Automated invoice generation & payment reminders with QuickBooks, Jotform & GPT-4o

by AppUnits AI ✓ · 347 views · created 2025-10-16 · Invoice Processing

What this workflow does

This AI workflow has 27 nodes and runs when an HTTP POST request hits its webhook URL (plus 1 other trigger). Along the way it connects QuickBooks Online, OpenAI Chat Model and Gmail.

How it runs

Trigger: When an HTTP POST request hits its webhook URL (plus 1 other trigger).

1. Format data (Code): runs custom JavaScript code
2. Add reminders config (Edit Fields (Set)): sets or maps fields
3. Check if the customer exists (QuickBooks Online): get many
4. If: checks a condition and branches into true / false
5. If: checks a condition and branches into true / false
6. Insert invoice id to DB (Data table): uses Data table
7. Get Invoices (Data table): get
8. Update the customer (QuickBooks Online): update
9. Create the customer (QuickBooks Online): create
10. Loop over invoices (Loop Over Items (Split in Batches)): loops over the items in batches

…plus 14 more steps. See the full node list below.

Services it uses

QuickBooks OnlineOpenAI Chat ModelGmail

Before you upgrade to n8n 3.0

Nodes used (12)

• Webhookn8n-nodes-base.webhook
• Ifn8n-nodes-base.if
• QuickBooks Onlinen8n-nodes-base.quickbooks
• Coden8n-nodes-base.code
• Edit Fields (Set)n8n-nodes-base.set
• Data tablen8n-nodes-base.dataTable
• AI Agent@n8n/n8n-nodes-langchain.agent
• OpenAI Chat Model@n8n/n8n-nodes-langchain.lmChatOpenAi
• Switchn8n-nodes-base.switch
• Schedule Triggern8n-nodes-base.scheduleTrigger
• Loop Over Items (Split in Batches)n8n-nodes-base.splitInBatches
• Gmailn8n-nodes-base.gmail

From the author

Generate Invoices and Send Reminders for Customers with Jotform, QuickBooks and Gmail 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…

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