QuickBooks Automation

Comprehensive skill for automating QuickBooks accounting and bookkeeping workflows.

Core Workflows

1. Accounting Pipeline

QUICKBOOKS AUTOMATION FLOW:

┌─────────────────────────────────────────────────────────┐

│ DATA ENTRY │

│ Invoices │ Expenses │ Payments │ Bank Feeds │

└────────────────────────┬────────────────────────────────┘

▼

┌─────────────────────────────────────────────────────────┐

│ CATEGORIZATION │

│ Chart of Accounts │ Classes │ Locations │

└────────────────────────┬────────────────────────────────┘

▼

┌─────────────────────────────────────────────────────────┐

│ RECONCILIATION │

│ Bank Matching │ Credit Card │ Clearing │

└────────────────────────┬────────────────────────────────┘

▼

┌─────────────────────────────────────────────────────────┐

│ REPORTING │

│ P&L │ Balance Sheet │ Cash Flow │ Tax Reports │

└─────────────────────────────────────────────────────────┘

2. Automation Rules

automation_rules

:

-

name

:

auto_categorize_amazon

trigger

:

vendor

:

"Amazon"

action

:

account

:

"Office Supplies"

class

:

"Operations"

-

name

:

auto_categorize_payroll

trigger

:

vendor

:

"Gusto"

action

:

account

:

"Payroll Expenses"

split

:

-

account

:

"Salaries"

percentage

:

85

-

account

:

"Payroll Taxes"

percentage

:

15

-

name

:

invoice_reminder

trigger

:

invoice_days_overdue

:

7

action

:

send_reminder_email

:

true

add_late_fee

:

false

Invoice Management

Invoice Creation

invoice_template

:

customer

:

name

:

"{{customer_name}}"

email

:

"{{customer_email}}"

billing_address

:

"{{billing_address}}"

header

:

invoice_number

:

"INV-{{auto_increment}}"

invoice_date

:

"{{today}}"

due_date

:

"{{today + 30}}"

terms

:

"Net 30"

line_items

:

-

description

:

"{{service_description}}"

quantity

:

"{{quantity}}"

rate

:

"{{unit_price}}"

amount

:

"{{quantity * unit_price}}"

account

:

"Services Revenue"

footer

:

subtotal

:

"{{sum_line_items}}"

tax_rate

:

"{{tax_percent}}"

tax_amount

:

"{{subtotal * tax_rate}}"

total

:

"{{subtotal + tax_amount}}"

delivery

:

send_email

:

true

cc_accountant

:

false

attach_pdf

:

true

Recurring Invoices

recurring_invoices

:

-

name

:

Monthly Retainer

customer

:

"Acme Corp"

frequency

:

monthly

day_of_month

:

1

amount

:

5000

description

:

"Monthly consulting retainer"

auto_send

:

true

-

name

:

Quarterly Subscription

customer

:

"TechStart Inc"

frequency

:

quarterly

start_date

:

"2024-01-01"

amount

:

2500

description

:

"Q{{quarter}} Software Subscription"

auto_send

:

true

Expense Tracking

Expense Categories

expense_categories

:

operating_expenses

:

-

Advertising

-

Bank Charges

-

Insurance

-

Legal & Professional

-

Office Supplies

-

Rent

-

Utilities

cost_of_goods

:

-

Materials

-

Shipping

-

Direct Labor

payroll

:

-

Salaries & Wages

-

Payroll Taxes

-

Employee Benefits

Receipt Processing

receipt_automation

:

capture

:

sources

:

-

email_forward

-

mobile_app

-

bank_feed

extraction

:

fields

:

-

vendor

-

date

-

amount

-

payment_method

matching

:

auto_match

:

threshold

:

0.95

rules

:

-

amount_exact

-

date_within_3_days

-

vendor_fuzzy_match

categorization

:

use_history

:

true

default_category

:

"Ask Accountant"

Bank Reconciliation

Bank Feed Rules

bank_rules

:

-

name

:

Stripe Deposits

conditions

:

description_contains

:

"STRIPE"

action

:

category

:

"Sales Revenue"

class

:

"Online Sales"

auto_match_invoices

:

true

-

name

:

Payroll

conditions

:

description_contains

:

"GUSTO"

amount_range

:

[

-50000

,

-1000

]

action

:

category

:

"Payroll"

split_by_historical

:

true

-

name

:

AWS Charges

conditions

:

description_contains

:

"AMAZON WEB SERVICES"

action

:

category

:

"Cloud Hosting"

class

:

"Technology"

