Learn how to set up a QuickBooks invoicing flow using Dashpivot and Flowsite — automatically generating invoices in QuickBooks when a docket or form is approved, reducing manual data entry and keeping your billing in sync.
Flowsite connects your Dashpivot workflow data to QuickBooks, triggering invoice creation the moment a form is signed off in the final workflow column. This is designed for teams who capture job or project data in the field and need it reflected in QuickBooks quickly and accurately. This feature is only available on workflow templates and is intended for users managing invoicing processes between Dashpivot and QuickBooks.
Video Walkthrough
Prerequisites
Before you begin, make sure you have the following:
Plan: Flowsite Standard or above (QuickBooks invoicing is not available on the Free plan)
Permission: Flowsite Org Controller
Skills Required: Non-Dashpivot (Flowsite)
Device Type: Computer / Browser
Subscription: Active Dashpivot, Flowsite, and QuickBooks subscriptions. Customers and line items must already exist in QuickBooks before the flow runs.
Step-by-Step Instructions
Note: Use simple direct language. One clear action per step.
1. In the Connections tab, ensure you have active connections for both Dashpivot and QuickBooks.
2. Select the Flows tab at the top and click Add Flow.
3. Select Invoices with the QuickBooks icon.
4. Configure the flow trigger:
Open Dashpivot in a separate tab and navigate to the relevant workflow template.
Copy the 24-character alphanumeric Template ID from the URL bar.
Paste it into the Template ID field in Flowsite. The template will appear on the right-hand side to confirm you have the correct one.
Select the Workflow Column that should trigger the flow — this is usually the final approval column.
5. Select the QuickBooks company that invoices should be sent to.
6. Configure the invoice format in the General section by mapping the source fields for each item. The General section refers to the top-level invoice fields. Map the following from your Dashpivot form to QuickBooks:
Customer — must exactly match the customer name in QuickBooks
Invoice Date
Project (optional) — if used, the project name must match exactly in both Dashpivot and QuickBooks
7. Configure the line items to match your QuickBooks invoice format. Map each Dashpivot field to the corresponding QuickBooks line item field (description, quantity, rate). Use the Add line item source button at the bottom to add more line items as needed.
8. Click Done at the bottom, then Save in the top right corner to finalise your flow setup.
9. Test the flow by submitting a form in Dashpivot and moving it into the trigger workflow column. Check the Runs tab to confirm a successful run and verify the invoice appears in QuickBooks.
Notes
This integration only works with workflow templates. It is triggered when a form is signed off into the designated workflow column.
Each signed form creates one invoice in QuickBooks. Sending multiple forms into a single invoice is not currently supported.
The customer name in your Dashpivot form must match exactly with the customer name in QuickBooks. Flowsite does not create customers automatically.
All line items (products/services) must already exist in QuickBooks before the flow runs. Mismatched or missing items will cause the run to fail.
If using the Project field, the project name must be identical in both Dashpivot and QuickBooks.
Do not rename Dashpivot template fields after a flow has been set up — this will break the field mapping and cause run errors.
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 this into the Template ID field in Flowsite — the template name will appear on the right to confirm it's correct.
Q: Which workflow column should I use as the trigger?
A: Typically the last (final approval) column in your workflow. This ensures the invoice is only created once the docket has been fully approved.
Q: What happens if the customer doesn't exist in QuickBooks?
A: The run will fail with a "Customer could not be found" error. Ensure the customer exists in QuickBooks and that the name matches exactly — including spacing and capitalisation.
Q: Can I send multiple forms into a single invoice?
A: Not currently. Each signed form creates one separate invoice in QuickBooks. Multi-docket invoicing is available for Xero but not yet supported for QuickBooks.
Q: Which plan do I need?
A: QuickBooks invoicing is available on the Flowsite Standard plan and above. It is not available on the Free plan.