1.Detect new expense entries
Integrate QuickBooks Online and accounting data to capture new expense fields and map them to bill references.
Create bills from new expense entries for payable tracking
Automatically monitor new expense entries in QuickBooks Online across Formatter by Zapier and Zapier Tables. Create and update when expense memo contains PO, expenses lack PO, or a purchase order is foundβso you can extract PO numbers, match orders, and create bills without manual payable entry.
How this automation creates payable-ready bills
When new expense entries arrive without a matching PO, delays and rework can slow down payable processing. This automation captures expense details, extracts PO values, and creates bills in Zapier Tablesβso your team can act faster.
QuickBooks Onlineor swap with your favorite app
2.Extract PO from expense memo
Integrate Formatter by Zapier and text parsing tools to extract the PO number from the expense memo and pass it onward.
Formatter by Zapieror swap with your favorite app
3.Find purchase order by PO
Integrate Zapier Tables and database search to find the matching purchase order and return the found status.
Zapier Tablesor swap with your favorite app
4.Proceed only when PO matches
Integrate Filter by Zapier and rules logic to continue only for expenses with a memo and a found purchase order.
Filter by Zapieror swap with your favorite app
5.Create bill record in Bills
Integrate Zapier Tables and record creation to create a Bills table entry with linked order and bill fields.
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Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
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Step 1
Connect your tools
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Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
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