Learn how to automatically create QuickBooks invoices from signed Dashpivot forms using Flowsite — eliminating manual data entry and keeping your billing in sync.
Flowsite connects your Dashpivot field data to QuickBooks, allowing you to automatically generate invoices when a workflow form is signed. This is ideal for teams who capture job or project data in the field and need it reflected in QuickBooks quickly and accurately. This feature is available on the Flowsite Standard plan and above (QuickBooks invoicing is included by default as of May 2025).
Note: This integration only works with workflow templates and is triggered when a form is signed off into the final workflow column. Each signed form creates one invoice in QuickBooks — bulk or multi-form-to-one-invoice is not currently supported.
Prerequisites
Before you begin, make sure you have the following:
Plan: Flowsite Standard or above — QuickBooks invoicing is included by default
Permission: Flowsite Org Controller (to set up the connection and create flows)
Required Skill: Non-Dashpivot (Flowsite)
Device Type: Desktop
Subscription: Active QuickBooks account with permission to create invoices; customers and line items must already exist in QuickBooks before the flow runs
Step-by-Step Instructions
Log in to your Flowsite workspace and navigate to the Connections tab.
Click Connect under QuickBooks and complete the authorisation flow — you will be redirected to QuickBooks to select the company you want to connect.
Once connected, go to the Flows tab and click Add Flow.
Select Invoices with the QuickBooks icon.
Give your flow a name under Flow Name (e.g. the project or client name).
Open Dashpivot in a separate tab and navigate to the relevant workflow template. Copy the 24-character alphanumeric Template ID from the URL bar and paste it into the Template ID (required) field in Flowsite. The template will appear on the right-hand side to confirm it's correct.
Select the Workflow Column that should trigger the flow — this is usually the final approval column.
Select the QuickBooks company the invoice should be sent to.
In the General section, map the required fields from your Dashpivot form to
QuickBooks:
Customer — must exactly match the customer name in QuickBooks
Date
Project (optional) — if used, must match exactly in both Dashpivot and QuickBooks
Map your line items — set the source for Product, Quantity, Rate, and Description from your Dashpivot form fields. Use Add line item source to add more line item tables if needed.
Click Save in the top right corner to finalise your flow.
Test the flow by signing a form in Dashpivot and moving it into the trigger workflow column. Check the Runs tab in Flowsite to confirm the run was successful, then verify the invoice appears in QuickBooks.
Notes
The customer referenced in the form must already exist in QuickBooks with an exact name match — including spacing and capitalisation. Flowsite does not create customers automatically.
Line items (products/services) must already exist in QuickBooks before the flow runs. Mismatched or missing items will cause the run to fail.
Do not rename Dashpivot template fields after a flow has been set up — this will break the field mapping and cause run errors.
Date fields should use a plain date format (YYYY-MM-DD) for best compatibility.
FAQs
Q: Where do I find the Template ID in Dashpivot?
A: Open the relevant template in Dashpivot and copy the 24-character alphanumeric string from the URL bar. Paste it into the Template ID (required) field in Flowsite — the template name will appear on the right to confirm it's correct.
Q: Can I send multiple forms into a single QuickBooks invoice?
A: Not currently. Each signed form creates one separate invoice. Multi-docket invoicing is not yet supported for QuickBooks (it is available for Xero).
Q: What happens if the customer doesn't exist in QuickBooks?
A: The run will fail with a "Customer could not be found" error. Make sure the customer name in your Dashpivot form matches exactly what's in QuickBooks — including spacing and capitalisation.
Q: Can I update an existing invoice after it's been created?
A: Invoice updates are not currently supported. Each form submission creates a new invoice.
Q: Which plan do I need?
A: QuickBooks invoicing is included in the Flowsite Standard plan and above. It is not available on the Free plan.