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On a schedule

Keep a Google Sheet of every QuickBooks invoice

Your sheet always lists every QuickBooks invoice with its customer, amount, due date and balance, updated every hour.

Runs
On a schedule
Apps
Google Sheets, QuickBooks
AI
Not needed
Access
com.intuit.quickbooks.accounting (read); sheet editor

Send this to your assistant

Create a ClickRuntime automation: every hour, copy new and changed QuickBooks invoices into my Invoices sheet with customer, amount, due date and balance, updating rows that already exist.

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

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

Why use it

Why teams use this automation

An owner wants the sales team to see which customers have paid, but doesn't want to give everyone a QuickBooks login. So someone exports a report each week, pastes it into a sheet, and by Wednesday it's out of date.

An invoice sheet that refreshes every hour gives the whole team a current view of billing and payments, ready for filters, pivot tables and follow-up notes, without anyone touching the books.

What you get out of it

  • No extra QuickBooks logins

    Sales and account managers see invoice status in a sheet, without access to the rest of your accounts.

  • Always current

    Payments recorded in QuickBooks show in the sheet within the hour, so nobody chases a customer who has already paid.

  • Your own reports

    A sheet makes it easy to build the views QuickBooks doesn't offer, like balances by account manager.

  • No weekly export

    The copy-and-paste job disappears, along with the mistakes it brings.

How it works

What happens, step by step

  1. Every hour, ClickRuntime asks QuickBooks for invoices created or changed since the last run.

  2. It reads the invoice IDs already in your sheet.

  3. Changed invoices have their existing row updated; new ones are added at the bottom.

  4. It remembers when it last ran, so each check only looks at recent changes.

Before it runs live

  • Connect your Google Sheets account and pick the spreadsheets it may use
  • Connect QuickBooks

What you get

RunsOn a schedule
Keep a Google Sheet of every QuickBooks invoicetoday, 9:00Succeeded
Google Sheets · Invoices1047 · Northwind Traders · $2,400.00 · due 2026-11-01 · balance $0.00

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

  • Run it at a different time, more or less often, or only on weekdays
  • 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 Google Sheets and 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.
sync_quickbooks_invoices_to_a_sheet.pyexample
from datetime import datetime, timezone
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, state, report_fetched

SHEET_ID = "your-spreadsheet-id"
API = "https://quickbooks.api.intuit.com/v3/company/1234567890"  # your QuickBooks company id

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

@on_trigger
def run(event):
    since = state.get("since") or "2020-01-01T00:00:00Z"
    invoices = qb("GET", "/query", params={"query": f"select * from Invoice where MetaData.LastUpdatedTime > '{since}'"})["QueryResponse"].get("Invoice", [])
    report_fetched(len(invoices))
    if not invoices:
        return {"summary": "Nothing new"}
    sheets = build("sheets", "v4", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).spreadsheets()
    ids = [r[0] if r else "" for r in sheets.values().get(spreadsheetId=SHEET_ID, range="Invoices!A2:A").execute().get("values", [])]
    new = []
    for inv in invoices:
        row = [inv["Id"], inv.get("DocNumber"), inv["CustomerRef"]["name"], inv["TotalAmt"], inv.get("DueDate"), inv["Balance"]]
        if inv["Id"] in ids:
            sheets.values().update(spreadsheetId=SHEET_ID, range=f"Invoices!A{ids.index(inv['Id']) + 2}", valueInputOption="RAW", body={"values": [row]}).execute()
        else:
            new.append(row)
    if new:
        sheets.values().append(spreadsheetId=SHEET_ID, range="Invoices!A:F", valueInputOption="RAW", body={"values": new}).execute()
    state.set("since", max(i["MetaData"]["LastUpdatedTime"] for i in invoices))
    return {"updated": len(invoices) - len(new), "added": len(new)}

FAQ

Common questions

Does it add a new row when an invoice changes?
No. Each invoice has one row, matched by its QuickBooks ID, and that row is updated when the amount, balance or status changes.
Can it include payments or customers too?
Yes. The same approach works for other QuickBooks records; ask for them on a separate tab.
What happens to deleted invoices?
Their rows are left in place. Ask for a status column that marks them as deleted if you want to filter them out.
What permissions does it need?
com.intuit.quickbooks.accounting (read); sheet editor. 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 each time it runs (on a schedule). Checks that find nothing to do and stop right away aren't counted.
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.

Set up “Keep a Google Sheet of every QuickBooks invoice” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.