Automate Invoice Entry to QuickBooks with PDF.co AI Invoice Parser

Step 1: Set Up Webhook to Receive PDFs

• Node: Webhook
• Settings:
  • Field Name for Binary Data: data
• Test: Click "Listen for Test Event", copy the webhook URL, and send a sample file to it.

Success Looks Like: A file is successfully received, showing data0 as its binary name.

Step 2: Upload PDF to PDF.co

• Node: PDF.co API → Upload File
• Settings:
  • Action: Upload File
  • Binary File: true
  • Input Binary Field: data0
  • File Name: file.pdf

Success Looks Like:

{
  "url": "https://pdf-co-temp-files.s3..../file.pdf..."
}

Step 3: Split Multi-Page PDF

• Node: PDF.co API → Split PDF
• Settings:
  • Action: Split PDF
  • URL: ={{ $json.url }} (from upload step)
  • Pages: * (split individual pages)

Success Looks Like:

[
  {
    "body": [
      "https://pdf-co-temp-files.s3.../page1-1.pdf...",
      "https://pdf-co-temp-files.s3.../page2-2.pdf..."
    ]
  }
]

Step 4: Split Array into Individual Items

• Node: Split Out
• Settings:
  • Field to Split Out: body
  • Include: Selected Other Fields
  • Fields to Include: body[]

Success Looks Like: Each PDF page URL becomes a separate workflow item for individual processing.

[
  {
    "body": "https://pdf-co-temp-files.s3.../page1-1.pdf..."
  },
  {
    "body": "https://pdf-co-temp-files.s3.../page2-2.pdf..."
  }
]

Step 5: AI Parse Each Invoice

• Node: PDF.co API → AI Invoice Parser
• Settings:
  • Action: AI Invoice Parser
  • URL: ={{ $json.body }} (from split out step)

Success Looks Like:

[
  {
    "body": {
      "invoice": {
        "invoiceNo": "INV-78904123",
        "invoiceDate": "2025-06-11"
      },
      "lineItems": [
        {
          "description": "Website Design",
          "quantity": "3",
          "total_usd": "$1,485.00"
        }
      ],
      "paymentDetails": {
        "subtotal": "$3,185.00",
        "tax": "$254.80",
        "total": "$3,439.80"
      }
    }
  }
]

Step 6: Transform Data for QuickBooks

• Node: Code
• Language: JavaScript
• Code:

// Process ALL items from the parser, not just the first one
const allItems = $input.all();
console.log(`Processing ${allItems.length} invoices from parser`);

const allInvoices = [];

// Loop through each parsed invoice
for (let i = 0; i < allItems.length; i++) {
  const inputItem = allItems[i];
  console.log(`\n=== Processing Invoice ${i + 1} ===`);
  
  // Get the invoice data - try different possible structures
  let invoiceData;
  
  if (inputItem.json?.body) {
    invoiceData = inputItem.json.body;
  } else if (inputItem.json) {
    invoiceData = inputItem.json;
  } else {
    invoiceData = inputItem;
  }
  
  console.log(`Invoice ${i + 1} data:`, JSON.stringify(invoiceData, null, 2));
  
  // Check if this item has lineItems
  if (!invoiceData.lineItems || !Array.isArray(invoiceData.lineItems)) {
    console.log(`Invoice ${i + 1}: No valid lineItems found, skipping`);
    continue;
  }
  
  console.log(`Invoice ${i + 1}: Found ${invoiceData.lineItems.length} line items`);
  
  // Transform line items for this invoice
  const qbLineItems = invoiceData.lineItems.map((item, index) => ({
    Id: (index + 1).toString(),
    LineNum: index + 1,
    Description: item.description || `Item ${index + 1}`,
    Amount: parseFloat((item.total_usd || item.total || "0").toString().replace(/[$,]/g, '')),
    DetailType: "SalesItemLineDetail",
    SalesItemLineDetail: {
      ItemRef: {
        value: "1", // Replace Item ID
        name: "Services"
      },
      Qty: parseFloat((item.quantity || "1").toString()),
      ItemAccountRef: {
        value: "1",
        name: "Services"
      },
      TaxCodeRef: {
        value: "NON"
      }
    }
  }));
  
  // Add subtotal line
  qbLineItems.push({
    Amount: parseFloat((invoiceData.paymentDetails?.subtotal || "0").toString().replace(/[$,]/g, '')),
    DetailType: "SubTotalLineDetail",
    SubTotalLineDetail: {}
  });
  
  // Create QuickBooks invoice for this parsed invoice
  const invoice = {
    CustomerRef: {
      value: "1", // Replace Customer ID
      name: "Test Customer"
    },
    DocNumber: invoiceData.invoice?.invoiceNo || `INV-${Date.now()}-${i + 1}`,
    TxnDate: new Date().toISOString().split('T')[0],
    CurrencyRef: {
      value: "USD",
      name: "United States Dollar"
    },
    Line: qbLineItems,
    BillAddr: {
      Line1: invoiceData.customer?.billTo?.address?.streetAddress || "123 Main St",
      City: invoiceData.customer?.billTo?.address?.city || "Default City",
      PostalCode: invoiceData.customer?.billTo?.address?.postalCode || "12345"
    },
    TotalAmt: parseFloat((invoiceData.paymentDetails?.total || "0").toString().replace(/[$,]/g, '')),
    TxnTaxDetail: {
      TotalTax: parseFloat((invoiceData.paymentDetails?.tax || "0").toString().replace(/[$,]/g, ''))
    }
  };
  
  console.log(`Invoice ${i + 1} QB format:`, JSON.stringify(invoice, null, 2));
  allInvoices.push({ json: invoice });
}

console.log(`\n=== SUMMARY ===`);
console.log(`Parsed ${allItems.length} items from parser`);
console.log(`Created ${allInvoices.length} QuickBooks invoices`);

// Return ALL processed invoices
return allInvoices;

Success Looks Like: Each parsed invoice transformed into QuickBooks API format.

Step 7: Create QuickBooks Invoices

• Node: HTTP Request
• Settings:
  • Method: POST
  • URL: https://sandbox-quickbooks.api.intuit.com/v3/company/YOUR_COMPANY_ID/invoice (if using Sandbox)
  • Authentication: Predefined Credential Type
  • Credential Type: QuickBooks OAuth2 API
  • Headers:
    • Accept: application/json
    • Content-Type: application/json
  • Send Body: true
  • Body Content Type: JSON
  • Specify Body: Using JSON
  • Body: ={{ $json }}

Success Looks Like: A QuickBooks invoice is created for each document.