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Event invoice sample for corporations

hello everyone welcome back to PAB in this video we are going to learn how to create QuickBooks invoice on Cognito form submission so here I am managing a freelancer agency where I'm providing freelancing services for digital marketing such as SEO content creation graphic design etc for taking the registrations and the bookings for these Services I have created a special inquiry form for my clients and leads with the help of Cognito forms I have attached that form on my website and now my objective is at every time I'm going to receive re a new form submission by an interested client from my website through Cognito form submission then I want to first of all create an invoice for that client and that services with the help of QuickBooks to automate this entire process we will have to set up the connection between cognitive forms and QuickBooks and that we are going to do without any coding and any programming skills simply with the help of P connect so now if you also want to learn this amazing automation step by step for your business for that let me take you all towards my screen welcome to my screen everyone in this video we are going going to learn step by step that how we can automatically create invoice and quick books for Cognito form submission so here I'm a free Lancer providing digital marketing services to my clients businesses and firms and in order to automate the entire process of invoice generation whenever I'm going to receive a new booking I'm going to use fa connect so here in order to collect the inquiries of my services from the clients I'm using cognitive forms I have created the freelance digital marketing inquiry form and I've already attached it on my web website and in order to manage my finances for my services I am using QuickBooks so here my objective is that as soon as I'm going to receive a booking by this form submission in cognito forms and I want to create an invoice for that booking so that I could send it to my client and when they will make the payment then only I will be providing them the services otherwise not so in order to automate this entire process I will have to build a connection between cognitive forms and QuickBooks and that I'm going to do without any coding and any programming skills simply with the help of P connect so let's get started quickly this is the homepage of PAB connect where we can reach by typing the URL p.com connect/ INR after coming over here we will find two options sign in and sign up for free so in case if you are already an existing user just click on sign in to log to your account but if you are a new user you have to click on this sign up for free button it will help you to create a free new account just in 2 minutes also when you will do that you're going to receive 100 free tasks every month to explore this amazing software and to test multiple automations now as an existing user I'm going to click on sign in this is the all app section where we can find all the products which are offered by PAB to create this automation we are going to use PAB connect so let's click on access now now it has taken us towards the dashboard of P connect on this dashboard we can find all the workflows which we have created and to save the workflows we can also create separate folders like this now to create a new workflow let's click on this create workflow option Now to create a new Now to create create a new workflow let's click on this create workflow option and over here a dialog boxes appear in front of us it is asking us to provide a name to this workflow so first of all let me provide a name create QuickBooks invoice on cognitive form submission after giving the name now I'm going to select the folder in which I want to save this workflow so you can see I have list of folders among these because the automation which I'm going to create is related to financial management so I'm going to select that same and now I'm going to directly click on create as we have done that a new screen is open in front of us the screen contains two windows we have trigger and actions over here so trigger and actions are the two main Concepts the principles or we can say these are the building blocks on which the entire automation works here the trigger says when this happens and the action says do this that means the action is a response towards our trigger so whatever we are going to select in our trigger is going to command the entire workflow and the actions are going to follow that same command therefore we can have only one trigger in any workflow but we can add as many action steps as we want now let's suppose my objective is that as soon as I'm going to receive a new form submission by a client in cognitive forms then automatically an invoice should be created for that client for that service in QuickBooks so for that I will take cognitive forms and Trigger and QuickBooks in my action step when we are going to set up the connection between these applications then we will see that action is going to follow what the trigger commands because when the trigger happens that means when the form is submitted in cognitive forms then only the invoice will be created in QuickBooks otherwise not so after understanding the whole concept of trigger and action let us start start creating our automation step by step to start with the process first of all we will go towards our trigger step and we will select our trigger application over here so first of all we have to select the application by using which we want to start the workflow so over here my trigger application will be cognitive forms because I want that as soon as I'm going to receive a new form submission in cognito forms then my workflow should start so Cognito forms will be our trigger application then we have to select the trigger event that will be new entry that means on The Happening of which event and cognitive forms you want to start