Automated QuickBooks Invoicing from GHL Opportunity Wins (Zapier)

1. **Create the Zap**: Log into Zapier and click 'Create Zap'. Name it 'GHL Won Deal to QBO Invoice'. 2. **Set Trigger**: Choose **LeadConnector** (GHL's Zapier app) and select the 'Pipeline Stage Changed' or 'Opportunity Status Changed' trigger. Link your GHL Location API Key. 3. **Add Filter by Zapier**: Insert a Filter step. Set it to 'Only continue if... Status (from GHL) (Text) Exactly matches Won'. 4. **Format Data (Optional but Recommended)**: Add a **Formatter by Zapier** step. Use 'Text' -> 'Capitalize' for names or 'Numbers' -> 'Format Phone Number' to ensure QuickBooks receives clean data. 5. **Search for QuickBooks Customer**: Choose **QuickBooks Online** as the app and 'Find Customer' as the action. Use the 'Email' field from GHL as the search value. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet?'. 6. **Map Customer Fields**: In the 'Create' portion of the Search step, map GHL's Name, Phone, and Address fields. **Pro Tip:** Map the GHL Contact ID to a QuickBooks custom field for perfect cross-referencing. 7. **Create Invoice**: Add a QuickBooks Online 'Create Invoice' step. - **Customer**: Use the 'ID' from the previous 'Find Customer' step (Custom tab). - **Line Items**: Map 'Opportunity Value' to the Amount field. - **Product/Service**: Select your default Income Account or Product from the dropdown. 8. **Handling Multi-Line Items**: If your GHL order has multiple products, use **Zapier Paths** or the **Formatter (Utilities - Line Itemizer)** to convert comma-separated values into Zapier line items. 9. **Close the Loop**: Add a final step for **LeadConnector**. Choose 'Add Tag' and apply 'Invoiced' or 'QBO-Synced' to the GHL contact so sales knows the process is complete.

| GHL Source Field | QuickBooks Field | Transformation/Logic | | :--- | :--- | :--- | | Contact Name | Display Name | Formatter: Capitalize Word | | Contact Email | Primary Email | Required for 'Find Customer' step | | Opportunity Value | Line Item: Amount | Ensure currency matches in both | | Opportunity Name | Invoice Memo | Helpful for audit trails | | Custom: Product ID | Line Item: Product/Service | Use 'ID' if matching exactly | | Contact Address | Billing Address | Ensure Zip code is mapped separately |

* **The Search Step Requirement**: Never use 'Create Customer' directly. Always use 'Find Customer' first to avoid duplicate profiles and 'Duplicate Display Name' errors in QuickBooks. * **Account Selection**: QuickBooks requires a 'Product/Service' or 'Income Account' ID. You cannot just pass the name as text; you must select it from the Zapier dropdown or use its internal ID. * **Currency Mismatch**: If GHL sends USD but your QuickBooks is set to CAD, the Zap will fail unless Multi-Currency is enabled in QBO. * **Rate Limits**: LeadConnector (GHL) has high limits, but QuickBooks triggers may throttle if you attempt to sync 100+ invoices simultaneously via a bulk import in GHL. * **Task Usage**: Using 'Paths' or 'Formatter' steps will consume more tasks. If on a budget, use GHL Workflows to 'Clean' data before it hits Zapier.

- [ ] **Test Trigger**: Move a test Opportunity to 'Won' in GHL and verify Zapier pulls the sample data. - [ ] **Test Search**: Ensure the 'Find Customer' step correctly identifies an existing email without creating a duplicate. - [ ] **Check Line Items**: Verify that the 'Opportunity Value' is populating the 'Amount' field in the QBO Invoice preview. - [ ] **Live Test**: Turn the Zap 'On' and perform a real end-to-end test with a staff email address. - [ ] **Check History**: Visit the Zap History tab to ensure the 'LeadConnector' tag update was successful.