Create a Customer Record in QuickBooks from a New Plan Subscription

8 min setup

No coding required

Runs automatically

Effortlessly manage customer records by automatically creating them in QuickBooks when users subscribe to a plan. This workflow uses Mantle to instantly capture subscription events and sync details, ensuring accurate records. Save time and eliminate manual data entry, keeping your accounting up-to-date and organized.

How it works

8 steps to start creating QuickBooks customers from Mantle app subscriptions automatically

New Mantle Plan Subscription

App connector: [Mantle](/content/apps/mantle/integrate "View Mantle integration page"/index.html)• Time to complete: 0 minutes (Auto-configured)

Why this matters: This trigger captures new paying subscribers the moment they commit to your app, enabling immediate accounting system setup that ensures proper invoicing and financial tracking from day one.

Retrieve Customer

App connector: [Mantle](/content/apps/mantle/integrate "View Mantle integration page"/index.html)• Time to complete: 0 minutes (Auto-configured)

Why this matters: Fetches complete merchant profile data from Mantle including business details, billing address, contact information, and app installation history needed to create comprehensive QuickBooks customer records.

Loop Through App Installations

App connector: [Loop](/content/apps/loop/integrate "View Loop integration page"/index.html)• Time to complete: 0 minutes (Auto-configured)

Why this matters: Processes each app installation individually when merchants subscribe to multiple apps, ensuring proper customer record creation for each subscription relationship in your accounting system.

Query QuickBooks Customer

App connector: [QuickBooks](/content/apps/quickbooks/integrate "View QuickBooks integration page"/index.html)• Time to complete: 0 minutes (Auto-configured)

Why this matters: Checks if a QuickBooks customer already exists with the merchant's email address, preventing duplicate customer records and maintaining clean accounting data when merchants resubscribe or were entered manually.

Path - No Existing Customer

App connector: [Paths](/content/apps/paths/integrate "View Paths integration page"/index.html)• Time to complete: 0 minutes (Auto-configured)

Why this matters: When no matching customer exists in QuickBooks, this path creates a new customer record from the Mantle subscription data, establishing proper accounting records for first-time subscribers.

Create QuickBooks Customer

Why this matters: Establishes a complete customer profile in QuickBooks with all merchant details, billing address, and app-specific notes, ensuring proper invoicing and financial tracking for new app subscribers.

Path - Has Existing Customer

App connector: [Paths](/content/apps/paths/integrate "View Paths integration page"/index.html)• Time to complete: 0 minutes (Auto-configured)

Why this matters: When a matching customer exists in QuickBooks, this path updates their record with current Mantle data, ensuring customer information stays synchronized even if merchants update their billing details or business information.

Update QuickBooks Customer

Why this matters: Refreshes the existing QuickBooks customer record with current merchant information from Mantle, maintaining data accuracy for customers who have changed their billing details or contact information.

Frequently asked questions

What happens if a merchant's email changes?

The workflow searches by email, so if a merchant changes their email in Mantle, the workflow will create a new QuickBooks customer instead of updating the existing one. Consider adding logic to search by Shopify domain or Mantle customer ID instead if email changes are common for your merchants.

Can I customize which fields sync to QuickBooks?

Yes, edit the "Create Customer" and "Update Customer" steps to add or remove fields from the body. You can include additional Mantle customer fields or remove fields that aren't relevant to your accounting needs. Just ensure required QuickBooks fields (DisplayName, PrimaryEmailAddr) remain populated.

Will this sync historical customers or only new subscribers?

This workflow only triggers for new subscriptions after you activate it. To sync existing customers, you'll need to create a separate one-time workflow that retrieves all Mantle customers and processes them in batch, or manually export/import them to QuickBooks.