# unknown

- Author: sgs9906
- Repository: Pepito79/QuickBooks-Invoice-Automation-SKILL
- Version: 20260126211412
- Stars: 0
- Forks: 0
- Last Updated: 2026-02-07
- Source: https://github.com/Pepito79/QuickBooks-Invoice-Automation-SKILL
- Web: https://mule.run/skillshub/@@Pepito79/QuickBooks-Invoice-Automation-SKILL~unknown:20260126211412

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# quickbooks-automation/SKILL.md

---
name: quickbooks-automation
description: Automates financial workflows, invoice generation, and bank reconciliation within QuickBooks. Use this skill when the user needs to: (1) Integrate CRMs or payment gateways with QuickBooks, (2) Automate accounts receivable/payable, (3) Create hands-free billing pipelines, (4) Map external data to the General Ledger, or (5) Configure complex bank rules for automated reconciliation.
---

# QuickBooks & Billing Automation

## Core Procedural Workflow
1. **Infrastructure Audit**: Identify QuickBooks version (Online vs. Desktop), data source (Stripe, HubSpot, etc.), and sync frequency.
2. **Field Mapping**: Use [technical-mapping.md](references/technical-mapping.md) to align external data fields with QuickBooks objects.
3. **Trigger Logic**: Define the "Lead-to-Cash" pipeline using an "If-This-Then-That" framework.
4. **Validation**: Set up guardrails (e.g., "Draft" status for invoices > $5,000).
5. **Reconciliation**: Configure bank rules to match net deposits with recorded sales receipts.

## Implementation Patterns

### Automated Invoicing (AR)
* **Trigger**: CRM deal "Closed-Won".
* **Action**: Search for Customer; if missing, create. Generate Invoice with standardized terms.
* **Delivery**: Attach PDF with "Click-to-Pay" link enabled.



### Bill Capture (AP)
* **OCR Capture**: Route emails to QuickBooks or use Dext/Hubdoc.
* **Validation**: Apply "Three-Way Match" (Purchase Order vs. Bill vs. Receipt).
* **Categorization**: Map vendor keywords to Chart of Accounts (e.g., "AWS" -> "Web Hosting").



## Standards
* **Filenames**: `YYYY-MM-DD - [Vendor] - [Invoice#] - [Amount].pdf`
* **Clearing Accounts**: Always route third-party payments (Stripe/PayPal) through a Clearing Account to handle merchant fees before bank matching.

## Advanced Reference
For detailed API schemas, merchant fee logic, and specific CRM-to-QB field maps, see [technical-mapping.md](references/technical-mapping.md).

---

# quickbooks-automation/references/technical-mapping.md

# Technical Mapping & Logic Reference

## Field Mapping Schema
| External Field (CRM/Stripe) | QuickBooks Object | Notes |
| :--- | :--- | :--- |
| Deal Name | Description | |
| Amount | Line Item Amount | |
| Quantity | QTY | |
| Discount % | Discount Item | Use a non-taxable discount item |
| Customer Email | Customer Record | Required for auto-sending |

## Stripe/PayPal Clearing Logic
To ensure bank reconciliation matches to the cent, follow this journal entry pattern:
1. **Gross Sale**: Debit `Undeposited Funds`, Credit `Sales Revenue`.
2. **Merchant Fee**: Debit `Merchant Service Fees`, Credit `Undeposited Funds`.
3. **Bank Deposit**: Debit `Checking Account`, Credit `Undeposited Funds` (Total should now match bank statement).

## Common Error Resolution
* **Duplicate Invoice Numbers**: Enable "Warn on duplicate invoice numbers" in Settings > Sales.
* **Unmapped Items**: Ensure all external SKUs exist in the "Products & Services" list to prevent sync failure.
* **Tax Mismatch**: Match external Tax Names exactly to QuickBooks Tax Agencies.

## Escalating Collection Sequence
1. **Friendly Reminder**: 3 days before due date.
2. **Official Notice**: 1 day after due date.
3. **Urgent Warning**: 14 days after due date (Include late fee).


## Bundled Resources
### Scripts
* **scripts/prepare_qb_batch.py**: Use this to convert raw CSV data into the QuickBooks Batch Import schema. 
  * **Usage**: `python scripts/prepare_qb_batch.py data/expenses.csv`
  * **Input**: Requires `date`, `vendor`, `amount`, and `category` columns.