In this post, we will discuss how you can integrate QuickBooks Online with MS Excel and automatically save QuickBooks Online invoices in a new row of your MS Excel spreadsheet.
This automation requires a one-time setup, for which we will use Pabbly Connect.
We will first link QuickBooks Online with Pabbly Connect to capture the invoices, then link Pabbly Connect with MS Excel and save the invoices in MS Excel.
Steps to Automatically Save QuickBooks Online Invoice in MS Excel
1. Sign In / Sign Up to Pabbly Connect and Create a Workflow
2. Establish a Connection between QuickBooks Online and Pabbly Connect
3. Setup Microsoft Excel as the Action App to Save Invoice Details
Step 1:- Sign In / Sign Up to Pabbly Connect and Create a Workflow
A. Sign In / Sign Up
To begin this process, visit Pabbly Connect and create your account by clicking on the ‘Sign Up Free’ button. You can also click on Sign In if you already have an account.
Click on the Pabbly Connect ‘Access Now’ button
B. Create Workflow
To create a new workflow, click the ‘Create Workflow’ button.
Name your workflow, and click on ‘Create’.
Step 2:- Establish a Connection between QuickBooks Online and Pabbly Connect
We will now look at the steps through which we can establish a link between QuickBooks Online and Pabbly Connect. This will help us capture the invoices from QuickBooks Online.
A. Trigger App
Trigger allows us to choose the application that will receive the data for Pabbly Connect. In our case, it would be QuickBooks Online.
Expand the Trigger Step, choose ‘QuickBooks Online’ as your Action App, select ‘New Invoice’ as an Action Event, and click on ‘Connect’.
B. Connect QuickBooks Online Account
To connect with your QuickBooks Online account, select ‘Add New Connection’, and click on ‘Connect With QuickBooks Online’. Also, grant the authorization.
Click on ‘Save & Send Test Request’, and Pabbly Connect will capture the data of your most recently generated invoice from QuickBooks Online.
Step 3:- Setup Microsoft Excel as the Action App to Save Invoice Details
Action allows us to choose the application that will get executed by the workflow trigger. We essentially want to store the invoices in Microsoft Excel. Therefore, Microsoft Excel will be our Action App.
A. Action App
Choose ‘Microsoft Excel’ as your Action App, select ‘Add Row To Worksheet’ as an Action Event, and click on ‘Connect’.
B. Connect Microsoft Excel Account
To connect with your Microsoft Excel account, select ‘Add New Connection’, and click on ‘Connect With Microsoft Excel’. Also, grant the authorization.
Select the Workbook and Worksheet you want to use for storing your data.
As soon as you select your sheet, the columns of this sheet will start reflecting as fields in your Action Step.
C. Map Necessary Fields
Now that you have connected your Microsoft Excel account, all you need is to map the necessary details from the steps above. Mapping ensures our data remains dynamic and changes as per the received responses.
Map the Invoice Number from the step above.
Similarly, map the other fields, and click on ‘Save & Send Test Request’.
The moment you click on Save & Send Test Request, the data will start reflecting in your MS Excel spreadsheet.
Our automation is complete. We have successfully integrated QuickBooks Online with MS Excel. The details of each new invoice generated on QuickBooks Online will automatically be saved in MS Excel.
You can copy this entire workflow by clicking this link.
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