Automate Invoice Creation & Smart Reminders with Jotform, QuickBooks & Outlook AI

Description

Generate Invoices and Send Reminders for Customers with Jotform, QuickBooks and Outlook
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
Receive Submission
Triggered when a user submits a form.
Collects data like customer details, selected product/service, etc.

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.

Get The Item
Retrieves the selected product or service from QBO.

Create The Invoice
Generates a new invoice for the customer using the item selected.

Send The Invoice
Automatically sends the invoice via email to the customer.

Store The Invoice In DB
Stores the needed invoice details in the DB.

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), more info about Outlook setup here
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