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Sample projectSample project — a concept I built to show how this kind of system works. Not a client job.

Approved job in, invoice out

Greenbank Grounds (fictional), a landscaping and snow-removal company with a busy office and a job-tracking app.

The flow, and the log. One run needed a human; it said so.

The kind of business, and the mess

Jobs get approved in one app. Then someone in the office opens QuickBooks and types each one in again: customer, line items, tax code. On a slow week it's tedious. In the first snow of the year it's a backlog.

And the mistakes are always the same ones. Wrong tax code on commercial jobs, a customer created twice with slightly different spelling.

What the automation does

  1. Triggers when a job is marked approved
  2. Finds the matching customer in QuickBooks, or creates one if there's no match
  3. Creates the invoice with the right line items and tax code
  4. Emails the PDF to the customer
  5. Sends an alert to the office (email or chat) when anything doesn't match, instead of guessing
  6. Produces a weekly reconciliation: approved jobs against invoices created

Stack, and why

A small PHP service on Greenbank's existing hosting, woken by a webhook from the job app and a scheduled task as a backstop, talking to the QuickBooks Online API. Alerts by email, or a chat webhook if the office lives in one.

If they only approved a handful of jobs a week, I'd build this in Make instead and say so. The custom version earns its keep when volume, odd tax rules or a proper log matter.

What a build like this would typically cost

$1,800–$4,000 · 1–3 weeks

A sample band for a build like this, not a quote for yours.

What would move the price

More than two systems in the chain. Payments flowing back from QuickBooks to the job app. Several companies or currencies in one QuickBooks account. A job app without a usable API.

Screens

The alert the office gets when a tax code is missing.
Friday's reconciliation. Every approved job, and the invoice it became.

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