Automate Review Requests in GoHighLevel When QuickBooks Invoices Are Paid

If you manage clients across tools like ClickUp, QuickBooks, and GoHighLevel, automating review requests can save time and increase responses. This guide walks you step by step through setting up an automation that sends a review request whenever a QuickBooks invoice is marked as paid, using GoHighLevel, Zapier, and your existing review workflow.

The process relies on building a small Zapier automation that tags a contact and then using a workflow in GoHighLevel to detect that tag and send out your review request messages.

What You Need Before You Start in GoHighLevel

Before building the automation, make sure these prerequisites are in place so GoHighLevel and QuickBooks can communicate via Zapier.

• An active GoHighLevel account with access to Workflows
• A QuickBooks Online account with invoices
• A Zapier account connected to both QuickBooks and GoHighLevel (HighLevel app in Zapier)
• A review request workflow template or message ready inside GoHighLevel (email, SMS, or both)

If you need help with broader CRM and automation strategy around GoHighLevel, you can also consult resources like Consultevo for implementation support.

Step 1: Create the Trigger in QuickBooks via Zapier

The first part of the setup watches QuickBooks for a paid invoice and then passes that data into GoHighLevel.

1. Login to Zapier and click Make a Zap.

2. Choose QuickBooks Online as the trigger app.

3. Select the trigger event that runs when an invoice is paid. On the reference page this is configured as an invoice-related trigger (for full details, see the original instructions at this GoHighLevel help article).

4. Connect your QuickBooks account and test the trigger to pull in sample invoice data, including customer name and email.

Once the trigger in Zapier is working, each time a QuickBooks invoice is marked as paid, the Zap will continue to the GoHighLevel action.

Step 2: Configure the GoHighLevel Action in Zapier

Now set up Zapier to locate or create the matching contact in GoHighLevel and apply a special tag that will be used by your workflow.

1. In your Zap, add an Action step and choose the HighLevel (GoHighLevel) app.

2. Select an action event that can find or create a contact and update it, such as Find/Create Contact or Create/Update Contact depending on your Zapier options.

3. Connect your GoHighLevel account to Zapier using the API key from your agency or sub-account settings, as described in the original documentation.

4. Map the QuickBooks customer data to GoHighLevel fields, for example:

   • Email → Customer email from QuickBooks
   • First Name → Customer first name from QuickBooks
   • Last Name → Customer last name from QuickBooks

5. In the Tags field, type a specific tag such as QuickBooks-Review-Request (or any unique tag name you prefer).

This tag is the key link between QuickBooks, Zapier, and your review workflow inside GoHighLevel. Every time an invoice is paid, the contact in GoHighLevel will receive this tag.

Step 3: Build the Review Request Workflow in GoHighLevel

With your Zap ready, the next step is to set up a workflow in GoHighLevel that listens for the special tag and sends the review request message.

Create a New Workflow in GoHighLevel

1. Log in to your GoHighLevel account.

2. Go to Automation > Workflows in your sub-account.

3. Click + New Workflow and start from scratch or from a relevant template if one is available.

Set the Workflow Trigger in GoHighLevel

1. Add a Workflow Trigger.

2. Choose a trigger condition related to contact changes, such as Contact Tag Added.

3. In the tag field, select the exact tag you used in Zapier (for example, QuickBooks-Review-Request).

4. Save the trigger so the workflow will start any time this tag is applied to a contact in GoHighLevel.

Add Review Request Actions in GoHighLevel

Now add the steps that send the review request to your customer once the tag is detected.

1. Click + Add Action in your workflow.

2. Choose the action that matches how you want to send the review request, for example:

   • Send SMS with a review link
   • Send Email with a review request template
   • Or a combination of both with delays in between

3. Write or select a prebuilt review request template that includes your review link.

4. Optionally add delays or conditional logic, such as waiting a few hours or days after the invoice is paid before sending the message.

Each time Zapier adds the review tag, GoHighLevel will enroll the contact into this workflow and automatically send the configured review request sequence.

Step 4: Test the QuickBooks to GoHighLevel Automation

Testing ensures the integration between QuickBooks, Zapier, and GoHighLevel works as intended before going live with real customers.

1. In QuickBooks, create a test customer and a small test invoice.

2. Mark the invoice as Paid.

3. Check Zapier to confirm the Zap runs successfully and shows that it updated or created a contact in GoHighLevel and added the tag.

4. In GoHighLevel, open Contacts and verify that the test contact has the review tag attached.

5. Go to Automation > Workflows and open your review workflow to make sure the contact shows as active or recently enrolled.

6. Confirm that your test email or SMS is received and contains the correct review link.

Best Practices for Using GoHighLevel With QuickBooks

To keep your automation smooth and avoid confusion in GoHighLevel, consider these tips:

• Use unique tags for different review sources, such as QuickBooks-Review-Request, In-Store-Review, or Post-Project-Review.
• Monitor workflow performance in GoHighLevel, checking how many contacts complete the review sequence and how often links are clicked.
• Refine your messages over time: short, friendly review requests typically convert better.
• Align timing so review messages send shortly after invoices are paid in QuickBooks, while the experience is still fresh.

Summary: Connect QuickBooks Payments to GoHighLevel Reviews

By combining QuickBooks, Zapier, and GoHighLevel, you can automatically trigger review requests as soon as invoices are marked paid. The key steps are:

• Set a QuickBooks trigger in Zapier for paid invoices
• Use a GoHighLevel action in Zapier to add or update the contact and apply a unique review tag
• Build a workflow in GoHighLevel that starts when that tag is added
• Send automated SMS or email review requests through the workflow

Following this setup, every paid invoice in QuickBooks can feed directly into your GoHighLevel review system, helping you consistently gather more customer feedback with minimal manual work.

Need Help With ClickUp?

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