Sync Google Sheets Sales Orders to QuickBooks Online (Zapier)

1. **Create the Trigger**: Log into Zapier and click 'Create Zap'. Choose **Google Sheets** as the trigger app and select 'New Spreadsheet Row' as the event. 2. **Connect & Source**: Link your Google account, select the specific Spreadsheet and Worksheet. Ensure your sheet has headers (e.g., Customer Name, Amount, Item, Email). 3. **Add a Filter Step**: Select **Filter by Zapier**. Set it to only proceed if the 'Status' column in your sheet exactly matches 'Approved' or 'Ready' to prevent drafts from syncing. 4. **Format Data**: Add an **Action: Formatter by Zapier**. Use 'Text' to capitalize names or 'Date/Time' to ensure your spreadsheet date matches the `YYYY-MM-DD` format required by the QuickBooks API. 5. **Find or Create Customer**: Add a **QuickBooks Online** step with the 'Find Customer' action. Use the 'Email' field from the sheet as the search criterion. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' to handle new clients automatically. 6. **Map Sales Receipt**: Add another QuickBooks step: 'Create Sales Receipt'. Map the 'Customer' field using the 'ID' found/created in Step 5. Map the 'Line Item' details from your spreadsheet columns to the QuickBooks 'Line Item' fields. 7. **Duplicate Prevention**: In the 'Private Note' or 'Doc Number' field of the Sales Receipt, insert the Google Sheets 'Row ID'. This creates a unique trace to prevent double-billing. 8. **Update Source Sheet**: Add a final **Google Sheets** action: 'Update Spreadsheet Row'. Map the 'Row ID' from Step 1 and write back the 'QuickBooks Receipt ID' to a dedicated 'Sync Status' column in your sheet. 9. **Test & Publish**: Run a test for each step. Ensure the Sales Receipt appears in the QuickBooks Sandbox or live account correctly, then turn on the Zap.

| Google Sheet Column | QuickBooks Field | Zapier Logic / Transformation | | :--- | :--- | :--- | | Customer Name | DisplayName | Required. Map from Step 5 (Find/Create). | | Transaction Date | TxnDate | Use Formatter: Date/Time to `YYYY-MM-DD`. | | Total Amount | Line:Amount | Required. Ensure no currency symbols (e.g., Use Formatter to remove ' ). | | Product/Service | Line:ItemRef | Use 'Custom' value and map the QuickBooks Item ID. | | Row ID | DocNumber | Use `{{Step1:RowID}}` to ensure uniqueness. | | Customer Email | PrimaryEmail | Required for the 'Find Customer' step. |

• **Rate Limiting**: QuickBooks has a limit of 40 concurrent requests. If processing bulk rows, use **Delay by Zapier** to stagger tasks. • **Strict Selection**: The 'Item' field in QuickBooks requires an ID, not a name. If your sheet uses names, add a 'Find Product/Service' step in Zapier before creating the receipt. • **Formatting Errors**: QuickBooks will fail if a Date field contains time strings or if an Amount contains a comma. Always use **Formatter by Zapier** to sanitize these fields. • **Instant Trigger Delay**: While Google Sheets is 'Instant' via the Zapier Extension, large spreadsheet updates can sometimes take up to 3 minutes to trigger the Zap.

- [ ] Trigger test picks up the correct sample row from Google Sheets. - [ ] Formatter step successfully converts spreadsheet dates to `YYYY-MM-DD`. - [ ] 'Find Customer' step correctly identifies an existing customer without creating a duplicate. - [ ] Sales Receipt appears in QuickBooks with the correct Line Item and Total Amount. - [ ] The Google Sheet 'Sync Status' column is updated with the QuickBooks ID after successful execution. - [ ] Check 'Zap History' to ensure no 'Task Held' status due to rate limits.