Connect QuickBooks to SmartChat.
Connect QuickBooks with one click in the AI Chat. Then invoices, quotes and credit notes reach your contacts on WhatsApp.
How to build the invoice workflow in the AI Chat.
You write the rule in plain sentences. SmartChat AI turns it into an automation and shows it to you.
- 1
Connect QuickBooks
The card in the AI Chat is followed by the QuickBooks sign-in window. There you choose the company and allow access.
I'd like to connect QuickBooks with SmartChat. - 2
Describe the goal
You name the event, the recipient and the content of the message.
Remind contacts about open invoices on WhatsApp, one week after the invoice date. - 3
Set a filter
With a filter on a field, you decide which events count.
Only send the reminder if the status equals open. - 4
Check and start
You see the automation before it runs. You can undo changes later.
Show me the workflow before it starts.
From the invoice to the quote.
Bookkeeping creates moments your contacts would love to hear about sooner. Here are three from three practices and shops.
Tap a moment and the phone changes.
Validity and next step at a glance.
A calm reminder with a clear way to pay.
Pickup times and delivery service are included.
How payment reminders work on WhatsApp.
Personal, not official
The tone stays friendly, and the message clearly states the amount and how to pay.
Follow-up questions in the inbox
If someone replies, you see it in the inbox and decide for yourself.
Approved template
Outside the inbox, SmartChat only sends templates that Meta has reviewed.
How QuickBooks and WhatsApp work together.
An event from QuickBooks reaches the secret webhook address of your automation. A filter checks whether it matches the rule.
Something changes
An invoice is created or paid, just like before in QuickBooks.
QuickBooksThe event goes out
It comes directly from the program or through Make, Zapier or n8n to the webhook address.
webhookThe filter checks
For example "only if status equals paid". Everything else triggers nothing.
FiltersThe message is sent
SmartChat finds the contact by phone number and sends the WhatsApp.
Phone number
Invoices without chasing up.
With paper and phone
- You only find open invoices when you go through lists.
- You write reminders one by one, often too late.
- Customers ask for receipts and numbers by phone.
- Credit notes and corrections never reach customers.
QuickBooks with SmartChat
- The reminder goes to all contacts with an open invoice.
- Receipt, amount and how to pay are in the message.
- Questions land in the inbox, not on the phone.
- You set your rule once, and then it runs on its own.
Even a credit note needs explaining.
Anyone who paid twice gets their money back and wants to know about it. The message answers the question before it's asked.
Clearly stated
Amount, number and receipt are in one message.
No frustration
A friendly explanation takes the tension out of it.
For the whole team
Everyone on the team sees the same reply in the inbox.
These actions are in the QuickBooks documentation.
An automation can carry them out. Which one fits depends on the goal you give SmartChat AI.
- Create every new contact from the landing page as a customer in QuickBooks.
Create customer
A new contact is created as a customer in QuickBooks.
- Create an invoice for the customer after every confirmed appointment request.
Create invoice
A sales invoice is created for a customer.
- Create a quote and tell the contact the amount on WhatsApp.
Create quote
QuickBooks creates a quote that you share with the contact.
- Record the payment as soon as the contact replies Paid.
Record payment
An incoming payment is matched to an invoice.
- Issue a credit note for a double payment and let the contact know.
Issue credit note
An amount is credited to the customer.
- Get the report on outstanding receivables every Monday.
Open items report
QuickBooks creates a report on outstanding receivables.
Frequently asked questions about QuickBooks and SmartChat.
How do I connect QuickBooks with SmartChat?
Write in the AI Chatthat you want to connect QuickBooks. SmartChat AI shows you a card with the button to connect. Then the QuickBooks sign-in window opens, you choose your company and allow access.
Where do I enter my password?
Only in the QuickBooks sign-in window. SmartChat never gets your password.
Does SmartChat replace my bookkeeping?
No. SmartChat doesn't accept money and doesn't do bookkeeping. It sends WhatsApp messages about what happens in QuickBooks.
How does SmartChat find out about an invoice?
An automation with the trigger "Event from an app" gets a secret webhook address. The event comes directly from the program if it sends webhooks, otherwise through Make, Zapier or n8n.
Can I decide which invoices trigger a message?
Yes. A filter on fields allows, for example, "only if status equals open". All other events don't trigger anything.
What happens if QuickBooks only sends IDs?
Some programs send IDs instead of values. Then Make, Zapier or n8n fetches the values and passes them on.
And without a phone number?
Then SmartChat can't send a WhatsApp and skips the step.
Which actions does an automation carry out in QuickBooks?
According to the documentation, these include creating customers, creating invoices, quotes, payments and credit notes, and getting a report on outstanding receivables.
Is this an official QuickBooks app?
No. There is no official partnership between SmartChat and QuickBooks.
How many automations are included?
An automation with QuickBooks counts as an additional one. Free and Starter offer the fixed automation for new contacts, Basic three (one fixed) and Pro as many as you like.
How much does it cost?
Free costs €0, Starter €299, Basic €499 and Pro €999 per month, each plus VAT. Sending and automation runs don't use any credits. You'll find Meta's fees here.
How do I send outside the inbox, and how do people unsubscribe?
SmartChat then sends a template that Meta has reviewed and approved; SmartChat AI writes and submits it. Anyone who writes STOP is unsubscribed immediately and gets nothing more.
Less chasing up of invoices. In 60 seconds your system is ready.
Enter your website, and SmartChat AI builds your landing page, confirmation message and thank-you message. Then you connect QuickBooks in the AI Chat.