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Streamline Your Invoicing: Multi-Line Estimates with Zapier and QuickBooks Online

Published on Feb 28th, 2024

Efficiency in business processes is key to ensuring your company maintains its competitive edge. When it comes to financial and accounting tasks such as creating multi-line estimates in QuickBooks Online (QBO), automation is a game-changer. Utilizing Zapier to add multiple lines to an estimate in QBO can save time, reduce errors, and enhance productivity.


Zapier is a potent integration tool that connects your favorite apps and automates workflows. With Zapier, you can bridge the gap between different software without the need for in-depth programming knowledge. This means you can connect QBO with other platforms or services you use, and streamline tasks like estimate creation.


Here’s a step-by-step guide to using Zapier to add multiple lines to an estimate in QuickBooks Online:



  1. Setup Your Accounts: To start, ensure you have active accounts for Zapier and QuickBooks Online.



  2. Create a Zap: Log into your Zapier account and click on ‘Make a Zap.’ This Zap will be the automated workflow that adds items to your estimate.



  3. Choose a Trigger App: Select the application that will trigger the addition of a new line in your QBO estimate. This could be a form submission from a service like Typeform or an event in Google Sheets.





  1. Define the Trigger Event: Depending on your selected app, choose the event that will prompt Zapier to add a line to your estimate — for example, a new form response.



  2. Connect Your Trigger App: Follow the prompts to connect your selected app to Zapier by signing in and giving necessary permissions.



  3. Select QuickBooks Online as the Action App: For the action part of your Zap, select QuickBooks Online as the app where the action will take place.





  1. Choose an Action Event: Select the 'Create Estimate' action if you want to create a new estimate or 'Update Estimate' if you're adding lines to an existing one.



  2. Connect Your QBO Account: Follow the connection process to link your QBO account to Zapier just as you did for the trigger app.



  3. Set Up Template: Customize your estimate details, including customer information, product/service items, and prices. You'll need to match the data from your trigger app to the correct fields in QBO.





  1. Test and Review: Before going live, test your automation to ensure the integration adds the lines correctly to your estimate in QBO.



  2. Activate Your Zap: Once you’ve tested and are happy with the results, turn on your Zap.




With this automation in place, you’ll no longer need to manually add multiple lines to estimates in QuickBooks Online; this reduces workload and allows your team to focus on more strategic tasks.


However, setting up complex multi-step Zaps might require some trial and error to get right. If you face challenges, consider consulting with our technology experts who can help you with custom automation solutions that perfectly fit your business needs.


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