These twelve workflows use documented QuickBooks Online capabilities, with your approval added wherever records change. The examples and control rules are editorial recommendations, not customer results or claims about a Foundrly connector.
Native QuickBooks
1. Suggest bank categories
When bank transactions arrive, let a narrow rule suggest the category and payee. In Rules, choose the bank account, money direction and matching conditions, then test the rule against waiting transactions. For example, your workshop’s familiar waste-collection charge can enter a review queue without someone retyping its category.
Keep auto-add or auto-post off: Intuit says it posts matching transactions immediately. Your bookkeeper should approve the match and category, especially when a familiar supplier also sells equipment. The rule prepares the decision; it does not settle the accounting treatment.
Intuit: Bank rules
Native QuickBooks
2. Capture receipts for review
When your crew buys supplies, upload or photograph the receipt in QuickBooks. Receipt capture extracts information for review and can suggest an existing transaction to match. You can also email receipts into the intake process, reducing the pile of paper waiting at closing time.
Check the supplier, date, total and proposed match before adding anything. A hardware-store receipt and its bank-feed transaction may describe the same purchase. Match that purchase instead of creating a second expense, and remove sensitive personal information before uploading.
Intuit: Receipt capture
Native QuickBooks
3. Prepare recurring invoices
For repeat work, create a recurring transaction template with the customer, service and interval already filled in. Choose a Reminder template when you want a regular prompt to review changing details. A cleaning business can reuse its monthly service lines while checking that the customer actually received the scheduled visits.
Intuit’s current US guide describes recurring invoices as drafts that require review and finalization. Verify that behavior in your account before relying on it, and check your plan and regional experience. Keep each posting human-approved; a saved template is not approval for every future charge.
Intuit: Recurring transactions
Native QuickBooks
4. Send due-date reminders
For invoices already emailed to customers, configure automatic reminders around the due date in Sales settings. QuickBooks checks whether an invoice remains unpaid and meets your reminder settings. Review the message and schedule first, using a calm note that tells your customer which invoice needs attention.
Keep disputed invoices and payments awaiting correct recording under active review. Do not assume this reminder feature understands a promise made over the phone. If your team cannot keep the ledger current or control exceptions, use manual reminders until it can.
Intuit: Invoice reminders
Connected app or custom API
5. Reuse customer details
When an approved customer record changes, a compatible app can query QuickBooks customers and propose the matching update. The Customer API supports reading, creating and updating those records. Your booking desk could pass a corrected billing address to a review queue instead of asking the owner to type it again.
Keep a stable mapping between the source customer and QuickBooks ID. Two customers named Alex are not a safe match. Approve new records and edits before the app writes them, and decide which system owns each field so competing updates do not overwrite good information.
Intuit: Customer API
Connected app or custom API
6. Prepare estimates from accepted scope
Once you have agreed the proposed scope internally, prepare customer and line-item details for the Estimate API. It supports creating an estimate representing proposed goods, services and prices. For example, your repair desk can carry approved parts and labor into an estimate without rebuilding the list.
You still approve the price, tax treatment and customer-facing promise before the record is created or sent. Keep the preparation draft outside QuickBooks until that review. An estimate is a proposal; do not treat its creation as evidence that the customer accepted the work.
Intuit: Estimate API
Connected app or custom API
7. Turn completed jobs into invoices
When a job is marked complete and its billing details pass review, an app can create the invoice through the Invoice API. Supply the correct customer reference and sales lines, then retain the returned invoice ID against your job. This is invoice automation with a clear completion receipt.
An API-created invoice is not a harmless external draft. Approve before creation and inspect the imported-invoice email setting: Intuit documents conditions that can automatically send imported invoices. If you want a separate send decision, configure and test that boundary before connecting live work.
Intuit: Invoice API
Connected app or custom API
8. Record received payments
After a payment has been verified in its source, prepare a QuickBooks Payment record and associate it with the correct invoice. The Payment API records payments and can apply one payment across invoices. A deposit received by your shop can therefore reach bookkeeping without another round of copying.
Recording a payment is different from collecting money. Approve the amount, customer, allocation and destination account before writing the record. Keep the processor reference so a retry cannot quietly create another payment, and route partial payments or unexplained differences to your bookkeeper.
Intuit: Payment API
Connected app or custom API
9. Prepare supplier bills
When a supplier invoice arrives, prepare the vendor, date, due date and expense lines for review. The Bill API supports creating the accounts-payable record after approval. A bakery could carry the flour supplier’s invoice into this queue while the receiving crew confirms the delivery.
Compare the supplier document with what arrived and check for an existing bill before posting. Bill creation records an obligation; it does not itself authorize paying the supplier. Keep changed bank details, disputed deliveries and any money movement behind a separate human decision.
Intuit: Bill API
Connected app or custom API
10. Attach supporting documents
After you confirm the right transaction, use an app built on the Attachable API to upload and link its supporting file. Intuit supports attachments such as files and notes associated with records. Your bookkeeper can open the supplier invoice beside the bill instead of searching an inbox.
Approve the destination record and document before this write. Strip unrelated personal information and check that the file is legible. An attachment proves which document you used; it does not prove the expense is valid or automatically reconcile the transaction.
Intuit: Attachable API
Connected app or custom API
11. Carry approved time into records
When your supervisor approves a timesheet, a compatible app can create TimeActivity records for an employee or vendor. Include the correct person, date and duration, plus the customer association where relevant. Your maintenance crew’s approved job time can move into billing preparation without retyping every entry.
Check duplicate entries, corrections and billable status before the write. A time record does not by itself run payroll or guarantee an invoice was created. Decide how edited timesheets will be reviewed and reflected in QuickBooks before you turn on a scheduled import.
Intuit: TimeActivity API
Connected app or custom API
12. Prepare a regular profit-and-loss review
On your chosen schedule, an app can read the Profit and Loss report through Intuit’s Reports API. Set the reporting dates and accounting basis explicitly, then present the result for your review. A shop owner could receive the same reporting period each week without repeatedly rebuilding the request.
Treat the schedule and delivery as work your app must implement, not a built-in API promise. Label the period and basis, protect the output, and investigate missing or unexpected figures. Reading the report does not close the books or certify their accuracy.
Intuit: Profit and Loss API
