Automated Sales Order & Invoice Synchronization (Make.com)

1. **Create Scenario**: Log in to Make.com and click **Create a new scenario**. Name it 'Sales Sheets to QuickBooks Sync'. 2. **Configure Trigger**: Add the **Google Sheets > Watch Rows** module. Select your Spreadsheet and Worksheet. Set the 'Limit' (bundles per execution) based on your transaction volume. 3. **Duplicate Prevention Filter**: Add a filter after the trigger: `Invoice ID (Column X) Does not exist`. This prevents re-processing rows already synced. 4. **Search Customer Module**: Add **QuickBooks Online > Search for Customers**. Map the email or name from the Sheet to the search criteria. 5. **Router & Multi-Step Logic**: Add a **Router**. - Path A: If 'Search Customer' ID does not exist, use **QuickBooks Online > Create a Customer**. - Path B: Proceed to the next step. 6. **Create Invoice**: Add **QuickBooks Online > Create an Invoice**. - **ID**: Use the Customer ID from the Search or Create module (using the `ifempty()` function). - **Lines**: Map 'Item Name', 'Quantity', and 'Amount' from Google Sheets. - **Date**: Use the `formatDate(now; YYYY-MM-DD)` function if a date isn't provided. 7. **Financial Mapping**: Use the **Map** toggle for line items if you are passing an array of items; otherwise, use the static mapping tool for single-item rows. 8. **Update Source Row**: Add **Google Sheets > Update a Row**. Use the 'Row ID' from the trigger and map the `Invoice ID` from QuickBooks back to your 'Status' or 'ID' column. This 'closes the loop'. 9. **Add Error Handler**: Right-click the QuickBooks module and select **Add error handler (Break)**. This ensures that if the API is down, the scenario will retry later rather than failing and losing data.

| Google Sheet Field | QuickBooks Field | Make.com Mapping Logic/Formula | | :--- | :--- | :--- | | Customer Name | DisplayName | `{{1.CustomerName}}` | | Email Address | PrimaryEmailAddr | `{{1.Email}}` | | Sale Date | TxnDate | `formatDate({{1.Date}}; "YYYY-MM-DD")` | | Product Code | ItemRef (Value) | Use a 'Search Items' module or hardcode ID | | Unit Price | UnitPrice | `parseNumber({{1.Price}})` | | Row ID | PrivateNote | `Internal Sheet Ref: {{1.rowNumber}}` |

• **Token Expiration**: QuickBooks OAuth tokens in Make.com may occasionally disconnect; set up a 'Connection Alert' in your Make profile to be notified. • **Formatting Numbers**: QuickBooks requires numbers to be numeric. Use the `parseNumber()` function if your Sheet column is formatted as text/currency. • **Item IDs vs Names**: You cannot pass a text 'ProductName' to an invoice; you must pass the QuickBooks internal 'Item ID'. Use a 'QuickBooks Online > List Items' module to find the ID first. • **Rate Limits**: QuickBooks API limits are generous but avoid setting your scenario to run every 1 minute if processing thousands of rows; 15-minute intervals are safer for operation quotas.

- [ ] **Run Once Test**: Click 'Run once' with one sample row in Sheets to verify field mapping. - [ ] **Customer Search Verification**: Ensure the scenario correctly identifies an existing customer without creating a duplicate. - [ ] **Invoice Validation**: Check QuickBooks 'Sales' tab to confirm the invoice appears with correct line items and VAT/Tax codes. - [ ] **Feedback Loop**: Confirm the Google Sheet row is updated with the QuickBooks Invoice ID after completion. - [ ] **Log Check**: Review the 'History' tab in Make.com for any 'Bundle' errors or mapping warnings.