This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
General
Populate PDF, DOCX, and HTML documents with QuickBooks records data in seconds. The process is the same for every document type. You can also use data from related records and QuickBooks objects.
Use case example: you may need to invoice your customers. Use this bot to populate an invoice with the customer's info (name, billing address, etc.) and purchase details (payment details, total amount, etc.) from Invoice records in QuickBooks.
How to set up
When the bot runs by default:
The Pre-fill from QuickBooks bot activates when:
A workflow revision is created or opened by a recipient
A recipient switches between documents in the current revision
To add the bot, directly switch to the Bots tab in the step settings. Then, select Add bot to step.
Search for the Pre-fill from QuickBooks bot. Then, click the corresponding button to install the bot in your workflow.
Connection settings:
Select Connect in the Connection settings section to connect the bot to your QuickBooks account.
Then, select and connect a QuickBooks account. You can also create and connect a new account by clicking Add new connection.
The modal window will open if the Add new connection option has been selected. Choose the environment where you want to connect your account. Then, select Apply.
Once selected, you’ll be redirected to the QuickBooks login page to enter your credentials.
Action settings:
Select a base object in QuickBooks where you’d like to connect your workflow. A base object takes the data for pre-filling a document’s fields.
Note: Configuring related parent or child objects of the selected base object is currently unavailable.
Select a mode for pre-filling your document:
- selecting Single line allows for pre-filling individual data instances (Name, Phone number, etc.)
- selecting Table allows for populating table rows or arrays of data
Map QuickBooks record fields to document fields. Field mapping is the process of matching Quickbooks record fields with the corresponding document fields. This tells the system where the data from QuickBooks should be placed.
Once done, select Continue.
In the Select starting record section, set up criteria for finding the starting record in QuickBooks. To do so, configure the lookup by selecting the QuickBooks record field in the specified QuickBooks object and set the corresponding value for finding the starting record.
You can set up several search criteria and define whether all of them should be met or just one of them. To do so, select the AND or OR options.
Conditions
Define conditions for the bot to activate exactly as you need. When not defined, the bot will activate according to the default triggers (when recipients open the document to fill it out).
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.