Automating QuickBooks and a Few Other Things

Over the past two years, 74 Systems has not had to enter a single sales receipt. Our process is totally automatic and we even have a line item for merchant fees tied to the proper account. This may or may not work for every company, but I’d bet any bookkeeping professional would love to automate their clients’ invoicing and simply manage the automation. Think of the time you can save for your own workload and think of the accuracy you can ensure by removing the data entry element or worse, duplicate data entry.

The secret to automation is simple. If you have the data somewhere, you can put that data somewhere else. Sometimes, you just bill and your done, and automation would have little effect. But often, businesses are run by systems that track work processes, time, product sales and other methods that require compiling into an invoice during periods of the month or year. It’s these processes that become inefficient and redundant, and more importantly, when data transfers from one process to another manually, mistakes happen.

Our company specializes in automating processes, including QuickBooks and so can yours. As a bookkeeping or tax professional, you are constantly dealing with data and data entry for your own firm and on behalf of your clients. The next time you find yourself assembling an invoice or inputting data or re-inputting data, stop for a moment and look around at the tools that exist today and consider automating these processes.

It does not require coding or expensive tools or apps to get this process done. It does require focus, willingness and passion. Tools like Zapier,, Piesync,, Cloudwork and others are built for this very purpose. They simply take data from one app and pass it to another, often manipulating the data into a more desired format or useful form. Start a trial at today and build a Zap with Google Sheets and QuickBooks Online. Here’s a quick Excel template we made for you to test your Zapier automation (members can download here).

When you make a Zap, you start with an app referred to as the “trigger” which initiates the process or is the app where you are getting data from. Then, it’s off to the races with “actions” and these can be many. As you can see above, my Zap has an insightly trigger and its actions are Google Sheets, Flatly and QBO. There may be additional actions including filters or formatters, e.g. suppose you wish to change date format from 23/04/18 to March 23, 2018, you’d use the Formatter action that comes built into Zapier to accomplish this.

We’ll talk more about how to create a Zap. You can also check out a few of our videos on the topic. Here’s a list of them with Zap demos:

How to Create a Simple Zap with Zapier Automation Cloud Service

Managing Customers and Workflow Series: Automation with MailChimp, ScheduleOnce, Zapier, Woocommerce, insightly and QBO

Managing Customers and Workflow Series: Automate Everything! eCommerce to QuickBooks; QuickBooks to insightly

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2 Comments on “Automating QuickBooks and a Few Other Things”

  1. Hi Eric,

    Thank you for this article. Also thank you for mentioning PieSync.

    I really like your workflow automation, one key difference I’d like to add here is that zaps are mainly used for trigger based action. What if a customer changes it’s preferences in MailChimp after receiving an email, people would love to have this information flown back into their CRM, Accounting tool, Payment tool,.. . Having a 2-way sync will help you to solve this problem. You can find the main differences here:

    Cheers, Aron

  2. Hey Aron
    I am a big fan of Piesync. I would love it more however if it could sync WordPress, Woocommerce, Zoom and CoSchedule.

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