1.Detect new invoice in QuickBooks Online
Integrate QuickBooks Online, accounting tools, and ERP systems to watch for new invoices and to trigger invoice enrichment.
Update invoice prelim status and notify accounting team
Automatically monitor new invoices in QuickBooks Online and enrich them across Pipedrive, AI by Zapier, and Outlook notifications. Update prelim status and notify accounting so invoices get triaged same day without manual invoice chasing.
How this automation updates your invoice prelim status
When new invoices are created but prelim status stays unassigned, triage slows and reviews get missed. This automation enriches invoice data, updates QuickBooks Online with prelim status, and emails accountingβso your team can prioritize same-day follow-up.
QuickBooks Onlineor swap with your favorite app
2.Find deal by invoice number
Integrate Pipedrive and CRM lookup tools to pull custom fields for payment terms, PO, and addresses for the invoice.
Pipedriveor swap with your favorite app
3.Classify customer for prelim rules
Integrate AI by Zapier and classification tools to determine Government, Commercial, or Unknown for the customer.
AI by Zapieror swap with your favorite app
4.Update invoice prelim status and terms
Integrate QuickBooks Online and invoice editing tools to set billing, shipping, payment terms, and prelim status.
5.Send accounting email notification
Integrate Microsoft Outlook and email routing tools to notify accounting with invoice number, totals, prelim status, and link.
Microsoft Outlookor swap with your favorite app
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Add draft bills to approval sheet for review
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Explore all invoice processing & management automations
Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
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Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
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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