How to Automatically Log Paid Invoices to QuickBooks (Houseler + Zapier)

Bookkeeping is the chore nobody signed up for. You did the job, sent the text invoice, got paid — and now you're supposed to *also* type that sale into QuickBooks. For a solo operator or a small crew, that's an evening a month you'll never get back.

Here's how to make it disappear: connect Houseler to QuickBooks Online with Zapier, so every paid invoice logs itself as a sales receipt. Set it up once; never touch it again.

Early access. The Houseler + Zapier app is in early access — email hello@houseler.com for an invite. New to the connection? Start with How to Connect Houseler to Zapier, then come back.

What you'll build

• Trigger: Houseler → *Invoice Paid*
• Action: QuickBooks Online → *Create Sales Receipt*

That's it — two steps. Houseler hands Zapier a ready-made dollar amount, so there's no math or formatting to fiddle with.

Before you start

You'll need a Houseler account connected to Zapier (see the setup guide), a Zapier account, and a QuickBooks Online account you can connect to Zapier.

Step 1 — Trigger: an invoice gets paid in Houseler

1. Create a new Zap. For the trigger app, choose Houseler.
2. For the event, choose Invoice Paid.
3. Connect your Houseler account (paste your API key from Settings → Integrations if you haven't already), then test. Zapier pulls a recent paid invoice so you have real data to map.

An invoice fires this trigger exactly once — the moment it's marked paid — so you'll never get a duplicate sales receipt for the same invoice.

Step 2 — Action: create the QuickBooks sales receipt

1. Add an action: QuickBooks Online → Create Sales Receipt.
2. Connect your QuickBooks account.
3. Map the fields: - Customer → Houseler customer__firstName + customer__lastName - Amount / Line Amount → Total ($) (totalDollars) — already a clean dollar amount, e.g. 162.38 - Reference / Doc number → invoiceNumber - Date → paidAt
4. Test the step. Check QuickBooks — your sales receipt should appear with the right customer and the right dollar amount.

Turn the Zap on. Done.

Tip: Houseler gives you both a Total ($) field (totalDollars, e.g. 162.38) and a raw Total (in cents) field (total, e.g. 16238). Always map the ($) version into money apps — mapping cents would book a 100× amount.

How fast does it run?

Houseler checks for newly paid invoices every few minutes and runs the Zap automatically. It's reliable rather than instant — expect your QuickBooks entry within a few minutes of the invoice being paid.

Prefer a spreadsheet?

Not on QuickBooks yet? Swap the action for Google Sheets → Create Spreadsheet Row and keep a running revenue log instead — same trigger, same Formatter step, columns for invoiceNumber, the divided total, paidAt, and the customer's name.

Get your evenings back

This is the kind of admin a small service business should never do by hand. Request early access to Houseler + Zapier and let your paid invoices bookkeep themselves.