Quickbooks Whatsapp Automation
Send instant WhatsApp notifications when a QuickBooks invoice is created and follow up with friendly reminders to improve on-time payments and cash flow.
Why This Workflow Matters
This workflow helps you notify customers the moment a new invoice is ready, using the channel they check most: WhatsApp. Instead of manually emailing or calling, the message goes out automatically with the invoice number and link.
Customers can view and pay their invoice faster, you spend less time chasing payments, and your payment rate improves without extra effort. It’s a simple way to keep cash flowing and customers informed.
How The Automation Works
- Trigger: Invoice created
When you create a new invoice in QuickBooks, that event starts the automation.
- ActiveCampaign Action: Webhook
ActiveCampaign sends a webhook that connects the invoice details (like invoice number and link) to your WhatsApp API.
- WhatsApp Message Sent:
The customer receives this message automatically:
“Your invoice #{{invoice_no}} is ready. View: {{invoice_link}}.”
- Follow-Up Steps: Payment reminder
If the invoice is still unpaid after a period you define, the workflow can send a friendly WhatsApp payment reminder.
- Goal / KPI: Invoice payment rate
The main goal is to increase the percentage of invoices that get paid, and get them paid faster.
Automation Table
| Step | What Happens | Why It Matters |
| 1 | A new invoice is created in QuickBooks. | Every billing event is captured automatically no need to remember manual follow-ups. |
| 2 | The invoice creation triggers the automation in ActiveCampaign. | Ensures a consistent, reliable process every time you bill a customer. |
| 3 | ActiveCampaign sends a webhook with invoice details to your D7 WhatsApp API. | Passes the correct invoice number and link to WhatsApp without manual copying. |
| 4 | A WhatsApp message is sent: “Your invoice #{{invoice_no}} is ready. View: {{invoice_link}}.” | Customers get an instant, direct notification with a one-click path to view the invoice. |
| 5 | The customer can open the link and review or pay the invoice right away. | Reduces friction and delays, helping you get paid faster. |
| 6 | After a set time, the workflow checks if payment has been made. | Keeps track of outstanding invoices without spreadsheets or manual checks. |
| 7 | If still unpaid, a WhatsApp payment reminder is sent automatically. | Gentle follow-up nudges customers, improving your overall invoice payment rate. |
| 8 | You monitor invoice payment rate as the main KPI. | Helps you measure how well the workflow is improving cash flow and on-time payments. |
Whatsapp Message Variations
- `Your invoice #{{invoice_no}} is now available. View and pay it here: {{invoice_link}}.`
- `Hi! Your invoice #{{invoice_no}} is ready. Click to review and pay: {{invoice_link}}.`
- `Invoice #{{invoice_no}} has been issued for your account. View the details and payment options: {{invoice_link}}.`
Who This Workflow is For
This workflow is ideal for:
- Service-based businesses (agencies, consultants, freelancers) sending frequent project or retainer invoices.
- Trades and field services (plumbers, electricians, cleaners, repair services) that invoice after each job.
- Professional services (law firms, accountants, bookkeepers) managing multiple client invoices in QuickBooks.
- Subscription and membership businesses that use QuickBooks to bill clients on a recurring basis.
- SMBs and startups that want a simple, automated way to reduce overdue invoices and improve cash flow with minimal admin work.
Integrate Now
Activate this QuickBooks – Invoice Sent WhatsApp workflow today