This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
The bot automates attaching completed airSlate documents like invoices, purchase orders, or contracts to QuickBooks records. This eliminates the manual process of downloading completed airSlate documents and uploading them to QuickBooks.
Use case: A business generates invoices in airSlate and sends to a customer. The signed invoice is automatically attached to the customer’s QuickBooks record.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Export file to QuickBooks bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
Note: Currently, only the Sandbox environment is available. The Product environment will become available in a later bot version.
In Source, select and connect your QuickBooks account.
To connect a new account , select Add new connection. For the QuickBooks instance, select Sandbox.
Select the QuickBooks destination object (for example, Customers).
Tip: The uploaded documents will appear in Attachments of the record’s Details section.
Selecting documents
In Documents, select the documents to attach to the QuickBooks record.
It is also possible to export a document as an archived ZIP file. To enable this action, select the corresponding checkbox.
Lookup
In Find record, specify how the bot will find the destination record data by matching QuickBooks object fields to document field values, custom values, or signer details.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer details | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Text input | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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Testing
In the Test section, check how the bot works by selecting Test. You will see a success message if everything is set up correctly. If there are issues, review the connection, mapping, or trigger configuration.
If you skip testing by selecting Skip testing, you may miss issues with the bot setup. Testing is recommended to ensure everything works as expected.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Without defined conditions, the bot will default to activating whenever recipients complete the documents or the previous element (for example, another bot) finishes its job.
Best practice: If you configured the lookup to locate the QuickBooks starting record, set conditions to ensure the lookup field is not empty.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.