We connect QuickBooks Online to the places where work gets finished: your job software, CRM, timesheets and inbox. AI drafts each invoice from the completed job with your own items and tax codes. You approve it, it goes out with a payment link, and the payment is recorded when it arrives.
Free · 20 minutes · You talk to Syed · Scoped before anything is built
How it runs
QuickBooks Invoicing Running
Paid and recorded
The work is finished
A job marked complete, approved timesheets, a signed proposal or a “please bill” email.
The AI drafts the invoice
Customer, line items, hours, parts, tax codes and PO matched to your QuickBooks setup.
You approve; QuickBooks sends it
One tap from your phone, Slack or email. It goes out from QuickBooks Online with a payment link.
Paid and recorded
Payments sync back to the invoice and your job tool. Overdue invoices queue for a reminder you’ve approved.
A scripted walk-through of a typical quickbooks invoicing conversation — press play.
Finished job to paid invoice
Job #4471 marked complete in Jobber by Marcus · 3.5 h labour · 2 parts used · 4 photos · customer sign-off captured
INV-1043 for Maple & Main Dental is ready. Marcus added a disposal fee that wasn’t on the quote, so I’ve flagged it. Approve as is, or remove that line?
Keep it, their office manager okayed it on site. Approve and send.
Fri 9:12 am · Maple & Main Dental paid INV-1043 online
Finished job to approved, sent invoice in 1 min 10 s. Paid and recorded the next morning.
Set this up for my businessWe follow a recent job from “done” to “paid”: where the details live, who types what and where it stalls. That becomes the mapping between your job tool, your inbox and QuickBooks.
When a job is marked complete, a timesheet is approved or a client emails asking to be billed, the AI drafts the invoice: customer, lines, tax, PO number, photos and sign-off. Anything it can’t match is flagged, never guessed.
Drafts arrive in Slack, Teams or email, showing what was matched and what was assumed. Approve, edit or hold, one at a time or as a batch. Only then is the invoice created and sent with a pay-online link.
Payments made through the link are recorded against the invoice, and the job shows as paid in your job tool. Other deposits are suggested as matches for your bookkeeper to confirm. Unpaid invoices follow a reminder schedule you’ve approved.
Works with the tools you already use
Connected through official APIs where available. Names and logos are trademarks of their owners; no affiliation implied.
The AI prepares invoices and suggests payment matches; it doesn’t post them on its own. Someone on your team approves each invoice before it’s sent. Refunds, credits and write-offs stay manual, and every change is logged.
Invoices use the products, rates and tax codes already set up in QuickBooks or Xero, so GST/HST, PST or QST and US sales tax land the way your accountant expects. A line that doesn’t match is flagged, not invented.
Invoices and payment reminders are transactional messages. Under CASL they don’t need separate consent, but they still name your business and offer a way to opt out. In the US, texts go only to numbers with consent, in line with TCPA rules. Reminders pause when a customer replies.
We connect through QuickBooks’ standard app authorization, which you can disconnect at any time. We store only what the workflow needs and design around PIPEDA in Canada.
Seven electricians and one office manager. About 25 jobs a week finish in Jobber, mostly service calls. Today the office manager rebuilds each one in QuickBooks Online, records payments by hand and sends overdue reminders when there’s time.
About 2–3 hours a week back for the office manager (estimate)
Estimates use typical volumes and include a 20% allowance for overlap and ramp-up. Your audit measures the real numbers.
Most small businesses don’t invoice late because they’re disorganized. The details just live somewhere else. The job notes are in Jobber, the extra part is in a text from the tech, the PO is in an email thread, and someone has to put it all back together in QuickBooks at the end of the week. Then the payment arrives as an e-Transfer with a half-useful memo, and someone has to match that too.
None of it is hard. It’s just retyping, and it lands on the owner or the one person in the office.
When a job is marked complete, the AI builds the invoice from what’s already recorded: the customer, the hours, the parts, the PO and the photos. It uses your own items and tax codes, so the invoice looks like one your office would have made. You check it on your phone or in Slack, approve it, and QuickBooks Online sends it with a payment link.
When the customer pays, the payment is recorded against the invoice and the job shows as paid in your job tool. If an invoice slips past its due date, a polite reminder goes out on the schedule you approved. Field service automation can carry a job from first call to completion, so the invoice is the last step of one flow. For accounts that stay overdue, AI collections adds a fuller follow-up sequence.
We don’t ask you to change your accounting software, your job software or your chart of accounts. If you’re on Xero, the same flow works there. Your accountant keeps the same file, with the job details attached to every invoice. When month-end comes, AI bookkeeping can take on the rest: bank categorization, receipts and the close.
Every engagement is scoped on a call. You’ll know the cost before anything is built.
Last updated October 7, 2026
It works inside the setup you already have: your customers, items, tax codes and invoice numbering. Nothing is posted until a person approves it, and every change is logged so your accountant can see what was created and why.
Xero, yes. The same flow creates sales invoices and records payments through Xero’s API. QuickBooks Desktop needs a different kind of connector, so we’ll tell you on the first call what’s practical for your setup.
Each invoice goes out with a pay-online link through QuickBooks Payments or Stripe, whichever you use. Payments through the link are recorded automatically. E-Transfers and cheques are suggested as matches for your bookkeeper to confirm.
Yes. It reads the email, finds the customer and the job, and builds the lines from your rates and items, with anything unclear flagged. You see the draft next to the original email before you approve it.
No. You approve the reminder schedule and wording once, and you can keep any customer off the list. Reminders stop when a payment arrives or the customer replies, and disputes come straight to you.
It depends on how many invoices you send and which tools are connected. We scope it on a short call and give you a fixed build price and a clear monthly running cost before anything is built.
Bring your call volume, your tools and the part that annoys you most. In 20 minutes you’ll know what it would take — and whether it’s worth doing.
Free · 20 minutes · You talk to Syed · Prefer email? muhammad@sadaat.ca