Generate Invoices, Smart Reminders and Send AI-Summarized Reminders with N8N, Jotform and QuickBooks

This workflow automates the entire process of receiving a product/service order, checking or creating a customer in QuickBooks Online (QBO), generating an invoice, emailing it — all triggered by a form submission (via Jotform), and sending invoice reminders.

How It Works

1- Receive Submission

• Triggered when a user submits a form.
• Collects data like customer details, selected product/service, etc.

2- Check If Customer Exists

• Searches QBO to determine if the customer already exists.
• ✅ If Customer Exists: Update customer details (e.g., billing address).
• ❌ If Customer Doesn’t Exist: Create a new customer in QBO.

3- Get The Item

• Retrieves the selected product or service from QBO.

4- Create The Invoice

• Generates a new invoice for the customer using the item selected.

5- Send The Invoice

• Automatically sends the invoice via email to the customer.

6- Store The Invoice In DB

• Stores the needed invoice details in the DB.

7- Send Reminders

• Every day at 8 AM, the automation checks each invoice to decide whether to:
• send a reminder email,
• skip and send it later, or
• delete the invoice from the DB (if it's paid or all reminders have been sent).

Who Can Benefit from This Workflow?

• Freelancers
• Service Providers
• Consultants & Coaches
• Small Businesses
• E-commerce or Custom Product Sellers



Requirements

• Jotform webhook setup, more info here
• QuickBooks Online credentials, more info here
• Email setup, update email nodes (Send reminder email & Send reminders sent summary)
• Create data table with the following columns:
• invoiceId (string)
• remainingAmount (number)
• currency (string)
• remindersSent (number)
• lastSentAt (date time)
• Update Add reminders config node so update the data table id and intervals in days (default is after 2 days, then after 3 days and finally after 5 days )
• LLM model credentials

Not sure about purchasing it? You can book a call with us before making any purchase from here: https://calendly.com/appunits/30min