Raise QuickBooks invoices from Podio projects marked ready

Start this workflow from a Podio webhook on my Projects app so it fires whenever an item in that app is updated. Every step here is a fixed field mapping with no judgement required, so build it as a deterministic code workflow.

The first job is to guard the run. A Podio item update webhook fires on every single edit, so before doing any work, check the project's status field. If the status is anything other than Ready to invoice, exit quietly: no error, no message, no records created. Then check the invoice number field on the same item. If it is already populated, this project has been billed before, so exit quietly as well and do not raise a second invoice. Only continue when the status is Ready to invoice and the invoice number field is still empty.

Read the project record with the Podio Get item action, using the item id from the webhook payload. From that item, pick up the client name, the billable line items with their descriptions and amounts, and the payment terms field.

Look the client up in QuickBooks Online with the Query Entities action. QuickBooks has no dedicated customer search operation, so query the Customer entity with a filter on the display name matching the client name from the Podio record. If the query returns a match, use that customer id. If it returns nothing, create the client first with the Create Customer action using the client name from the project record, and use the id that comes back.

Raise the bill with the QuickBooks Create Invoice action against that customer. Map each billable line item from the Podio project to an invoice line with its description and amount. Derive the due date from the payment terms on the project record: Net 15 is the invoice date plus 15 days, Net 30 plus 30 days, Net 60 plus 60 days, and Due on receipt is the invoice date itself. If the payment terms field is empty, fall back to Net 30.

Write the billing state back onto the Podio project so the record never drifts out of sync with QuickBooks. Use Update item field values to set the invoice number field to the document number QuickBooks returned and the invoice total field to the invoiced amount.

Finally, post a short confirmation to my finance channel with the Slack Bot Send a Message action: the client name, the project name, the invoice number, the total, and the due date, in one or two lines. Keep it brief, since this is a receipt rather than a report.

If the QuickBooks invoice fails to create, do not write anything back to the Podio item, and post a short failure notice to the same finance channel naming the project so someone can pick it up manually.