Integration
BetaGet supplier invoice data out of PDFs and into QuickBooks
PDFBetter works with QuickBooks through its Zapier and Make apps, with no code. Use it to stop retyping supplier invoices: PDFBetter extracts the fields you choose from each PDF, with the page each value came from, and Zapier or Make creates the bill or expense in QuickBooks Online. Each run of a PDFBetter step counts as one agent & automation run on your plan.
What you can automate with QuickBooks
Bills from emailed invoices: A PDF invoice arrives by email → Extract Data From PDF (supplier, number, date, total, due date) → a bill in QuickBooks.
Scanned receipts: A scanned receipt in a folder → Make PDF Searchable (OCR) → Extract Data From PDF → an expense.
Monthly invoice pack: At month end → Merge PDFs of the month's invoices → one PDF for your accountant.
Set it up
Set it up
You need a PDFBetter account and a Zapier or Make account connected to QuickBooks. There is nothing to install.
Connect PDFBetter
In PDFBetter, go to Settings → Integrations and click Set up in Zapier or Set up in Make, then click Allow and connect when PDFBetter asks.
Add QuickBooks
In the same Zap or scenario, add a QuickBooks step and connect your QuickBooks account in Zapier or Make.
Map and test
Map files and fields between the steps, run a test with a real document, then turn the Zap or scenario on.
The PDFBetter steps to use
The PDFBetter steps to use
Extract Data From PDF, Make PDF Searchable (OCR), Merge PDFs.
In Make the same steps appear in sentence case. Make also offers Watch recipient signatures and Watch new form responses, which aren't in the Zapier app.
Pricing
Pricing
This works on every PDFBetter account plan, including Free. Each PDFBetter step that runs counts as one agent & automation run; triggers and failed steps don't count.
Agent & automation runs per month: 200 on Free, 5,000 on Pro, unlimited (fair use) on Business.
Zapier's tasks or Make's operations, and your QuickBooks plan, are counted by those services as usual.
Plans
What each plan includes
| Free | Pro | Business | |
|---|---|---|---|
| Connect AI agents (MCP) | Included | Included | Included |
| Agent & automation runs per month | 200 | 5,000 | Unlimited |
What it doesn't do
- PDFBetter doesn't connect to QuickBooks directly: Zapier or Make runs the steps between them, so you need an account with one of them.
- Download links in a step's output expire after about 10 minutes, so pass files on within the same run.
- AI steps read a PDF's text layer; run Make PDF Searchable (OCR) first on scanned documents.
QuickBooks + PDFBetter: questions people ask
What if a value isn't on the invoice?
It's returned as missing, never guessed. Add a filter so bills with missing totals or dates go to a person to check instead.
Do I need Zapier or Make to connect QuickBooks?
Yes, one of them. Both connect to QuickBooks and to PDFBetter; pick the one you already use. Make also has triggers for each recipient's signature and new form responses.
Does it cost extra in PDFBetter?
No. It's included on every plan, including Free; each PDFBetter step that runs uses one of your plan's monthly agent & automation runs.
Are my documents stored in PDFBetter?
Files a step works on are imported into your PDFBetter account so the step can process them, and appear in your documents, where you can delete them.