Send Paige invoices to QuickBooks Online with Zapier or Make

Step 1 — Point Paige at your SFTP server

1. 1

   In Paige, open Settings (the gear at the bottom of the left menu — administrators only), pick the scan job, and choose Export.

2. 2

   Click the FTP card. Enter the FTP Address, Port 22, Username, Password, and in FTP Folder Path a folder for this scan job, such as /paige/invoices.

3. 3

   Click Test Connection. What you should see: FTP connection successful! Connect — Connected to FTP Server! and a green Connected label.

4. 4

   Turn on Enable Auto Export. Under Auto Export Settings, pick your invoice type under Document Types, set Auto Field Entry Complete to Yes, and set Human Reviewed to Reviewed — a bill created from a misread total is a bill someone has to fix, so let a person glance at each invoice in Paige first. Click Save.

Step 2 — Make sure Paige's fields match what a bill needs

Step 3 — Build the automation

Zapier

1. 1

   Trigger: SFTP by Zapier → New or Updated File (connection: Host, Username, Port Number 22, Password), folder = the scan job's folder.

2. 2

   Filter by Zapier: File Name (Text) Ends with .json.

3. 3

   Code by Zapier → Run Javascript, file mapped to the trigger's file:

   const doc = await (await fetch(inputData.file)).json();
   const f = doc.fields;
   return {
     pdf_file: doc.metadata.pdf_file,
     vendor: f["Vendor Name"],
     invoice_number: f["Invoice Number"],
     invoice_date: f["Invoice Date"],
     due_date: f["Due Date"] || "",
     total: (f["Total"] || "").replace(/[^0-9.\-]/g, "")
   };
   

4. 4

   QuickBooks Online → Find Vendor, searching by Name = vendor from step 3. Turn on Create QuickBooks Online Vendor if it doesn't exist yet? so unknown vendors are created instead of failing the Zap.

5. 5

   QuickBooks Online → Create Bill (Account Based). Map vendor to the found vendor, Transaction Date to invoice_date, due_date to due_date, Bill Number to invoice_number, and one line with account set to the expense account you post invoices to and amount = total. Put the invoice number in memo too; it's handy in reports.

6. 6

   SFTP by Zapier → Download File, path = the folder plus pdf_file.

7. 7

   QuickBooks Online → Attach File(s) or Note. Attachment Type File; the record is the bill from step 5; the file is the download from step 6.

8. 8

   Turn the Zap on.

Make

1. 1

   SFTP → Watch files in a folder (connection: Host, Port 22, Auth Type Username and Password), pointed at the scan job's folder.

2. 2

   Filter: File name Ends with .json.

3. 3

   SFTP → Get a file, then JSON → Parse JSON on its data. Run once with a real file so Make learns the fields.

4. 4

   QuickBooks → Search Vendors by name; add a router so that if none is found, QuickBooks → Create a Vendor runs first.

5. 5

   QuickBooks → Create a Bill. Map the vendor, parseDate() of the invoice date and due date, the invoice number as the document number, and one line with your expense account and parseNumber() of the total.

6. 6

   SFTP → Get a file with path = folder plus parsed metadata.pdf_file, then QuickBooks → Upload a File (attachment) linked to the bill from module 5.

7. 7

   Set the schedule and turn the scenario on.

Step 4 — Test it

1. 1

   Process one invoice through the scan job in Paige, review it, and wait for the export.

2. 2

   Check the automation's run history: one run, every step green.

3. 3

   In QuickBooks Online, open Expenses > Bills (or Vendors > Bills). What you should see: the new bill with the vendor, dates, bill number, and total from the invoice, and the PDF under Attachments on the bill. Open the attachment — the text is selectable.

When it doesn't work