🧾 Automate invoice creation & smart reminders with Jotform, QuickBooks & Outlook AI

⚡ 120 views · 🧾 Invoice Processing

Description

Generate Invoices and Send Reminders for Customers with Jotform, QuickBooks and Outlook

This workflow automates the entire process of receiving a product/service order, checking or creating a customer in QuickBooks Online (QBO), generating an invoice, emailing it — all triggered by a form submission (via Jotform), and sending invoice reminders.

How It Works

1. Receive Submission

• Triggered when a user submits a form.
• Collects data like customer details, selected product/service, etc.

2. Check If Customer Exists

• Searches QBO to determine if the customer already exists.
• If Customer Exists: Update customer details (e.g., billing address).
• If Customer Doesn’t Exist: Create a new customer in QBO.

3. Get The Item

• Retrieves the selected product or service from QBO.

4. Create The Invoice

• Generates a new invoice for the customer using the item selected.

5. Send The Invoice

• Automatically sends the invoice via email to the customer.

6. Store The Invoice In DB

• Stores the needed invoice details in the DB.

7. Send Reminders

• Every day at 8 AM, the automation checks each invoice to decide whether to:
  • send a reminder email,
  • skip and send it later, or
  • delete the invoice from the DB (if it’s paid or all reminders have been sent).

Who Can Benefit from This Workflow?

• Freelancers
• Service Providers
• Consultants & Coaches
• Small Businesses
• E-commerce or Custom Product Sellers

Requirements

• Jotform webhook setup, more info here
• QuickBooks Online credentials, more info here
• Email setup, update email nodes (Send reminder email & Send reminders sent summary), more info about Outlook setup here
• Create data table with the following columns:
  • invoiceId (string)
  • remainingAmount (number)
  • currency (string)
  • remindersSent (number)
  • lastSentAt (date time)
• Update Add reminders config node so update the data table id and intervals in days (default is after 2 days, then after 3 days and finally after 5 days )
• LLM model credentials

🔗 Nodes Used

Webhook, Microsoft Outlook, QuickBooks Online, Schedule Trigger, AI Agent, OpenAI Chat Model

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup