Scheduling for Freelancers: Creating Invoices in Quickbooks

Automatically create Quickbooks Invoices for x.ai Meeting Guests

Time is money and time spent trying to make money is different than time spent making money. x.ai can help save on the time it takes to make money thanks to the new updates to their Zapier integration.

In my first post of this series, I explain how you can use x.ai to facilitate booking and then payments for your consultations. In my last post, we automated the creation of a Trello card each time a consultation is booked so you can track all your business tasks in the same place.

In this article, we’ll walk through how to setup an invoice in Quickbooks after you’ve booked a client using x.ai’s scheduling tools.

What is Quickbooks?

Quickbooks is the leading accounting tool for businesses of all sizes. It is an accounting software package developed and marketed by Intuit. Businesses use Quickbooks to manage income and expenses and keep track of the financial health of their business. Its features include invoicing, bill pay, financial reporting, tax preparation.
If you’re tracking your income and expenses in Quickbooks, you’re going to want to record that snazzy sale you just made on your x.ai calendar page. Here’s how you do it:

Connecting x.ai and Quickbooks

You’ll need:

  • A Quickbooks Account
  • A Zapier Account – you’ll need a subscription for this zap
  • An x.ai Account – at least the individual subscription
  • 30 minutes

Account for new meetings in Quickbooks

The Steps

  1. Setup Zapier by authorizing x.ai
  2. Pull a sample meeting into Zapier
  3. Create a filter for your meetings
  4. Find or create a new customer in Quickbooks
  5. Create an invoice for each meeting

Getting Zapier Setup – Steps 1-2

If you’re following along from a prior post in this series, then you can skip right along to step 4.The team at x.ai has created this handy guide to help you connect to Zapier. Once you’re connected, create a new trigger from x.ai. We’ll start with the “New Meeting Scheduled” Trigger Event. Choose your account and then, select “Test Trigger.” The information Zapier finds is what we’ll use. For this guide, you’ll want to find a meeting that matches the template or meeting page you would like to invoice.

Pro tip! If you haven’t booked a meeting from your calendar pages in a while, create a meeting just to use in this test scenario. It’s genius, because it makes sure you don’t create an invoice in relation to a friend/client as an accident. 😳

Filter Your Meetings – Step 3

This zap is going to fire every time a new meeting is scheduled which isn’t our goal. We want to create an invoice for each consultation meeting and not the other kinds. To do this, we’ll need to introduce a filter for the next step. A filter “Only proceed[s] when a condition is met.”

We want to use the Meeting Template URL as the filter for our meetings. To do this, we’ll want to set the Meeting Template URL as the condition. Then, insert the name of your meeting name in the field on the right. This tells Zapier to only continue if the meeting template matches your consultation meeting template.

For this demonstration, I’m using one of my free meeting templates. This way I can send a test meeting without needing to disable payments. When I’m done creating the zap, I’ll come back to this step and change the template url to match my consultations. That said, test your filter to make sure it’s working correctly before moving on to the next step.

Creating a New Invoice For Each Meeting – Steps 4-5

If you haven’t already, connect Quickbooks to your Zapier account. This is a premium connection, so it will require a paid Zapier plan. Once that is done, you’ll want to use the “Find Customer” Action Event. This will allow us to find or create the Customer you’re invoicing in Quickbooks before creating the invoice.

It’s a good idea to check “Create QuickBooks Online Customer if it doesn’t exist yet?” to make sure your zap doesn’t return an error if you’re dealing with a new customer. So, now that your customer exists, we can create your invoice.

Add another step to your zap. This time use the “Create Invoice” Action Event.When asked for a customer, submit a custom response and add the customer ID you found in your last step.

Now it’s time to fill in your invoice particulars. If this isn’t your usual job, reach out to your book-keeper or business partner who usually creates the invoices directly in Quickbooks. You’ll want to make sure you track these data points properly. Trust me.Here’s what mine looks like:

Once you’ve filled in all of your payment details, test your zap! How did you do?

For extra caution, you’ll want to log into Quickbooks and verify that the Invoice is setup properly there.This tutorial covers how to create an invoice, but don’t stop there! Add more steps to this zap to send the invoice, email your book keeper, and even add a message to slack that a new appointment has been booked!

Articles in the Scheduling for Freelancers Series:

Enoma is a writer, speaker, and entrepreneur who loves to empower makers and creators to do good, and do it well. She runs Stackrie, an automation consulting firm helping small teams with big goals get stuff done—with less manual effort.


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