QuickBooks ↔ Airtable: AR + Jobs Sync Automation

Overview

Centralize invoices, customers, and job status from QuickBooks into an Airtable base. Drive automated reminders and a simple AR pipeline so nothing slips.

Outcomes

• 10–20% reduction in overdue AR
• ~4 hours/week saved on collections/admin
• Single source of truth for open balances

What it does

• Pulls New/Updated Invoice from QuickBooks into Airtable
• Normalizes customer + invoice line items
• Triggers email/SMS reminders on aging thresholds
• Stops reminders on payment and archives in Airtable

Implementation (Zapier or Make)

1. Trigger: QuickBooks – New/Updated Invoice
2. Find/Create Customer: Airtable – Customers table (key: email)
3. Upsert Invoice: Airtable – Invoices table (key: QBO Invoice ID)
4. Branch: If balance > 0, set status = Overdue when past due date
5. Queue Reminder: Send Email/SMS (daily/weekly cadence until paid)
6. On Payment: QuickBooks payment triggers update → mark as Paid in Airtable and stop reminders

Airtable schema

• Customers: name, email, phone, total outstanding
• Invoices: qbo_id, customer (link), amount, due_date, status, last_reminded_at
• Activity: timestamped reminder log (optional)

Prerequisites

• QuickBooks Online Essentials+
• Airtable Pro (for automations; optional if only Zapier/Make are used)

Notes

Use a dedicated “Reminder Cadence” table to fine‑tune intervals by industry.