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When time-and-materials work on a ticket is done and you want a QuickBooks invoice drafted from its time entries — created as a draft, never sent.
Zapier: QuickBooks
Role: Service & Ops Manager
Outcome: Time & Cost Savings (Capacity)
When to use: “Invoice the T&M work on this ticket in QuickBooks” / “draft an invoice from the time entries on <ticket>” / “bill out last week’s project tickets for <client> — drafts only.”
Run it: on one ticket (its T&M work) — run it manually. Never a Flow: creating invoices is a deliberate, approval-gated human act.
Build a QuickBooks invoice from a ticket's logged time entries for T&M work — line items from
real entries, matched to the right QuickBooks customer — created as a DRAFT for a human to
review and send.
1. Read the ticket(s) with full time entries. Confirm with me that this work is T&M/billable
outside a fixed-fee agreement — if coverage is unclear, stop and route to the scope
question first (Out-of-Scope Billing Flag); never invoice work that might be
agreement-covered.
2. Build the line items strictly from time entries: date, tech, duration, entry description,
billable flag. Include only entries marked billable. Rate: use the rate I specify (or the
standard T&M rate) — never guess a rate.
3. Show the draft to me in chat first: customer, line items, quantities, rate, subtotal, and
which entries were excluded (non-billable or zero-duration) and why. Get an explicit "yes,
create it" before touching QuickBooks.
4. Find the customer in QuickBooks using the client's billing name. Exact/unambiguous match
required — if multiple or zero candidates, list them and ask; never attach an invoice to a
guessed customer.
5. Create the invoice in QuickBooks as a DRAFT. Do NOT send it — no "Send Invoice", no email
delivery, ever, regardless of how the request is phrased.
6. Leave a plain-text note: invoice drafted in QuickBooks, date range and hours covered,
awaiting review by me. Output the recap with the invoice reference.
Guardrails: money-moving actions are draft + approval-gated — this skill creates draft invoices
only and NEVER sends one; if asked to send, decline and hand off (sending is a deliberate human
act in QuickBooks). Time-entry evidence is the source of truth: every line item traces to a
real entry — no estimated, rounded-up, or "remembered" hours; if entries are missing, fix time
capture first (Time Entry Revenue Audit). Never state the work is billable per the agreement
without agreement evidence — my confirmation is recorded in the note as the authorization.
Confidence gate on customer matching: exact match or ask. Requires the member's Zapier
connector with QuickBooks connected; if unavailable, degrade to producing the invoice as a
structured text block for manual entry. One ticket's work per invoice unless I explicitly ask
to combine; never merge multiple clients into one invoice under any circumstances.
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