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
This bot automates data transfer from your airSlate documents to QuickBooks, enabling efficient management of invoices, customer details, and transaction records.
Use case: A business collects vendor information via an airSlate form. The bot adds this data to the Vendor list in QuickBooks, creating or updating records to ensure accurate supplier details for expense tracking.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Export records 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 base object where the data will be created or updated (for example, Vendor).
Lookup
In the Find record section , select the action that should be performed to the record in QuickBooks:
Action | Explanation |
Always add a new record | A new record will be created every time the bot runs. Use this option if you want to ensure that a new record is always added, without any updates to existing ones.
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Update an existing record | An existing record in CRM will be updated if a matching row is found. Use this option if you want to modify existing records and avoid creating new ones. |
Update a record or create one if none is found | The bot will try to find an existing record in CRM and update it if a match is found. If no match is found, it will add a new record. Use this if you want flexibility — to update existing records or add new ones when needed. |
Tip: If you choose Only update if a match is found or Update or add if no match is found, specify how the bot will find the correct QuickBooks record by matching object fields to document field values, signer details, or custom values.
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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Mapping
In Data mapping, select Map fields. Drag and drop QuickBooks fields onto document fields. Blue highlights show available fields. Mapped field names appear on the canvas.
To add new fields, select Edit document.
To cancel mapping, hover over the connected field name and select Unmap, or click the corresponding icon next to the mapped field in the document.
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.
Note: Testing the bot will update or create a real record in QuickBooks. To prevent changes to actual data, use test records instead of real ones during setup and testing.
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.
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.