Custom branded QuickBooks invoices to PDF & email
Automated QuickBooks Invoice to Custom PDF & Email Tired of the standard, boring invoices from QuickBooks Online? This workflow completely automates the process of creating beautiful, custom-branded PDF invoices and emailing them directly to your clients, saving you time and elevating your brand's professionalism. The moment you create an invoice in QuickBooks, this workflow triggers, fetches all the necessary data, and generates a lavish, multi-page-aware PDF invoice complete with your company
At a glance
Custom branded QuickBooks invoices to PDF & email is a ready-made n8n workflow you import as a workflow JSON file — no build required. It connects code, convertToFile, emailSend, extractFromFile. It's free to download. Follow the 5-step import below to go live in minutes.
- Platform
- n8n
- Connects
- code, convertToFile, emailSend, extractFromFile, html, httpRequest
- Modules
- 12
- Price
- Free
- Version
- v1.0

About this workflow
Automated QuickBooks Invoice to Custom PDF & Email Tired of the standard, boring invoices from QuickBooks Online? This workflow completely automates the process of creating beautiful, custom-branded PDF invoices and emailing them directly to your clients, saving you time and elevating your brand's professionalism. The moment you create an invoice in QuickBooks, this workflow triggers, fetches all the necessary data, and generates a lavish, multi-page-aware PDF invoice complete with your company logo and signature. Key Features Fully Automated: Runs instantly when a new invoice is created in QuickBooks. Custom Branding: Automatically fetches your company logo and signature from a URL to place on the invoice. Modern & Professional Design: Uses a premium, multi-column HTML template that is clean, easy to read, and far superior to the default QBO templates. Multi-Page Ready: If an invoice has many line items, the template will intelligently create multiple pages and add a "Page X of Y" footer automatically. Smart Layout: The totals and summary block are designed to never break across pages, ensuring a professional look no matter the length. Automatic Emailing: The final PDF is attached to a beautifully formatted email and sent directly to the customer's email address on file. Prerequisites Before you start, you will need a few things: A running n8n instance. A QuickBooks Online account with API access. A running Gotenberg instance. This is a powerful, open-source tool for converting HTML to PDF. This workflow is designed to connect to its API. You can learn more about it here. Publicly accessible URLs for your company logo and signature image (e.g., hosted on your website or a service like Imgur). Setup Guide Follow these steps carefully to configure the workflow for your own use. Nodes that need your attention are marked with a [!!] prefix. Step 1: Configure the QuickBooks Webhook The workflow starts with a webhook. You need to tell QuickBooks to send information to this webhook. 1. Open the [!!] Listen for New QuickBooks Invoice node. 2. You will see a Webhook URL. Copy the Production URL. 3. Go to your QuickBooks Developer dashboard, select your app, and navigate to the Webhooks section. 4. Paste the n8n URL into the Endpoint URL field and select the Invoice event to subscribe to. Step 2: Connect Your QuickBooks Account 1. Open the [!!] Get Invoice Data from QuickBooks node. 2. In the "Credentials" field, select your existing QuickBooks Online credentials or create a new set. Step 3: Add Your Branding 1. Open the [!!] Fetch Company Logo Image node. In the URL field, replace the placeholder with the public URL of your company's logo. 2. Open the [!!] Fetch Company Signature Image node. In the URL field, replace the placeholder with the public URL of your signature image. Step 4: Update the PDF Generation Service 1. Open the [!!] Generate PDF via Gotenberg node. 2. In the URL field, replace the placeholder with the real URL of your running Gotenberg instance. Step 5: Configure Your Email 1. Open the [!!] Email PDF Invoice to Customer node. 2. In the "Credentials" field, select your SMTP or email service credentials. 3. Customize the From Email and Subject fields. You can also edit the beautiful HTML email body to match your company's tone of voice. Step 6: Activate Your Workflow You're all set! Save the workflow and activate it using the toggle at the top-right of the screen. Now, when you create a new invoice in QuickBooks, this automation will handle the rest. A Note from the Creator Thank you for using this workflow! I believe that professional and automated invoicing is a cornerstone of a great business. This tool was designed to save you time and help you put your best foot forward with every client interaction. If you have any questions or need assistance, feel free to reach out. Website: Email: sales@elegantbiztech.com
How to import this n8n workflow
- 1
Download the workflow JSON file after purchase.
- 2
Open n8n → click the menu → Import from File.
- 3
Select the downloaded JSON and import.
- 4
Set up credentials for each node that requires them.
- 5
Click Execute Workflow to test, then activate.
Setup guide
Setup guide included
Purchase to unlock the full step-by-step guide
Related N8n workflows
Sync lead replies from Google Sheets to GHL CRM & create ClickUp follow-up tasks
Securely call private Google Cloud Run APIs with JWT authentication (simplified)
Manage garage service reminders, pickups and feedback with Airtable, WhatsApp and Gmail
Lead generation agent
Seo blog publishing for Jekyll with GPT-4, GitHub & social sharing
Track SEO keyword rankings with Bright Data MCP and GPT-5.2 AI analysis
Multi-channel customer support automation suite
Automate HubSpot to Salesforce lead creation with Explorium AI enrichment
Reviews
No reviews yet
Be the first to buy and share your experience.
Leave a review
Sign in to share your experience with this workflow.
Create a free account to purchase workflows.
- JSON blueprint — instant download
- Setup guide PDF included
- 5 downloads · valid 30 days
- Works with n8n
Need help setting this up?
Book a 3-hour live setup session with an Agility consultant.
- Configure live on Google Meet / Zoom
- Free follow-up if workflow has defects
- Platform expert assigned to you