The following instructions will walk you through the most common configurations to integrate LASSO Invoices to QuickBooks® Online using Zapier.
Prerequisites
You need your own Zapier Pro Account.
You need an invitation from LASSO to access the LASSO Zapier App. Ask your Implementation Specialist, CSM, or Support.
You need Admin access to your QuickBooks® Online account.
Review the LASSO Knowledge Base video on GL Account Configuration. Navigate to Help → Integrations → GL Account Configuration.
What to Expect
When you are done configuring the integration, your Zapier workflow will look similar to this:
Configuration Instructions
Step 1: Configure your GL Codes and Defaults in LASSO
Before setting up your Zap, ensure GL Codes and account defaults are configured in LASSO. Refer to the GL Account Configuration video under Help → Integrations → GL Account Configuration.
Step 2: Log into Zapier and create a new Zap
Go to zapier.com and sign in. Click the orange + Create button in the left sidebar and select Zaps. A new Zap canvas will open — click the Trigger box in the center to begin.
Step 3: Search for LASSO and configure the trigger
Type LASSO in the app search bar and select LASSO Software Inc. Set the Trigger event to New LASSO Invoice, connect your LASSO account, and click Continue.
Note
LASSO is an invite-only Zapier app. If you don't see it listed, contact your LASSO Implementation Specialist, CSM, or Support to request access before continuing.
Step 4: Test the trigger and select a sample record out of LASSO
Click Test Trigger. Select Invoice A from the results to use as sample data while configuring your Zap. Then click Continue with selected record
Step 5: Add a Find Customer step in Quickbooks
Add a new action step, select QuickBooks Online, set Action event to Find Customer, and connect your QuickBooks account.
Note
Set Search Field to Name (Display name as in QuickBooks) and Search Value to 1. Customer Name from Step 1. Optionally enable "Create QuickBooks Online Customer if it doesn't exist yet." Testing this step will create a sample customer in QuickBooks — you may wish to skip the test.
Step 6: Translate LASSO Terms to QuickBooks Terms (Lookup Table)
Add a Formatter by Zapier step from the built-in Zapier tools (orange icons). Set Transform to Lookup Table. Set the Lookup Key to 1. Terms from Step 1. Build your lookup table mapping each LASSO Net Terms value to the QuickBooks Terms ID. Set a Fallback Value for unexpected values.
Tip — How to find your QuickBooks Terms IDs
Temporarily add a Create Invoice QuickBooks step, scroll to the Terms field, and click the dropdown. This shows all payment terms in your QuickBooks account with their IDs. Note them down, then delete the temporary step.
Note
LASSO supports: Net 7, Net 10, Net 15, Net 30, Net 45, Net 60, and Due Upon Receipt. Use the Fallback Value to handle Due Upon Receipt or any unexpected value.
Step 7: Add a Find Invoice step in Quickbooks
Add a QuickBooks Online step with Action event Find Invoice. Set Invoice Number to 1. Invoice Number from Step 1. Set Successful if no search results are found to True: step run status is "success". This checks whether the invoice already exists in QuickBooks before creating it.
Step 8: Add a Find Products step in Quickbooks
Add a QuickBooks Online step with Action event Find Products. Set Product Name to 1. Product/Service from Step 1. Set If multiple search results are found to Return all results as line items. Step run status is "success".
Step 9: Add a Paths step — Split into three branches
Add a Paths step from Zapier's built-in tools. This splits the workflow into three branches: one for duplicate invoices, one for new standard invoices, and one for new deposit invoices.
Path A — Invoice Number Already Exists
If 5. ID Exists, the invoice is already in QuickBooks — likely sent a second time by mistake. This path sends a notification email so your team can investigate.
Step 10: Send Email
Use Microsoft Outlook, Gmail, or any connected email provider. Set To Email to the address that should receive alerts. Set Subject to "Invoice number already exists" and include the invoice number and LASSO event link in the Body.
Path B — Create Invoice
Runs when 5. ID Does not exist AND 1. Invoice Type does not exactly match "Deposit". Both conditions must be TRUE.
Step 11 — Create Invoice
Add a QuickBooks Online step with Action event Create Invoice. Configure the fields as shown below.
Note
Since all items are pre-summed at the GL/Product level from LASSO, set Quantity to 1 and use 1. Amount for both Rate and Amount. QuickBooks Online requires Qty x Rate = Amount. The remaining fields can be left blank or filled in as desired.
Path C — Create Deposit Invoice
Runs when 5. ID Does not exist AND 1. Invoice Type exactly matches "Deposit". Both conditions must be true.
Step 12: Create Deposit Invoice
Add a QuickBooks Online step with Action event Create Invoice. Configure the fields as shown below.
Note
The deposit invoice differs from a standard invoice — use 1. Deposit Amount for both Rate and Amount instead of line-item amounts. Set Quantity to 1. Set Product/Service to your QuickBooks deposit product (e.g. "Equipment Rental Revenue").
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