL Source Field | QuickBooks Destination Field | n8n Expression Example | | :--- | :--- | :--- | | `contact.name` | `DisplayName` | `{{ $json.contact.name }}` | | `contact.email` | `PrimaryEmailAddr` | `{{ $json.contact.email }}` | | `opportunity.value` | `Line.Amount` | `{{ parseFloat($json.value) }}` | | `contact.id` | `PrivateNote` | `{{ "GHL-ID: " + $json.contact.id }}` | | Fixed Value | `ItemRef` | Hardcoded ID (e.g., `'1'`) | | Fixed Value | `SalesTermRef` | Hardcoded ID (e.g., `'3'`) |

* **Rate Limiting**: QuickBooks Online has a limit of 40 requests per second. For bulk migrations from GHL, use the **Wait Node** or **Split in Batches Node** in n8n. * **Data Types**: QuickBooks requires numbers for 'Amount' fields. GHL often sends these as strings. Use `{{ parseFloat($json.value) }}` in n8n to ensure the node doesn't fail. * **Address Formatting**: GHL provides addresses as individual strings. Ensure you map them to the corresponding `BillAddr` sub-fields in QuickBooks; otherwise, tax calculation may fail. * **OAuth Refresh**: n8n handles token refresh, but ensure your QuickBooks app is set to 'Production' mode, or tokens will expire every 24 hours in 'Sandbox' mode.

- [ ] **Webhook Test**: Trigger the GHL workflow and verify the Webhook Node in n8n receives the JSON payload. - [ ] **Customer Lookup**: Ensure the 'Find Customer' node correctly identifies existing records to avoid duplicates. - [ ] **Expression Audit**: Check that the 'Create Invoice' node shows the correct mapped Opportunity Value in the 'Input Data' panel. - [ ] **QuickBooks Verification**: Log into QuickBooks Sandbox/Production and check 'Sales' -> 'Invoices' for the new entry. - [ ] **Tagging Loop**: Confirm the GHL Contact receives the 'Invoiced' tag at the end of a successful execution.