If you’re sick of copying and pasting from proposals into your invoicing software, you’re not alone. This guide is for anyone using Qwilr to send proposals, quotes, or sales docs, and who wants to automate getting those details into invoices. Whether you’re a freelancer, agency, or a sales team tired of doing the same manual work every week, you’ll find practical steps here—no vague promises, just what works (and what doesn’t).
Let’s get straight to it.
Why Automate Invoices from Qwilr Documents?
Manually creating invoices from Qwilr proposals is a time sink, and let’s be honest—humans make mistakes. Automation isn’t just about speed; it’s about accuracy and not burning out on admin work.
Here’s what you get by automating: - No more copy-paste errors (wrong client, wrong amount, you know the drill) - Faster turnarounds (get paid sooner) - Consistency (every invoice looks the way it should)
But automation isn’t magic. You’ll need to connect the dots between Qwilr and your invoicing tool—most likely using Zapier, Make (formerly Integromat), or custom scripts if you’re so inclined. Qwilr doesn’t have “one-click invoice” built in, so you’ll have to build the bridge. The good news: it’s doable, and you don’t need to be a developer.
Step 1: Identify What You Actually Need
Before you jump into tools, get clear on what “generate an invoice” means for you.
Ask yourself: - Do you need every Qwilr doc to become an invoice, or just when a proposal is accepted? - What info needs to come across? (Client name, company, line items, amounts, due dates…) - Which invoice tool do you use? (Xero, QuickBooks, FreshBooks, Stripe, etc.)
Pro tip: Don’t try to automate every single field or edge case right away. Start with your main workflow—get that solid, then tweak.
Step 2: Make Sure Your Qwilr Docs Are Structured
Automation only works if your data is predictable. If your Qwilr docs are a free-for-all, you’ll struggle.
Do this:
- Use Qwilr’s “Accept” block so clients can sign/accept proposals – this triggers automations.
- Put key info (client name, deal value, deliverables) in predictable sections or use Qwilr’s variables/tokens.
- Consider using tables or itemized sections for line items.
What doesn’t work:
- Relying on random text blocks or creative formatting—the more consistent, the better.
Step 3: Choose Your Automation Tool
Honestly, for 90% of people, you’ll want to use Zapier or Make. Both let you connect Qwilr to most invoicing apps without code.
- Zapier: Easier for beginners, tons of integrations, good docs.
- Make (Integromat): More powerful for complex workflows, but steeper learning curve.
- Custom scripts: Only if you know what you’re doing and have needs Zapier/Make can’t handle.
If your invoicing tool isn’t supported, see if it has a webhook or API—most modern tools do.
Step 4: Set Up Your Trigger in Qwilr
You need something to tell your automation tool, “Hey, time to make an invoice!”
Qwilr offers: - New Accepted Project trigger (when a client accepts a Qwilr doc) - New Project Created (when a doc is made—usually less useful)
You’ll want the “Accepted” trigger 99% of the time.
How to do it in Zapier:
- Create a new Zap.
- Choose Qwilr as the trigger app.
- Select “Project Accepted” as the trigger event.
- Connect your Qwilr account (you’ll need your API key—find it in Qwilr’s settings).
- Test the trigger—accept a test proposal if needed.
Step 5: Parse the Info You Need
Here’s where things get fiddly: you need to extract the right info from the Qwilr doc.
- Zapier and Make will pull in the doc’s fields—name, client, total, etc.
- If you used variables or tables, you can pull those values.
- If you need line items, make sure your Qwilr docs use consistent tables (Zapier can often parse tables, but not always perfectly).
Reality check: If your proposal format is inconsistent, your automation will be too. You may need to tweak your Qwilr templates or do some manual cleanup at first.
Step 6: Set Up the Invoice Action
Now, connect to your invoicing app.
Common options:
- Xero
- QuickBooks Online
- FreshBooks
- Stripe (for simple invoices)
- Google Sheets (if you’re old-school or on a budget)
How to do it in Zapier:
- Add an action step: choose your invoicing app.
- Select “Create Invoice” (or similar).
- Map fields from Qwilr to the invoice: client name, email, line items, amounts, due date.
- Test the step—Zapier will usually let you preview a sample invoice.
Things to watch out for: - If your client data in Qwilr doesn’t match exactly with what your invoicing tool expects (e.g., company names, emails), you may need a lookup step or some data cleaning. - If your invoices require detailed line items, double-check Zapier’s ability to parse Qwilr tables. Sometimes you’ll need to reformat the data.
Step 7: Test Like You Mean It
Don’t just run one test and call it a day.
- Try different types of proposals and clients.
- Break things on purpose: misspell a name, leave a field blank, add extra line items.
- Check the output in your invoicing tool—does everything land where it should?
If you spot issues, fix your Qwilr template or tweak your Zap/automation steps.
Pro tip: Keep your first version simple. It’s way easier to add fields later than to untangle a mess of automations that try to do too much.
Step 8: Go Live (and Monitor)
Once you’re happy with your test invoices, turn the automation on.
- Tell your team (if you have one) what’s changed and how to flag issues.
- Keep an eye on the first few real invoices—don’t assume it’s perfect.
- Set a reminder to review your automation every month or so, especially if you update your Qwilr templates.
What Works, What Doesn’t, and What to Skip
Works well: - Automating simple invoices (fixed fees, single deliverable, predictable format) - Small teams or solo operators who use Qwilr as their main proposal tool
Gets tricky: - Proposals with lots of customization, add-ons, or variable pricing - Pulling detailed line items from custom tables or complex layouts - Matching Qwilr data to existing clients in your invoicing system (if you have lots of repeat business)
Not worth it: - Overcomplicating things—if you spend hours debugging edge cases, ask yourself if it’s really saving you time. - Chasing full automation if your business is highly bespoke; sometimes a hybrid (auto-fill the basics, tweak the rest by hand) is best.
Quick Troubleshooting Guide
- Invoices missing info? Check your Qwilr template—make sure all key fields are filled and named consistently.
- Wrong client or amount? Review your mapping in Zapier/Make. Maybe you’re pulling the wrong variable.
- Duplicate invoices? Make sure your trigger isn’t firing twice—look at your acceptance settings in Qwilr.
- Can’t parse line items? Consider simplifying your Qwilr tables, or use a summary line + attach the proposal to the invoice.
Final Thoughts: Keep It Simple, Iterate As You Go
Don’t aim for perfection on day one. Get an MVP (minimum viable process) running—automate the basics, see where the real pain points are, and improve from there. The best automations are the ones you barely notice because they just work.
Remember, the goal’s not to build a Rube Goldberg machine—it’s to save yourself time and headaches. Start small, fix what’s broken, and you’ll be sending invoices from Qwilr docs without breaking a sweat.