Skip to content

Send vendor payment notice to primary contact via email

Automatically detect new bill payments and retrieve vendor primary contacts across QuickBooks Online, Formatter by Zapier, and Gmail. Create and update when vendor payments post, vendor emails exist, or payment totals changeβ€”so you can draft vendor notices, format payment amounts, and notify accounting without manual email prep.

How this automation prepares payment notices faster

When new bill payments are recorded, delays can stall AP communications and create preventable follow-ups. This automation finds the vendor recipient, formats the payment amount, and creates a Gmail draftβ€”so your team can send notices with less manual work.

  1. 1.Finds vendor recipient email

    Integrate QuickBooks Online and accounting records to look up the vendor and retrieve the primary recipient email and contact fields.

    QuickBooks Onlineor swap with your favorite app
  2. 2.Formats currency payment amount

    Integrate Formatter by Zapier and currency formatting tools to map the bill payment total into a localized formatted amount string.

    Formatter by Zapieror swap with your favorite app
  3. 3.Creates vendor email draft

    Integrate Gmail and email drafting tools to create a draft addressed to the vendor, cc accounting, and map payment details into the message.

    Gmailor swap with your favorite app

Automate your work, your way

Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.

Trusted by 3.4 million companies

Calendly
Okta
Zendesk
Dropbox
Asana
Allstate
Airbnb
ActiveCampaign
Lyft
Webflow
Canva
Sysco
LA Clippers
Getaround
Grammarly
HelloFresh
Lululemon
Barry's
Hopper
Casper
Hudl
Miro
The New York Times
Ruggable
Calendly
Okta
Zendesk
Dropbox
Asana
Allstate
Airbnb
ActiveCampaign
Lyft
Webflow
Canva
Sysco
LA Clippers
Getaround
Grammarly
HelloFresh
Lululemon
Barry's
Hopper
Casper
Hudl
Miro
The New York Times
Ruggable

Related automations

  • Apps: Gravity Forms, Google Sheets
    Swap with your favorite apps.

    Add vendor payment records from forms to sheet

    Your vendor payment form responses go unrecorded and delay payouts. It logs each submission into your payments sheet so billing can verify and ready vendors for the next run.

  • Apps: Asana, Formatter by Zapier, Google Sheets
    Swap with your favorite apps.

    Add vendor payment rows from new project tasks

    Your vendor tasks often miss payment tracking and leave invoices unrecorded before payment runs. The workflow logs each task as a tracker row so you can reconcile payments same day.

  • Apps: PostgreSQL, Formatter by Zapier
    Swap with your favorite apps.

    Advance vendor payment dates to three days after job

    Your vendor payment schedules delay payouts and force manual follow-up from billing and ops. Advance payment windows automatically so vendors can be paid the same week.

  • Apps: Gmail, Formatter by Zapier, Google Sheets, Filter by Zapier, Google Chat
    Swap with your favorite apps.

    Alert finance team on unverified supplier payment requests

    Your payment request emails often miss supplier verification and stall accounts payable. Benefit: finance receives prioritized alerts so verification occurs before the next payout.

  • Apps: Webhooks by Zapier, QuickBooks Online, Code by Zapier
    Swap with your favorite apps.

    Create and update vendor bill payments from webhooks

    Your payment webhooks aren't creating vendor bill payments, leaving AP with unrecorded disbursements and stalled reconciliations. Fix this so your billing team can reconcile the same day.

  • Apps: Cognito Forms, Looping by Zapier, Google Calendar, ClickUp
    Swap with your favorite apps.

    Create AP tasks and calendar reminders for vendor payments

    Your vendor payment form submissions create payment items without tasks or calendar context, so AP work can be missed or delayed. This adds due-date events and AP tasks so billing staff can act same day.

  • Apps: Airtable, Filter by Zapier, Webhooks by Zapier
    Swap with your favorite apps.

    Create manual check request from vendor payment records

    Your vendor payment records sit without a formal check request, forcing manual copy-and-paste and delaying payables. Send manual-check requests to accounting so billing staff can act same day.

  • Apps: Qonto, Code by Zapier, Webhooks by Zapier, Formatter by Zapier, Sub-Zap by Zapier, Human in the Loop
    Swap with your favorite apps.

    Create payment entries and trigger vendor payout tasks

    You receive bank transactions without matching invoices, which stalls vendor payouts and campaign expense tracking. Workflow updates invoice records and queues transfers so payouts process same day.

  • Apps: Wix, Google Sheets, Gmail
    Swap with your favorite apps.

    Create payment record and notify finance and operations team

    Your supplier payment submissions land unrecorded, causing manual entry and reconciliation gaps for payables. You get consistent payment ledger rows and stakeholder notifications same day.

  • Apps: Google Sheets, Formatter by Zapier, Zapier Tables
    Swap with your favorite apps.

    Create payment records from new vendor sheet rows

    Your vendor payment sheet gets rows unprocessed, causing delayed postings and extra reconciliation. It creates central payment records so billing staff can reconcile ahead of the payment run.

  • Apps: Microsoft Outlook, AI by Zapier, Filter by Zapier, Airtable
    Swap with your favorite apps.

    Create payment records from vendor emails into ledger

    Your vendor payment emails arrive unstructured, leaving invoices and amounts unlogged and stalling reconciliations. Log parsed payment records into your ledger for same-day reconciliation.

  • Apps: Zapier Tables, Code by Zapier
    Swap with your favorite apps.

    Create transfers from updated finance rows to vendors

    Your payout rows in your finance table risk leaving vendor payments uninitiated and causing reconciliation delays. The workflow starts transfers automatically so vendors are paid same day.

  • Explore all vendor payment processing automations

    Accelerate vendor payments with automated approval routing, due date alerts, and payment record updates

    View all

Set up in minutes

Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.

  1. Step 1

    Connect your tools

    Bring your apps together so information can move automatically between the tools your team already uses.

  2. Step 2

    Define the trigger

    Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.

  3. Step 3

    Automate and measure

    Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.

See how teams are automating with Zapier (and loving it!)

Smart Charge America

Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.

David Laderberg, VP of Sales

Remote

Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β€” I think we would have died or fallen back into oblivion.

Marcelo Lebre, Co-Founder

SweepBright

Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.

Raphael Bochner, Founder and CIO

Digioh

Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.

Rishi Shah, CEO and Co-Founder

Otter.ai

We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.

Allen Lai, Head of Customer Experience

Superhuman

We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.

Jacob Sirrs, Marketing Operations Specialist

Ready to automate your workflow securely?

Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.