How to Create a Customer or to Create an Invoice depending on the customer status

Still want to know if you need to create two jotforms - a Create a Customer and Create an Invoice. If the customer is already on QBO, I just need an invoice created... However, if they are not yet a customer I need to create one.

Hi Mabyn,

Thanks for reaching up to Jotform Support for help. If I well understood, you would like to make a form showing different fields according to the status of the subscriber, showing an invoice if the subscriber is already a customer at QuickBooks, and showing another form to create a customer at QuickBooks if not.

To do so, the simpler would be to use three forms:

• A main form to ask to the user if he is or is not already a QuickBooks customer
• A form to create a new customer
• A form to create an invoice

Then you'll need to embed each of the two last forms into a separate iFrame as show below:

1. Form the Widgets tab of the Form Elements panel at the left side, drag-and-drop the iFrame Embed widget in your form.
2. Click on the Wander icon to open the Widget Settings.
3. In the Frame URL field, set the URL of one of the forms to be embedded.
4. Then, to make the iFrame hidden by default, click on the Gear icone of the iFrame element.
5. Click on the Advanced tab of the element properties.
6. Set the Hide Field button to ON.

Repeat for the other form to be completed according to subscriber status.

Then, since these forms are hidden by default, you'll need to link a Condition - a conditional logic - to the field which tells the status of the subscriber. At first, you can use a Single Choice element to ask the user if he is a customer or not:

1. Select the Single Choice element from the Form Elements panel on the left side and drag-and-drop it onto your form.
2. Click on the Gear icon to open the Single Choice Properties panel on the right side
3. Click on the Required button to set it ON, to force the subscriber to tell its status.

And then, you'll need to add a Conditional Logic to make the answer from this field to show the iFrame widget related to his answer. This conditional logic is a Condition to Show / Hide Field and of the form:

IF: Are you a subscriber.

STATE: IS Equal To

VALUE: YES

DO: Show

FIELD: Customer widget

To do so, it's easy, let me show you how to:

1. In the Form Builder, select the Settings page of the form.
2. On the left side of the Settings page, click on the Conditions tab.
3. Click on Show / Hide Field.
4. Once the Show / Hide Field page is displayed, define the Condition as explained above.

This generic method has to be adapted to your actual form. If you tell us the URL of your form, we'll be able to apply this method to your form.

Give it a try and let us know if you need any more help.

Thanks for much great information. However, we don't have subscribers. People who order something will have no way of knowing if they are in our Quickbooks system. Only Quickbooks will know that. (We started using QBO in January 2023, prior to that it was Paypal)

QBO would have would have their Email address if they are in the system. Is there a way to do a lookup?

Hi Mabyn,

Thanks for getting back to us. I'm afraid the feature that you are looking for is not available yet. Product or service items should be created at QuickBooks by the user with the exactly same names listed on the users’ Jotform forms in order to create an invoice.

While the feature you’re looking for isn’t currently available, rest assured we’re always working to add new services and features to Jotform. I've gone ahead and escalated your request to our Developer Team. When or if it's developed depends on their workload, how viable it is, and how many other users request it. If there are any updates, we’ll circle back to this thread and let you know.

Thanks for your patience and understanding, we appreciate it.

Dern. I love the order form I created. I guess I cannot use it.

Hi Mabyn,

We highly appreciate your feedback and are sorry to hear that the feature you are looking for is not yet possible with our direct integration with QuickBooks. You might consider using Zapier integration with your form in the meantime. Through Zapier integration, you can trigger to Create a Customer action in Quickbooks:

Here's how to connect the form to Zapier from the Form Builder: How to Use Zapier with Jotform. This way, you can still use the Order Form you created. I hope this alternative also helps. Please feel free to reach back to us if you need further help.

Kris, Yes I think so also. I'm wondering if I need to create a "customer lookup" (if there is such a thing) first as a zap and conditionally then create a new customer if one doesn't exist and then... not sure how to get back to jotform if we just need to create an invoice.

Hi Mabyn,

Thank you for clarifying your used case, and I am sorry for the confusion. You can still directly integrate the form into QuickBooks for the invoice. Then you can simultaneously integrate the form into Zap for the look-up or search action. However, these two actions will be on two different platforms, so having them conditionally processed is impossible.

We appreciate your understanding on this matter.