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
Automatically update data that is stored in QuickBooks record fields with the data from completed documents.
Use case example: You have a customer and you need to check if their personal data is up-to-date. You need to send them a form with their pre-filled data and the customer is expected to update the data. The updated customer information will then be transferred to a QuickBooks record once the customer completes your form.
How to set up
When the bot runs by default:
The Update QuickBooks records bot activates once the documents are completed by the step after which the bot is set. To add the bot to your workflow, click the plus icon.
Then, select Bot from the list.
Search for the Update QuickBooks records bot. Then, install the bot to your workflow by clicking the corresponding button.
Connection settings:
To connect the bot to your QuickBooks organization, select Connect in the Connection settings section.
Then, select and connect a QuickBooks account. You can also create and connect a new account by clicking Add new connection.
If the Add new connection option has been selected, the modal window will open. 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:
In the Select objects and map fields section, select a base object in QuickBooks where you’d like to connect your workflow. A base entity is where the data from a completed document will be populated.
Note: Configuring related parent or child objects of the selected base object is currently unavailable.
Map QuickBooks object fields to document fields. Field mapping means connecting the QuickBooks object fields with a document’s corresponding fields.
Once done, select Continue to proceed.
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 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 a recipient completes the document).
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.