First, you will need to register to Zapier that Shortlist leverages to connect with Quickbooks and thousands of other apps.
This tutorial will create a new Bill in QB each time a new invoice in Shortlist is approved.
Once you create your account, go ahead, and click on this link to add the Shortlist app to your Zapier account:
Note, Shortlist Zapier app is currently still in the beta phase so, you will need to click on the above link to access it.
You should see the following screen. Click Make a new Zap:
Step 1. Configure Shortlist connection
From the app list, select Shortlist. While we are in the beta stage, you may see a lot of versions available. Make sure to select 1.02 as per the image below.
Next, Choose Trigger Event. Since we are creating a new Bill in Quickbooks only when the invoice is approved, we need to select "Payment Status Changed"
Now, you should be prompted to Sign In. Go ahead and click on the blue button.
If you are using version 1.02, you will need to enter your API details manually.
Both API ID and API Secret should be obtained from your account manager. Once you get these, complete this form.
For Shortlist URL, follow the pattern in the description, <customer>.shortlist.co where the customer is your account name.
Do not include "https://" or "http://"
If everything went well, you should see the following screen. Click Continue and move to Step 2.
Step 2. Configure a trigger.
Now, we need to Zapier what should trigger the action in Quickbooks.
As we said initially, we will create a new invoice in Quickbooks as soon as that invoice is approved in Shortlist. So go ahead and select Approved
Next, you will get a chance to test your trigger. I would encourage you to do that.
Zapier will pull some sample content from your Shortlist account. As long as you have some approved invoices in your account, it should work fine.
Click Test & Review, and you will get 3 recent invoices pulled.
Great, you are halfway there! Next, we need to tell Zapier what to do when it detects that invoice was approved.
Step 3. Connect your Quickbooks account
Type Quickbooks and select it from the list
Next, let's tell QB what to do. You will see that QB has made a lot of action events possible. In this tutorial, we will use Create a new Bill (Account-Based)
Click Continue and Sign in to your Quickbooks Online account
Agree to connect Quickbooks to Zapier.
You should see the following screen if everything went well. Click Continue to Step 4, where we configure your Action in Quickbooks
Step 4. Configure your Quickbooks action
Final step! Now we will configure an action of creating a new bill in Quickbooks and map the fields with Shortlist.
Starting from the top.
4.1 Due Date
You can leave it blank. Shortlist doesn't pass the due date from the payments.
4.2 Bill Number
Again, you can leave it blank; unless you are using custom payments fields in Shortlist, you won't need this.
Select from the available list of currencies
4.4 Line Items
Note that Shortlist also pulls the fields from the related Task to the Invoice that you can use to populate this section.
For example, for the description, you can use Related Task Name
For the amount, pick Total Amount. This is taken from Shortlist Invoice total amount.
Here you will need to assign the expense to an Account in Quickbooks.
There are two ways for this:
A simple one is to select a generic account name that fits all freelancer expenses, i.e. Contractors.
A more complicated route will allow you to take a code from your task in Shortlist (as long as you have it populated in the task) and map it to the account code in Quickbooks so that every Bill with Quickbooks is created with an appropriate code. This will require adding custom fields to your Shortlist and using Formatter app in Zapier beyond this tutorial's scope.
Finally, we will ensure that the Invoice in Shortlist is linked to a Quickbooks vendor (or freelancer). And if that vendor doesn't exist, we will tell it to create one on the fly.
Click Add a Search Step
And confirm it in the next modal.
You will see Customize Vendor Screen. Map full name to a display name in Shortlist.
Also, make sure to check the item "Create QuickBooks Online Vendor if it doesn't exist yet". Otherwise, your zap will fail if there is a new Vendor in Shortlist.
Lastly, Add Vendor ID as a custom value for Vendor ID.
Step 5. Pushing your Zap live.
When everything is, you should screen as per below.
Now the last step is to turn your Zap ON. Now with every approved invoice, there will new Bill added to your Quickbooks account.