{ "name": "Automate expense reporting from Airtable to QuickBooks", "nodes": [ { "id": "92e68aed-1a03-478b-89d4-5d94e98b3db0", "name": "Airtable Trigger", "type": "n8n-nodes-base.airtableTrigger", "position": [ -120, 1120 ] }, { "id": "0b1822e8-1fcf-4ef0-872d-ec3b50d0ef9d", "name": "Search records", "type": "n8n-nodes-base.airtable", "position": [ 240, 1120 ] }, { "id": "6bd50650-7226-48ad-afe3-c2493e6c50f8", "name": "If", "type": "n8n-nodes-base.if", "position": [ 700, 1120 ] }, { "id": "2d50d1e9-8c4c-4dff-91cb-d39d0c1d0237", "name": "No Operation, do nothing", "type": "n8n-nodes-base.noOp", "position": [ 1580, 1580 ] }, { "id": "5edab364-f81e-47e3-8da4-601b84b3ac19", "name": "Download File", "type": "n8n-nodes-base.httpRequest", "position": [ 1560, 780 ] }, { "id": "84784657-8fad-4e60-aa32-bdf75255ac2f", "name": "Merge", "type": "n8n-nodes-base.merge", "position": [ 2800, 760 ] }, { "id": "02450b3c-81fa-4159-a910-730365a05dfd", "name": "Update record", "type": "n8n-nodes-base.airtable", "position": [ 3840, 760 ] }, { "id": "cb4a1747-f86b-427a-8325-113315392775", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -320, 1300 ], "parameters": { "width": 500, "height": 300, "content": "### Step 1: Airtable Trigger πŸš¦πŸ“‹\n\nThis node triggers the workflow whenever there is a change in the **Created** column, effectively activating when new data is added.\n\nWhy this step is important:\n\n- ⏰ " } }, { "id": "d3c122f4-ce1a-4968-b57a-f8fa3ad261eb", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 60, 780 ], "parameters": { "width": 460, "height": 300, "content": "### Step 2: Airtable Search Records πŸ”πŸ“‹\n\nThis node searches and retrieves all records from a specific Airtable table.\n\nWhy this step is important:\n\n- πŸ”Ž Gathers complete data from the table for processi" } }, { "id": "2bc54880-2d88-41e6-9327-37dd97da3689", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 500, 1280 ], "parameters": { "width": 500, "height": 340, "content": "### Step 3: Status Check (If Node) βœ…βŒ\n\nThis node checks whether the **Status** field is set to **Approved**.\n\n- **True:** Status is Approved; workflow continues.\n- **False:** Status is not Approved; w" } }, { "id": "111d0402-84f5-4f09-b78d-b5b9ead43713", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 1420, 1260 ], "parameters": { "width": 440, "height": 300, "content": "### Graceful Exit (No-Op Node) πŸ›‘βœ¨\n\nThis **No Operation** node acts as a graceful exit for items whose **Status** is not Approved.\n\nWhy this step is important:\n\n- πŸ›‘οΈ Prevents further processing of unap" } }, { "id": "b9847915-663e-4ec6-b815-71b09d28e687", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 1360, 440 ], "parameters": { "width": 480, "height": 300, "content": "### Step 4: Download File from Receipt URL (HTTP Request) πŸ“₯πŸ’»\n\nThis node sends an **HTTP Request** to download the file from the provided **Receipt URL**.\n\nWhy this step is important:\n\n- πŸ“„ Retrieves th" } }, { "id": "6c6f6ede-b978-4351-abe3-cc6226ebc746", "name": "QBO-Create Expense", "type": "n8n-nodes-base.httpRequest", "position": [ 2220, 460 ] }, { "id": "d6f91071-2044-4c56-b940-962a63765b60", "name": "QBO-Upload File", "type": "n8n-nodes-base.httpRequest", "position": [ 3320, 760 ] }, { "id": "b12dc68f-ef24-42a7-801c-54d03e729b67", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 2060, 100 ], "parameters": { "width": 440, "height": 300, "content": "**Step 5 - Create Expense in QuickBooks (QBO) πŸ’ΈπŸ§Ύ**\n\nThis node uses the **Create Expense** operation to add an expense in QuickBooks based on data from Airtable.\n\nWhy this step is important:\n\n- πŸ“Š Autom" } }, { "id": "e0617428-57bd-4fd6-b4cd-afec5931f363", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 2640, 920 ], "parameters": { "width": 480, "height": 340, "content": "### Step 6: Merge Expense and File Data Node πŸ”—πŸ“‚\n\nThis node merges data from the **Create Expense** node and the **Download File** node.\n\nWhy this step is important:\n\n- πŸ”„ Combines expense details with " } }, { "id": "21f9dc2b-852c-43eb-9600-beb33c567bf7", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ 3120, 500 ], "parameters": { "width": 480, "height": 240, "content": "### Step 7: Upload File to QuickBooks (QBO Upload) πŸ“€πŸ§Ύ\n\nThis node uses the **Upload File** operation to attach the downloaded file (e.g., receipt or invoice) to QuickBooks.\n\nWhy this step is important:" } }, { "id": "5e7976bb-8812-407b-b79e-a67f2462e07c", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [ 3680, 940 ], "parameters": { "width": 480, "height": 300, "content": "### Step 8: Update Airtable Record Status βœοΈβœ…\n\nThis node updates the **Status** column of the Airtable records to **Done**.\n\nWhy this step is important:\n\n- πŸ”„ Marks the completion of the workflow for e" } }, { "id": "f270dc7e-492a-4f23-9f65-f4658c3aedde", "name": "Sticky Note9", "type": "n8n-nodes-base.stickyNote", "position": [ -180, 20 ], "parameters": { "width": 600, "height": 440, "content": "### Prerequisites βš™οΈπŸ”—\n\n- Create and connect your **Airtable** account using a **Personal Access Token**.\n- Create a table with the following columns:\n - **Status**\n - **Receipt URL**\n - **Amount**\n" } }, { "id": "a356ca74-915c-4349-9d68-c1a03cdc58f8", "name": "Sticky Note10", "type": "n8n-nodes-base.stickyNote", "position": [ 1500, 1800 ], "parameters": { "width": 440, "height": 300, "content": "### Get in Touch\n\nPlease feel free to reachout to us, if you need any help in settin up this workflow.\n\nWe can also help customize workflow pet the use-case. \n\nReach out us at: getstarted@intuz.com\n\nW" } } ], "connections": { "If": { "main": [ [ { "node": "Download File", "type": "main", "index": 0 } ], [ { "node": "No Operation, do nothing", "type": "main", "index": 0 } ] ] }, "Merge": { "main": [ [ { "node": "QBO-Upload File", "type": "main", "index": 0 } ] ] }, "Download File": { "main": [ [ { "node": "QBO-Create Expense", "type": "main", "index": 0 }, { "node": "Merge", "type": "main", "index": 1 } ] ] }, "Search records": { "main": [ [ { "node": "If", "type": "main", "index": 0 } ] ] }, "QBO-Upload File": { "main": [ [ { "node": "Update record", "type": "main", "index": 0 } ] ] }, "Airtable Trigger": { "main": [ [ { "node": "Search records", "type": "main", "index": 0 } ] ] }, "QBO-Create Expense": { "main": [ [ { "node": "Merge", "type": "main", "index": 0 } ] ] } } }