Create sales receipts in QuickBooks from PDF invoices

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automate pdf invoice extraction with quickbooks online

Not only do manual data entry tasks take hours to complete but they also minimize growth and productivity.

In the past, keying invoice data in QuickBooks wasn't automated and was completed by hand but as your business evolves, so does the volume of invoices. For example, let’s say that you receive a PDF invoice from a supplier – wouldn’t it be easier if there could be an automated workflow to create the sales receipts automatically?

In this guide, you're going to learn how to create sales receipts automatically in Quickbooks accounting software from PDF invoices.

Why automate your Quickbooks accounting?

Let's use Clark Kent as an example. He works at an accounting firm and must daily produce sales receipts from invoices. The PDFs for the various categories of customers are in different formats, and Clark must manually review hundreds of invoices. Then, in order to make sales receipts, he must enter the information from the invoice into QuickBooks.

If you're an accountant, I'm going to assume you can totally relate to that scenario. This process is tedious and to be honest, boring as well!

What if you could automate the invoicing process?

Automated invoice processing allows you to extract data from PDF invoices automatically. Instead of manually copying the “invoice date” for example, and entering it into QuickBooks, you can have workflow automation where data is parsed and sent to QuickBooks in real-time.

Benefits of automating PDF invoice extraction to QuickBooks online

Working with PDF files manually takes time, but combining QuickBooks Online and Parseur can reduce the amount of time spent on manual data entry and boost productivity.

Zero human errors

It goes without saying that using an automated system will significantly reduce human errors. Invoice data entry errors and duplication will disappear as millions of dollars can be lost due to a single tiny error in the billing process.

Cost efficiency leads to increased profitability

It’s difficult to manually track invoices received in PDF formats. Losing those documents can also lead to late payments. With Parseur, you’ll have an automated process the moment a PDF invoice arrives in your mailbox.

Data security and accuracy

When retrieving data manually, data inaccuracy also becomes a problem, and the maintenance of data security is not guaranteed. With the integration of QuickBooks, Parseur, and Zapier, data is encrypted and stored on the cloud server.

Steps to integrate QuickBooks with Parseur

Parseur is a powerful PDF extractor tool with an optical character recognition (OCR) engine. Parseur can extract data from invoices within seconds and export the parsed data to QuickBooks via Zapier instantly.

What you will need:

  • Your QuickBooks account
  • A Parseur account
  • A Zapier account

Here’s how it will work:

  • You receive a PDF invoice which is uploaded or forwarded by email to your Parseur mailbox instantly
  • Parseur extracts specific information from the invoice such as invoice number, invoice date, customer name, and items’ details
  • You set up a workflow between Parseur, Zapier, and QuickBooks Online
  • Each time Parseur receives a PDF invoice, it is automatically sent to QuickBooks

Step 1: Sign up for your free plan and create your Parseur mailbox

Parseur is totally and forever free for a limited number of emails sent per month, with all features enabled. Choose the option “invoices” so PDFs can be processed automatically.

Create my Parseur account
Having a powerful document processing tool can help you automate your business, saving you countless hours of manual work.
Select the option "invoice" for the Parseur mailbox

Select the option "invoice" for the Parseur mailbox

Step 2: Upload your invoice to your Parseur mailbox

You can either upload the PDF invoices directly to the Parseur app or send them via email. If you are choosing to forward your invoices by email, we recommend that you create an auto-forwarding rule.

Upload PDF invoice directly in Parseur

Upload PDF invoice directly in Parseur

Step 3: Create a custom OCR template

Parseur has a built-in library of templates for specific use cases such as invoicing.

In the event that the invoices haven’t been processed automatically, you can always create a custom OCR template.

Parseur is a point-and-click OCR - just highlight the specific information and create data fields for them. We recommend that you make the boxes a bit bigger so that it can capture all of the data.

create ocr template in Parseur

Create OCR template in Parseur

The parsed results will appear like this:

parsed results for QuickBooks

Parsed results for Quickbooks

Step 4: Send extracted invoice data from PDF to Quickbooks

You can send the parsed data to any application you want using the native integration with Zapier. Go to “export’, click on “Zapier and search for QuickBooks online.

Note: You should already have a Zapier and QuickBooks account.

Search for Quickbooks under Zapier

Search for Quickbooks Online under Zapier

Once you click on “use this zap”, you’ll be redirected to your Zapier dashboard.

Zapier dashboard

Zapier dashboard

Connect Parseur with Zapier

Choose the Parseur mailbox and the trigger event correctly “new document processed (with list items)" so that Zapier can retrieve the extracted data.

choose "new document processed (with list items)"

Choose "new document processed (with list items)"

Connect QuickBooks with Zapier to create your sales receipt

Sign in to your QuickBooks account

Sign in to your QuickBooks account

Once connected, customize the data fields using parsed data from Parseur to create the sales receipt in QuickBooks.

Step 5: Send a test from Zapier to QuickBooks

Test the integration and turn the Zap on!

From now on, every PDF invoice sent to this mailbox will be extracted automatically and a new sales receipt will be generated.  If you have any questions on how to integrate Parseur with Quickbooks Online, do not hesitate to reach out to us!

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What is Parseur?

Parseur is a powerful document processing software to extract text from emails, PDFs and documents and automate your workflow. All Parseur features.

Quickbooks logo
What is Quickbooks?

Quickbooks is an accounting software package developed by Intuit. Create invoices, organize your expenses, maintain cash flow, generate profit and loss reports with Quickbooks. More about Quickbooks.

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What is Zapier?

Zapier is a cloud automation tool that connects apps together. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to build the integration.

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