The QuickBooks Invoicing Integration via Flowsite allows you to automatically generate QuickBooks invoices from approved Dashpivot dockets — eliminating manual data entry, reducing billing errors, and keeping your invoicing in sync with your field data.
Many teams manually copy values from Dashpivot dockets into QuickBooks invoices. This is time-consuming and prone to errors. With Flowsite, once a docket is approved and moves into the final workflow column, an invoice is automatically created in QuickBooks with all the corresponding line items, quantities, rates, and customer details already populated.
This integration is designed for field-based teams who capture job, plant, and materials data in Dashpivot and need it reflected in QuickBooks quickly and accurately.
Video Walkthrough
How It Works
The integration follows a simple trigger-and-map flow:
Trigger — When a docket form is signed off and moves into the final workflow column in Dashpivot, Flowsite detects the event and triggers the flow.
Map — Flowsite maps the Dashpivot fields to the corresponding QuickBooks invoice fields. For example: quantity → quantity, rate → rate, material → description.
Create — A new invoice is created in QuickBooks under the correct customer, with all line items, amounts, and dates populated automatically.
Confirm — You can verify the result in the Runs tab in Flowsite and check the invoice directly in QuickBooks under Sales → Invoices.
Each signed and approved docket creates one corresponding invoice in QuickBooks. Multiple tables in a single Dashpivot template (e.g. plant and materials) can be mapped as separate line item sources within the same invoice.
Requirements
Plan: Flowsite Standard or above (not available on the Free plan)
Connections: Both Dashpivot and QuickBooks must be connected to your Flowsite workspace
Template type: Workflow templates only — standard templates are not supported
QuickBooks setup: Customers and line items (products/services) must already exist in QuickBooks before the flow runs
Supported Configurations
The following configurations are currently supported:
Single docket → Single invoice: One signed Dashpivot form creates one invoice in QuickBooks
Multiple line item sources: Multiple tables within the same docket (e.g. plant and materials) can be mapped as separate line item groups on the same invoice
Project mapping (optional): You can optionally map a Project field from Dashpivot to QuickBooks. Project names must match exactly in both systems and must be associated with the correct customer in QuickBooks
Not currently supported:
Multiple dockets into a single invoice (available in Xero, not yet in QuickBooks)
Updating or overwriting an existing QuickBooks invoice
Automatic creation of customers or line items in QuickBooks
QuickBooks Payroll integration (invoices only)
Set Up the Integration
FAQs
Q: Does this work with all Dashpivot templates?
A: No — only workflow templates are supported. The trigger is the form being signed off into the final workflow column. Standard templates without a workflow are not supported.
Q: What happens when I sign a docket?
A: Once the form reaches the final workflow column, Flowsite automatically maps the docket data and creates a corresponding invoice in QuickBooks. You can confirm the result in the Runs tab in Flowsite.
Q: Can I send multiple dockets into one invoice?
A: Not currently. Each signed docket creates one separate invoice in QuickBooks. Multi-docket invoicing is available in the Xero integration but is not yet supported for QuickBooks.
Q: The run failed with "Customer could not be found." What do I do?
A: The customer name in your Dashpivot form must match the customer name in QuickBooks exactly — including spacing and capitalisation. Flowsite does not create customers automatically. Correct the name in Dashpivot and re-sign the form.
Q: The run failed with "Item could not be found." What do I do?
A: The line item (product/service) referenced in your docket must already exist in QuickBooks with an exact name match. Check that the item exists in QuickBooks and that the name matches what's in your Dashpivot template.
Q: My run shows a warning about missing quantity or rate. What does that mean?
A: The flow will still run but some line items may be incomplete. Make sure all line items in your Dashpivot docket have both a quantity and a rate filled in before signing off.
Q: Can I use the Project field in my invoice?
A: Yes — Project is an optional field you can map in your flow. The project name must be identical in both Dashpivot and QuickBooks, and must be associated with the correct customer in QuickBooks. If the project is not found, the run will fail with a "Project could not be found" error.
Q: Can I update an existing invoice after it's been created?
A: No — invoice updates are not currently supported. Each docket submission creates a new invoice. If a docket is re-signed, a new invoice will be created rather than updating the existing one.
Q: Which Flowsite plan do I need?
A: QuickBooks invoicing is available on the Flowsite Standard plan and above. It is not available on the Free plan.
Q: Can Flowsite connect to QuickBooks for payroll?
A: No — the QuickBooks integration currently supports invoices only. Payroll is not supported.