Reconciliation Dashboard

BANK RECONCILIATION STATUS

═══════════════════════════════════════

Account: Business Checking ****4567

Bank Balance: $125,450.23

QuickBooks Balance: $124,890.45

Difference: $559.78

UNMATCHED TRANSACTIONS:

┌────────────┬────────────────────┬──────────┐

│ Date │ Description │ Amount │

├────────────┼────────────────────┼──────────┤

│ 01/15 │ CHECK #1234 │ $450.00 │

│ 01/16 │ WIRE TRANSFER │ $109.78 │

└────────────┴────────────────────┴──────────┘

PENDING ITEMS:

Outstanding Checks: $1,234.50

Deposits in Transit: $674.72

LAST RECONCILED: January 10, 2024

Financial Reports

Standard Reports

reports

:

profit_loss

:

type

:

standard

period

:

this_month

comparison

:

previous_period

columns

:

-

actual

-

budget

-

variance

-

percent_change

balance_sheet

:

type

:

standard

as_of_date

:

period_end

show_totals

:

true

cash_flow

:

type

:

standard

method

:

indirect

period

:

this_quarter

ar_aging

:

type

:

aging

aging_buckets

:

[

30

,

60

,

90

,

120

]

ap_aging

:

type

:

aging

aging_buckets

:

[

30

,

60

,

90

]

Report Dashboard

FINANCIAL DASHBOARD - JANUARY 2024

═══════════════════════════════════════

PROFIT & LOSS:

Revenue: $185,450

COGS: $45,230

Gross Profit: $140,220 (75.6%)

Operating Exp: $82,340

Net Income: $57,880 (31.2%)

vs. Budget:

Revenue ████████████████░░ +8%

Expenses ██████████████░░░░ -3%

Profit ██████████████████ +15%

BALANCE SHEET:

Assets: $456,780

Liabilities: $123,450

Equity: $333,330

CASH POSITION:

Operating Cash: $125,450

Receivables: $89,230

Payables: $34,560

Net Cash: $180,120

AR AGING:

Current ████████████████ $45,230

1-30 days ████████░░░░░░░░ $23,450

31-60 days ████░░░░░░░░░░░░ $12,340

61-90 days ██░░░░░░░░░░░░░░ $5,670

90+ days █░░░░░░░░░░░░░░░ $2,540

Integration Workflows

E-commerce Sync

shopify_sync

:

frequency

:

daily

orders

:

create_invoice

:

true

match_customer

:

true

create_customer_if_new

:

true

products

:

sync_inventory

:

true

update_cogs

:

true

payments

:

record_deposits

:

true

account

:

"Undeposited Funds"

refunds

:

create_credit_memo

:

true

link_to_original

:

true

Payroll Integration

gusto_sync

:

frequency

:

per_payroll

mapping

:

gross_pay

:

"Salaries & Wages"

employer_taxes

:

"Payroll Taxes"

benefits

:

"Employee Benefits"

journal_entry

:

debit

:

-

account

:

"Payroll Expenses"

amount

:

total_gross

credit

:

-

account

:

"Payroll Liabilities"

amount

:

withholdings

-

account

:

"Cash"

amount

:

net_pay

API Examples

Create Invoice

// QuickBooks API - Create Invoice

const

invoice

=

{

CustomerRef

:

{

value

:

"123"

}

,

Line

:

[

{

DetailType

:

"SalesItemLineDetail"

,

Amount

:

1000

,

SalesItemLineDetail

:

{

ItemRef

:

{

value

:

"1"

}

,

Qty

:

10

,

UnitPrice

:

100

}

}

]

,

DueDate

:

"2024-02-15"

}

;

const

response

=

await

qbo

.

createInvoice

(

invoice

)

;

Query Transactions

// Query recent expenses

const

expenses

=

await

qbo

.

findPurchases

(

{

TxnDate

:

{

$gt

:

'2024-01-01'

}

,

AccountRef

:

{

value

:

'50'

}

// Operating Expenses

}

)

;

// Query unpaid invoices

const

unpaid

=

await

qbo

.

findInvoices

(

{

Balance

:

{

$gt

:

0

}

,

DueDate

:

{

$lt

:

new

Date

(

)

.

toISOString

(

)

}

}

)

;

Best Practices

Daily Bank Feed Review

Match transactions promptly

Consistent Categorization

Use standard chart of accounts

Monthly Reconciliation

Close books monthly

Document Attachment

Attach receipts to transactions

Class Tracking

Use for department/project tracking

Regular Backups

Export data periodically

Access Controls

Limit user permissions

Audit Trail

Review changes regularly