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This article is dedicated to users with Leader Elite, Leader, or Musician Pro accounts.

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IMPORTANT

Scope of this Guide: This guide specifically covers Client Invoices (money coming into your business). Musician Payouts (money going out to your band) are handled differently; please refer to our "Musician Payout Automation Guide" for those workflows.

This automation ensures that whenever a client pays a deposit or a final balance via Back On Stage, the invoice is recorded (if it doesn't already exist) and the payment is applied accurately in QuickBooks Online.

🛠 Prerequisites

• Make.com Account: Standard or Pro tier.
• QuickBooks Online: Simple Start, Essentials, Plus, or Advanced.
• Matching Names: Ensure "Client Name" in Back On Stage matches "Display Name" in QBO for the most reliable syncing.

1. The Trigger: Gmail

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When a client pays your invoice in Back On Stage, an automated email is sent to you (the admin) and your client. It contains a PDF copy of the invoice. This email us used as the trigger in this automation and the details are extracted from the contained PDF invoice.

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• Module: Gmail > Watch Emails.
• Filter: from:[email protected] subject:"Thank you for your payment" has:attachment.
• Module: Gmail > List email attachments and media.
  • Return media/file data: Yes.
• Module: Flow Control > Iterator.
  • Array: Attachments[].
• Module: Flow Control > Filter (on the line after Iterator).
  • Condition: Mime Type | Contains | pdf.

2. The Brain: AI Content Extractor