The moment it happens

See every new invoice in Slack

Each invoice created in QuickBooks shows up in Slack with customer, amount and due date.

Runs: The moment it happens
Apps: QuickBooks
AI: Not needed
Access: com.intuit.quickbooks.accounting

Send this to your assistant

Create a ClickRuntime automation: whenever an invoice is created in QuickBooks, post the customer, total and due date to #invoices in Slack.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

In a business where invoices are created by several people, such as account managers, a billing clerk and recurring templates, nobody has a full view of what is being billed. A sales lead cannot tell whether the customer they just closed was invoiced, and an owner learns about a large invoice only when the customer replies with questions.

The moment an invoice is created in QuickBooks, ClickRuntime receives the notification, fetches the invoice details and posts to Slack the customer name, invoice number, total and due date. Nothing is polled on a timer, so the post appears right when the record does, including those generated by recurring transactions.

It is useful for companies where billing is shared across a team and others rely on knowing what has gone out, including sales leads waiting to hear that a new customer has been billed.

What you get out of it

Sales confirm that billing followed the deal
A rep who closed a contract can see the invoice appear in the channel. That removes the follow-up message to finance asking whether the new customer has been billed. Nobody has to chase finance for status.
Billing mistakes are visible to colleagues
A wrong amount or a missing discount is more likely to be noticed when more people can see the invoice go out. Quick corrections avoid awkward credit memos and confused customers.
Recurring invoices become visible
Templates in QuickBooks create invoices without anyone touching them. Seeing each one in Slack proves the schedule ran, and shows quickly if one was skipped or created for the wrong customer.
A shared log of billing activity
The channel history becomes a lightweight list of what was billed and when. During a month-end close, you can scan it to confirm nothing is missing from the sales you expected to invoice.
Collections begin from a known date
Everyone sees the due date at creation. A customer success manager can plan a check-in near that date, so a payment is nudged before it is late, not chased afterward.

How it works

What happens, step by step

When an invoice is created in QuickBooks, QuickBooks tells ClickRuntime straight away.
ClickRuntime looks up the invoice to find the customer, the amount and the due date.
A message goes to your #invoices Slack channel with those details.

Before it runs live

Connect QuickBooks
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

See every new invoice in Slackjust nowSucceeded

Slack · #invoices🧾 Invoice #1044 for Acme Corp: $2,750.00, due 2026-11-18

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other QuickBooks steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

new_invoice_alert.pyexample

from clickruntime import on_event, credentials, http, notify

REALM_ID = "1234567890"
API = f"https://quickbooks.api.intuit.com/v3/company/{REALM_ID}"

def qb(method, path, **kw):
    headers = {"Authorization": f"Bearer {credentials.connection('quickbooks', 'company')}", "Accept": "application/json"}
    resp = http.request(method, f"{API}{path}", headers=headers, params={"minorversion": 73, **kw.pop("params", {})}, **kw)
    resp.raise_for_status()
    return resp.json()

def query(sql):
    return qb("GET", "/query", params={"query": sql})["QueryResponse"]

@on_event
def handle(event):
    posted = 0
    for note in event.json.get("eventNotifications", []):
        for entity in note["dataChangeEvent"]["entities"]:
            if entity["name"] != "Invoice" or entity["operation"] != "Create":
                continue
            inv = qb("GET", f"/invoice/{entity['id']}")["Invoice"]
            notify.slack(f"🧾 Invoice #{inv['DocNumber']} for {inv['CustomerRef']['name']}: "
                         f"${inv['TotalAmt']:,.2f}, due {inv['DueDate']}", channel="#invoices")
            posted += 1
    return {"posted": posted}

FAQ

Common questions

Does the alert fire when an invoice is edited?

QuickBooks sends separate notifications for creation and updates. This one reacts to creation only, so editing an existing invoice does not post again. Updates can be tracked with a different rule if you want to know about amount changes.

Will it include invoices generated by recurring templates?

Yes. Invoices created automatically by a recurring transaction are new invoice records and QuickBooks reports them the same way as manual ones. The Slack message does not distinguish between the two unless you ask for that.

Can I post to different channels by customer or amount?

Yes. The customer and total are fetched before posting, so rules can route large invoices to a leadership channel or a particular customer's invoices to the account team. Without a rule, everything goes to a single channel.

What permissions does it need?

com.intuit.quickbooks.accounting. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens