1.Triggers on payment received
Integrate QuickBooks Online and accounting tools to detect new invoice payments and pass invoice reference and line items.
Mark project record paid when invoice payment posts
Automatically monitor payment received events across QuickBooks Online and billing records. Update the matched project invoice as payments post—so you can protect cash visibility, reduce invoice mismatches, and keep billing accurate without manual reconciliation.
How this automation updates your paid invoices
When payment postings do not match project invoices, billed totals drift and finance loses cash visibility. This automation monitors Payment received in QuickBooks Online, loops line items, finds and updates the matching MySQL invoice row, and calculates the paid amount so invoices reflect real payments.
QuickBooks Onlineor swap with your favorite app
2.Loops invoice line items
Integrate Looping by Zapier and automation logic to iterate invoice line items and extract each invoice reference or allocation.
Looping by Zapieror swap with your favorite app
3.Finds matching invoice row
Integrate MySQL and database tools to search the configured invoices table by external invoice reference and return row data.
MySQLor swap with your favorite app
4.Calculates full paid amount
Integrate Formatter by Zapier and reporting tools to add subtotal and tax fields and calculate the full paid amount.
Formatter by Zapieror swap with your favorite app
5.Updates invoice paid amount
Integrate MySQL and database tools to update the matched invoice record paid amount and clear any temporary flags.
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