QuickBooks Automation, Invoices & Approvals
Run QuickBooks on autopilot. Keep the veto.
114 actions
An invoice posts or a vendor gets created in QuickBooks before you knew it was happening. Rills proposes every change; you approve before it goes out.
Interactive. No signup. 14 days free · approvals always free.
Most automation fires first, asks later. Rills shows you the change before it ships.
Every consequential accounting action from QuickBooks arrives on your phone first. Approve in seconds. Decline without explaining yourself. Workflows wait, paused at zero cost, until you decide.
Queue 3
Create 3 new vendor records from pending purchase orders?
3 POs with no matched vendor · oldest is 9 days out
Same pattern as last month's supplier onboarding batch
One vendor name near-matches an existing record
Free to wait. Free to think.
Approvals and logic don't cost a credit. Pause a workflow for three hours or three weeks. The price is the same: zero. You only pay when something real happens: an AI call, an outbound action.
Approve from your phone in five seconds.
Swipe right when you're sure. Decline when you're not. Between meetings, mid-coffee, on the train. No dashboard to babysit, no inbox triage, and no surprise send you find out about after it's already out the door.
Routine cases graduate themselves.
Every approval feeds a confidence score for that exact workflow shape. The obvious cases (the ones you've green-lit fifty times) start running on their own. The judgment calls still come to you.
About QuickBooks automation
Accounting entries that fire without a second look are the ones that show up as reconciliation headaches, duplicate invoices, or a vendor record that should never have been created. QuickBooks is quiet when something goes wrong, and by the time you notice, the damage is already in the books.
When QuickBooks runs unsupervised
Automation that writes directly to your books moves faster than your ability to catch mistakes, and accounting errors compound before you find them.
- A Create Invoice operation fires on stale or duplicate data, and two customers get billed for the same job.
- Update Full Invoice ships a corrected amount after the original was already sent, leaving your client with conflicting documents.
- Capture Charge hits a card on file before you have confirmed the work order is closed and accurate.
- Create Vendor posts a duplicate supplier record, splitting payment history across two entries that will break your Trial Balance report.
- Delete Bank Account removes an account mid-period, and your reconciliation falls apart before the month closes.
What Rills does inside QuickBooks
Rills sits between your automation logic and your QuickBooks data, so operations like Update Payment Method, Create Vendor, or Capture Charge queue as proposals instead of running immediately. You see exactly what is about to change, in plain language, before it touches your accounting records.
The charge still goes through; you just see the details before it hits the card.
Why QuickBooks has no triggers and how Rills fills the gap
QuickBooks does not emit events that kick off workflows on their own. Rills compensates by letting upstream tools or schedules drive QuickBooks automation while keeping every resulting write behind an approval step.
- A nightly schedule runs Get Profit and Loss Report and surfaces anomalies, then proposes a correcting journal entry for your review.
- A CRM deal closing in another tool signals Rills to queue a Create Invoice proposal in QuickBooks, ready for you to approve before it sends.
- A scheduled poll on Get Purchase Order statuses flags overdue orders and proposes follow-up actions against the matched vendor record.
- A recurring check on Customer Balance Detail identifies accounts past due and queues an Update Sparse Invoice proposal before any notice goes out.
What Rills can do in QuickBooks
6 of 114 actions across reads, writes, and updates.
- 01
Create Customer
Add a new customer to your QuickBooks account with their contact details and billing information. This ensures all your sales and invoices are linked to the correct customer records for accurate accounting and reporting.
- 02
Create Bill
Record a bill from a vendor or supplier in QuickBooks Online, tracking money you owe for purchases, expenses, or services received.
- 03
Create Invoice
Generate a sales invoice in QuickBooks to bill customers for products or services, tracking what they owe and when payment is due.
- 04
Create Payment
Records customer payments in QuickBooks, allowing you to apply single or partial payments against invoices and credit memos to keep your accounts receivable accurate.
- 05
Create Estimate
Generate a professional pricing quote that you can send to customers before they make a purchase decision, which can later be converted into an invoice when approved.
- 06
Create Vendor
Add a new supplier or vendor to your QuickBooks system so you can track purchases, manage payments, and maintain complete vendor information in one place.
Common questions about QuickBooks automation
How do I automate QuickBooks invoice creation without errors?
Rills drafts the invoice and puts it in your approval queue before anything touches QuickBooks. You review the line items, amounts, and customer details on your phone, then approve or reject. Nothing gets created until you say so, which means no duplicate invoices or wrong amounts going out to clients.
Can I get mobile approvals before QuickBooks invoices are sent?
Yes. Every proposed invoice action waits in a mobile queue for your call. You swipe to approve or reject from your phone before it ships. If the numbers look off or the client name is wrong, you catch it there, not in a support thread after the client already saw it.
How do I automate QuickBooks vendor creation and management?
Rills can propose new vendor records, read existing ones, and flag anything that looks like a duplicate before it goes in. You approve the final record from your phone. Routine vendor additions that follow your patterns can graduate to autonomous over time as Rills confidence scoring learns what you typically approve.
Can Rills automatically update QuickBooks payment methods and invoices?
Rills proposes payment method updates and invoice changes, then waits for your approval before writing anything back to QuickBooks. A wrong payment method update could mean a failed charge or a refund conversation you did not want. You keep the veto on every write action.
How do I automate QuickBooks profit and loss reporting and balance checks?
Rills can pull Profit and Loss reports, Trial Balance data, and Customer Balance Detail on a schedule, then surface anything worth your attention. Read operations like these can run autonomously once you trust the pattern. Write actions, like updating an invoice, still wait for your approval before they go through.
How is Rills different from Zapier for QuickBooks automation?
Zapier fires actions the moment conditions are met. Rills proposes the action and waits for your approval before anything ships to QuickBooks. That difference matters when the action is creating an invoice for a client, updating a payment method, or capturing a charge. You get the automation without giving up the final call.
Does Rills support QuickBooks webhooks or scheduled triggers?
QuickBooks does not push live events into Rills for this integration. Rills works by proposing actions based on the operations you configure, including creating invoices, updating vendor records, and pulling reports. You define when and why actions are proposed; Rills holds them for your approval before anything runs.
How much does Rills cost for QuickBooks automation?
Approvals and workflow logic are free. You only pay when Rills takes a real action, like an AI call or an external API operation inside QuickBooks. Reviewing a proposed invoice, rejecting a vendor update, or checking a report in your queue costs nothing. You pay for actions that actually execute, not for the oversight layer.
Pair QuickBooks with your stack
Cross-tool workflows that propose actions and wait for your approval.
- QuickBooksNotionKeep your Notion workspace in sync with every invoice, payment, and bill you log in QuickBooks.
- NotionQuickBooksTurn Notion database updates into QuickBooks invoices, vendors, and bills automatically
- QuickBooksTicktickTurn QuickBooks activity into Ticktick tasks, with your approval before anything changes
- TicktickQuickBooksTurn completed tasks into invoices and new work into estimates, automatically.