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QuickBooks Online Automations for Accountants and Bookkeepers

Free, step-by-step Make, n8n, and Zapier workflows that read from or write to QuickBooks Online: bills, invoices, AR aging, bank feeds, and donations.

15 recipes, 3 tested so far. Tested recipes are listed first and show the date and setup they were tested in. Also see the free month-end close checklist.

How to Catch Duplicate Bills in QuickBooks Online (Free Make Automation)

Scan the last 90 days of QuickBooks bills for the same vendor and amount within 30 days, and get a draft email listing the possible duplicates.

Tested on 2026-10-16 in MakeMakeAccounts payableIntermediateHuman check: Low

Saves ~1-2 hrs/month

QuickBooks Online Overdue Invoice Reminders: Automate with Make

Find every open QuickBooks invoice that's past its due date and create a draft reminder email for each one.

Tested on 2026-10-16 in MakeMakeAccounts receivableBeginnerHuman check: Medium

Saves ~2-3 hrs/month

Weekly AR Aging Report from QuickBooks Online, Emailed Automatically (Make)

Every week, get a draft email with open invoices grouped by customer and aged into Current, 1-30, 31-60, 61-90, and 90+ day buckets, sorted by who owes the most.

Tested on 2026-10-16 in MakeMakeAccounts receivableAdvancedHuman check: Low

Saves ~1-2 hrs/month

Assemble a monthly board report packet (Make)

Put P&L and balance sheet figures into a Google Docs template and save the PDF to the board folder.

MakeReportingAdvancedHuman check: Medium

Saves ~3-5 hrs/month

Draft variance (flux) commentary with AI (n8n)

Pull P&L numbers for this month and last, flag big swings, and get draft questions and commentary.

n8nMonth-end closeAdvancedHuman check: High

Saves ~3-5 hrs/month

Flag possible duplicate vendor invoices (n8n)

Once a week, scan recent bills for the same vendor and amount, or the same invoice number, and email a list of suspects.

n8nAccounts payableIntermediateHuman check: Medium

Saves ~1-2 hrs/month

Get Slack alerts for large bank transactions (Zapier)

Get a message whenever a bank-feed transaction over a set amount shows up in QuickBooks.

ZapierBank reconciliationBeginnerHuman check: Low

Saves ~1 hr/month

Get a weekly AR aging summary written by AI (n8n)

Every Monday, pull AR aging and get a plain-English summary of who to chase.

n8nAccounts receivableIntermediateHuman check: Low

Saves ~1-2 hrs/month

Get overdue invoice reminders from QuickBooks (Zapier)

Create a draft reminder email whenever a QuickBooks invoice comes due.

ZapierAccounts receivableBeginnerHuman check: Medium

Saves ~2-3 hrs/month

Match a bank CSV against the ledger in a sheet (n8n)

Drop a bank CSV in a folder and get a sheet of matched and unmatched items.

n8nBank reconciliationAdvancedHuman check: High

Saves ~3-6 hrs/month

Monthly grant budget vs. actual (Make)

Pull actuals by class from QuickBooks into each grant's budget sheet.

MakeNonprofit grants & donorsAdvancedHuman check: High

Saves ~3-5 hrs/month

Record online donations in QuickBooks (Zapier)

Create a QuickBooks sales receipt for each Stripe donation.

ZapierNonprofit grants & donorsIntermediateHuman check: Medium

Saves ~2-4 hrs/month

Track missing W-9s for new vendors (Make)

Log every new QuickBooks vendor in a W-9 tracker sheet and remind yourself until the form is received.

MakeAccounts payableBeginnerHuman check: Medium

Saves ~2-4 hrs at year-end

Turn a signed order form into a QuickBooks invoice (Make)

When an order form comes in, find or create the customer and create an invoice.

MakeAccounts receivableIntermediateHuman check: Medium

Saves ~2-4 hrs/month

Turn emailed vendor invoices into QuickBooks bills (n8n)

Watch an AP inbox, pull the fields out of PDF invoices with AI, and create a bill in QuickBooks Online for review.

n8nAccounts payableIntermediateHuman check: High

Saves ~3-5 hrs/month

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Xero automations Accounts payable automation Month-end close automation All recipes