QuickBooks Actions

Actions are the operations (or API operations) that you can perform on QuickBooks.

You can simply drag and drop attributes from input trigger or derived values using formulas or desired constant that you may wish to map with QuickBooks.

All of the actions that you see below automate the flows you execute manually on QuickBooks.

As shown below, you can Create, Update or Delete an entity and also Generate Reports in QuickBooks based on response to a trigger event. Here is the list of entities in QuickBooks supported by Connect iPaaS.

Figure 1. Action for QuickBooks on Connect iPaaS

Create Entity

This action creates a new entity in QuickBooks. While setting up this action, you have to select the entities that you want to create. See the list of available entities.

After selecting the entity, you will see the attributes that are needed to create that entity. You can either type in the values of these attributes or can fill the values using data mapping and transformation or you can use the excel style functions for complex transformations. You can also use the evaluate functionality for deferring making a selection from a list to the time when the flow execution is in progress.

In Fig. 2 below, whenever a Company is created on Hubspot, an Employee record will be created on QuickBooks. The attributes of the Employee are selected on the basis of attributes form HubSpot. The First Name of employee is same as the Name attribute from HubSpot.

Figure 2. Create Entity Action for QuickBooks on Connect iPaaS

Delete Entity

This action deletes an entity in QuickBooks. While setting up this action, you have to select the entities that you want to delete. See the list of available entities.

After selecting the entity, define the selection criteria for the items that you want to be deleted. You can construct a logic for condition using AND, OR operators. You can also use the data from incoming trigger application data for creating the selection condition.

For example, in figure 3 below, when a company is created in HubSpot, all the invoices in QuickBooks with Due Date on 7/31/2020 will be deleted.

Figure 3. Delete Entity Action for QuickBooks on Connect iPaaS

Generate Report

User can use this action to generate a report of selected type during a selected period and send it as an attachment in an email. You can also construct the content of the email using Data Mapping.

Figure 4. Generate Report Action for QuickBooks on Connect iPaaS

You can fill the following form fields to generate and send the report as an attachment.

Select Report Type

Select which type of report you want. Example - CashFlow, Journal Report etc.

From

All the reports will be sent from the email account connect@robomq.io.

To Recipients

List of emails separated by spaces where you want to send the report

Subject

The subject of the email.

Select Report File Format

The file format in which you want your report. Supported formats are CSV, PDF and Excel.

Select Report Time

The duration of time for which you want a generated report. You can select from the time durations provided by QuickBooks like Today, Yesterday, Next Week etc.

Body

It is an optional field. You can construct the body using Data Mapping too.

Reply To

When a user replies to the email with the report, the reply will be sent to this address.

Update Entity

This action updates an entity in QuickBooks. While setting up this action, you can define the criteria to select the entities which will be updated. Further, you can select the attributes which will be updated. See the list of available entities.

After selecting the entity, define the selection criteria for the items that you want to be updated. You can construct a logic for condition using AND, OR operators. You can also use the data from incoming trigger application data for creating the selection condition.

Next, you can, select the attributes that you want to update. You can either type in the values of these attributes or can fill the values using Built-in Data Mapping or you can use the excel style functions for complex transformations. You can also use the evaluate functionality to make a selection when the flow execution is in progress.

In Fig. 5 below, whenever a Company is created on Hubspot all Customer records with Company Name same as the Name of the company created in HubSpot will be updated in QuickBooks. The Bill Address-City and Bill Address-Street of the Customer will be updated with the values of City and Street of the newly created Company in HubSpot. Refer the screenshot below.

Figure 5. Update Entity Action for QuickBooks on Connect iPaaS