your workflow so here I want that when a new entry that means a new form submission will be made in cogntive forms by a client then my workflow should start with the response of that form submission okay so here we have selected the trigger application and the event and you can see we have received a webook URL so basically we have to follow the given instructions over here step by step carefully to insert this webbook URL inside our Cognito forms and then the webbook URL is going to act as a bridge for transferring the data of every new entry in cognitive forms towards B connect and this way we are going to build this connection so let's copy the webbook URL for first of all I will take you towards Cognito forms and this is the form which I want to connect with P connect freelance digital marketing inquiry form so you also have to select the specific form which you want to connect with P connect account and if you have not created the form you have to first of all create it after completing the form by adding all the fields which you want in your form you have to scroll down and you will see the option of post Json data to a website you have to first of all turn it on by toggling it right and you can see we have submit entry endpoint over here so we have to paste a webook URL which we have copied from P connect in this field as we have done that just that's it our connection between cognitive forms and P connect is built so let's save this connection and as we have done that the changes are saved and the connection is successful now it is showing waiting for webook response in P connect this means that now we have to do a test submission in order to capture the response how we going to do that by simply making the new entry in cognito forms to make this new entry once again I will take you towards my cognitive forms account we have already saved the changes so let's go towards publish so that we can publish the form so here the form is published and we have the sharable link of the form so I'm going to open it in a new tab and in front of you with some tummy details I'm going to submit this form as soon as I will do that the response of the form is going to be captured in P connect instantly because we have already connected this form with P connect so let's start with the name let's say the name of the lead who is submitting this form is good and let's say the last name is lead good lead let's say the email is good to3 pud.com and let's see the phone number is this all right now we have to select the services so here first of all I'm going to select the service that will be let's say graphic design now I'm going to select the city let's say Pune and I will submit the form as soon as we have submitted the form let's go back towards P connect we will wait for a few seconds and you can see that the response is captured in the response we have received all the details so let's start reading them one by one first of all we have received the type of service in which the client is interested then we have received the name of the lead full name as well and also we have received the separate names first name and last name we have the the phone number of the client we have the ID okay then we have the form name when we'll scroll down over here we have their email address as well and the city this means our connection between cogntive forms and P connect is absolutely successful because we have received the exact details which we have submitted in the form so now every time the form will be submitted by a new client from the website automatically the response of that form is going to be captured and pabbly connect once we have submitted this form our objective is to create the invoice for this customer or for this client but before creating the invoice we have to first of all create the customer in QuickBooks when we will create the customer for that customer then we are going to create the invoice so for that we have to build the connection between QuickBooks and P connect let's go towards our action step and let us select our action application as QuickBooks after selecting the action application then we have to select the action event first of all we need to create a customer before creating the invoice for the customer so create a customer will be our action event first of all now let's click on connect to build the connection between QuickBooks and P connect you can see here we have two options add new connection and select existing connection you have to make sure before making this connection that you are already logged into your QuickBooks account okay and if you already have an existing connection you can just go with that but I'm going to show you that how you have to create a new one so to create a new connection you have to go towards add new connection you will click on this connect with QuickBooks online and you can see that because I was already logged in so my authorization has become successful and the connection between QuickBooks and P connect is built easily now let's move forward here it is asking us the display name the first name the last name and all the details of the customer and you know we want to create the customer to the same person which we have received in our cognitive forms response so we are going to use the same response same details which we have received in our earlier step so instead of entering the details manually let's map that mapping is inserting data from the previous step you can see this is my previous step when I'm going to search for the first name you can see here it is when I'm going to select it it is insert it and we have mapped this name so when I mapped this name it has become Dynamic that means with each and every new response automat I Ally it is going to replace so every time a new form is going to be submitted by a new client in cognitive forms the response is going to be captured and this name is going to replace with a new name of that new response and in this way only we