> ## Documentation Index
> Fetch the complete documentation index at: https://helpdocs.getthread.com/llms.txt
> Use this file to discover all available pages before exploring further.

# QuickBooks Invoice Draft

> 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.

<Info>
  **Category:** Finance & Billing · [View source ↗](https://github.com/bryan-getthread/skills/blob/main/skills/finance-and-billing/quickbooks-invoice-draft/SKILL.md)
</Info>

**Connectors:** `Zapier: QuickBooks`

**Role:** [Service & Ops Manager](/start-here/roles/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.

## Prompt

```
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.
```


## Related topics

- [Zapier QuickBooks Time & Billing](/skill-library/connectors/zapier-quickbooks-time-billing.md)
- [QuickBooks Online Issues](/skill-library/troubleshooting-playbooks/quickbooks-online-issues.md)
- [QuickBooks Desktop Multi-User](/skill-library/troubleshooting-playbooks/quickbooks-desktop-multiuser.md)