Auto-invoice in QuickBooks when a PandaDoc contract is signed

Build me an agent workflow that auto-generates a QuickBooks Online invoice the moment a PandaDoc contract is signed, and pings my AR team in Slack with a recap.

Trigger: a PandaDoc outgoing webhook for document_state_changed where the new status is document.completed (i.e. all signers have signed). Use the document ID from the webhook payload as the seed for the rest of the run. Ignore any other state transitions.

Steps the agent should follow:

1. Call PandaDoc Get Document Details for the document ID in the webhook. From the response, extract the primary recipient (name, email, company), the pricing-table line items (name, description, quantity, price, totals), the document totals and currency, and any payment-terms metadata or tokens on the document.

2. Find or create the customer in QuickBooks. Use Query Entities with a SQL-like query against Customer, matching first on CompanyName, then on PrimaryEmailAddr if no company match. If there is no match, call Create Customer with the contact details from PandaDoc (display name, company, email, billing address if present).

3. Map each PandaDoc pricing-table line to a QuickBooks Item. For each line, first run Query Entities on Item with an exact Name match. If there is no exact match, try a fuzzy match against the closest Item name and record the line as "heuristically mapped" so it shows up in the Slack recap. Do not silently invent items.

4. Call Create Invoice in QuickBooks with the mapped line items, the customer ID from step 2, the document currency, and a due date derived from the contract's payment terms (default to Net 30 if nothing is specified). Then call Send Invoice Email so QuickBooks emails the invoice to the customer at the recipient address from PandaDoc.

5. Finally, use Slack Send a Message to post to a channel I will pick (default #finance-ar) summarizing: customer name, invoice number and URL, total amount and currency, due date, the source PandaDoc document name and link, and a clearly called-out list of any line items that required heuristic mapping so AR can spot-check them.

Use the agent workflow type because line-item-to-item mapping needs reasoning, the agent should surface its uncertainty in the Slack recap, and customer lookup has multiple fallback paths. Do not silently guess. When in doubt, flag it.

Integrations to wire up: PandaDoc (trigger plus Get Document Details), QuickBooks Online (Query Entities, Create Customer, Create Invoice, Send Invoice Email), Slack (Send a Message).

Additional information

What does this prompt do?

Watches PandaDoc for contracts that just flipped to signed.
Pulls the recipient, line items, totals, currency, and payment terms straight from the signed contract.
Looks up the customer in QuickBooks Online and creates them if they are new, then matches each line to the right product or service.
Drafts the invoice, emails it to the customer, and posts a recap in your finance Slack channel that calls out any line the agent had to guess on.

What do I need to use this?

A PandaDoc account where contracts use pricing tables or itemized totals.
A QuickBooks Online login with permission to create customers and invoices.
A Slack workspace and the channel where AR should see the recap.

How can I customize it?

Pick which Slack channel gets the AR recap, for example #finance-ar.
Tune how strict the line-item match needs to be before the agent flags it for review.
Adjust the due date logic, default payment terms, currency, or which contracts qualify (for example only certain templates or tags).

Frequently asked questions

What happens if the customer doesn't exist in QuickBooks yet?

The agent creates the customer using the contact details on the signed contract (name, email, company, billing address) and then drafts the invoice against the new record.

How does the agent match contract line items to QuickBooks products?

It looks for an exact product or service name match in QuickBooks first, falls back to a best guess if there is no exact hit, and flags any line it had to guess on in the Slack recap so AR can spot-check before sending reminders.

Does the customer actually get the invoice automatically?

Yes. After the invoice is created, the agent has QuickBooks email it to the contact on the contract, so the customer receives the bill right after they sign.

What if a contract doesn't have a pricing table?

This works best on contracts with itemized totals. If a signed contract has no priced items, the agent skips invoicing and posts a note in Slack so finance can handle that one manually.

Can the Slack recap go to a private channel?

Yes. You can point it at any channel the connected Slack account can post to, including private channels.