are going to automate the entire process with the help of mapping instead of this if we will enter the data manually over here just by typing or by copy and pasting then that data will become Static and it is not going to replace them therefore mapping is very important all right now it is asking us a middle name if you do not want it you can just ignore it I'm going to just directly map the last name of the lead okay if you want to provide any title you can enter it suffix company name phone number I have received so I'm going to map the phone number then we have the email so let's map the email of the lead and done so now I'm going to directly click on Save and send test request button and here we have received the response along with this we have also received the customer ID as you can see this means that the customer is successfully created with the name as good lead so now I'm going to take you towards my Quickbooks account we will go towards the customers and Lead section and we will go towards customers and here you can see that yes good lead is created this is the customer okay so now I'm going to create the invoice for this lead for this customer so we'll click on this add action step button quickly we will select our action application as QuickBooks once again and we will select our action event so our action event over here will be to create an invoice so create an invoice will be our action event let's click on connect and because we've already built the connection earlier so let's go with the existing connection only all right the connection is built now we have to move forward so first of all we have to map the customer ID over here and because it is already selected from the drop down it has become Static we have to make it Dynamic by mapping so let's turn this mapping button on and here we will simply delete the existing data you can see we have received a customer already in our earlier response we have also received the customer ID so let's simply map the customer ID from the previous step only and as we have done that the customer ID is mapped okay so it is going to replace every time with every new response now you'll map the email of the customer so here we have the email then you can see here we have the address and I've not received that so I'm going to ignore this field I've received the city so I'm going to map the city over here then when we'll scroll down over here we have other details such as class sales terms deposits Etc so here I'm going to map the details one by one if you want to provide any due date to your invoice that on this particular date the payment should be received so you can provide it in the given format that is in year month and the date format I do not want to use the due date option so I'm going to ignore this field for now let let's move forward here we have to enter the type of the service so I'm going to select sales line item detail then you have to provide the description so the description is the graphic design then here we have the quantity I'm going to select only one quantity over here because this is a service we have the unit price item and and because in my case I am providing services so this field will be ignored all right then here I'm going to provide no tax code over here that I'm not using any tax okay line item product so here I'm going to select sales when we'll scroll down over here we have the amounts so over here I have three kind of services in my freelancing business okay I'm providing three services these are search engine optimization graphic design and content creation for each of them the fees is same that is 20,000 but in your case you can select different amounts as well and you can map them from by taking them from the previous response only here I'm going to enter 20,000 manually because it is going to be same for every service then we have line item discount percentage I'm not providing any discount Etc so I'm going to ignore these fields now I'm going to directly move forward and here I'm going to select the tax code that will be none and directly I will click on Save and send test request button but before that I'm going to select the INR that is the currency okay now when I've clicked on the save and and test request button it is showing customer ID is required as you know we have already mapped the customer ID but then to it is showing that it is required that means there is a technical glit so what I will do I will simply refresh the fields and as I have done that you can see that the customer ID is disappeared so I'm going to once again map it and we'll wait for a few seconds and now when we have done that let's go back and we'll click on Save and send test request button once again and you can see here we have received the response in the response we have received all the details of the invoice that means our invoice is created so now I'm going to open the invoice link which we have received in a new tab and you can see that here we have the invoice now I'm going to take you back towards my Quickbooks and here you can see that here we have the invoice this means our connection between cognitive forms and QuickBooks is absolutely successful and now every time a new form will be submitted in cognitive forms automatically an invoice is going to be generated first of all the customer will be created and for that customer only the invoice is going to be generated automatically in QuickBooks so in this way you will be able to manage your finances easily and effortlessly so I hope this automation is clear to you also it is helpful for your business thank you for watching not only these applications but you can integrate multiple such amazing applications with the help of P connect now if you have any doubt you can email us at support atp.com if you want to ask any doubt you can write us at forum. p.com and if you want to ask about the pricing you can visit this website given over here do 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