InvoiceQuickly + Trello: Turn Completed Cards into Invoices
If you track client work in Trello, you can now generate invoices directly from your boards. Move a card to your 'Done' or 'Invoice' list, and InvoiceQuickly creates an invoice from the card details — title becomes the line item, labels become categories, and custom fields map to amounts.
How It Works
Connect Trello via Power-Up
Add the InvoiceQuickly Power-Up to your Trello board and authorize the connection.
Configure card-to-invoice mapping
Map Trello card fields to invoice fields — card title to line item, custom field to amount, labels to categories.
Trigger invoice creation
Move a card to your designated list (e.g., 'Ready to Invoice') or click the InvoiceQuickly button on any card.
Review and send
InvoiceQuickly generates a draft invoice. Review, adjust if needed, and send.
Key Benefits
- No context switching — invoice from inside Trello
- Card details automatically populate invoice line items
- Batch invoicing for multiple cards at once
- Invoice status visible on Trello cards (sent, paid, overdue)
- Works with any Trello board structure and workflow
Best For
- Freelancers tracking project tasks in Trello and invoicing per completed task
- Agencies using Trello for project management with per-project billing
- Creative teams tracking deliverables on Trello boards
Setting it up
Setup takes 5-15 minutes depending on whether you have an existing Trello account. Prerequisites: active Trello account with admin access, your InvoiceQuickly workspace, and the relevant API permissions or OAuth authorization. From Settings → Integrations → Trello, follow the connection flow (OAuth for most, API key for some specialized tools). The integration syncs bidirectionally where supported — invoice creation in one system reflects in the other. Initial setup includes mapping data fields between systems (customers, products, payment methods, tax codes).
Best practices
Define one source of truth for customer data
When you connect Trello, decide which system owns customer records. Most teams keep their primary CRM/ERP as the source of truth and let invoices sync into it. This prevents duplicate customer creation and reconciliation issues.
Test with a small batch before production rollout
Before syncing all historical data or going live for daily operations, test with 5-10 invoices to verify field mapping, tax handling, and payment workflow. Adjust configuration based on test results.
Reconcile sync status weekly
Network failures, OAuth expirations, and edge cases occasionally cause sync gaps. A weekly reconciliation (compare invoice counts in both systems) catches issues early before they accumulate.
Document the integration scope for your team
Write a brief internal doc (one page) covering: which workflows use the Trello integration, who owns reconciliation, what to do when sync fails. Reduces support overhead as the team grows.
Common issues
Sync stops after working initially
Most common cause: OAuth token expired (typically 60-100 days depending on the Trello platform). Reconnect via Settings → Integrations → Trello. Set a reminder to refresh authorization every 60 days for critical integrations.
Field mapping creates duplicate or missing data
During initial setup, the field mapping between Trello and InvoiceQuickly may not catch every edge case. Adjust mapping in Settings → Integrations → Trello → Field Mapping. Re-sync affected records after fixing.
Rate-limit errors during high-volume operations
Trello APIs typically allow 100-1000 calls per minute. Bulk operations (importing all customers, syncing 1000+ historical invoices) can hit rate limits. InvoiceQuickly handles backoff automatically; if you see persistent errors, retry during off-peak hours.
Last verified: April 2026
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Calculate Your SavingsFrequently Asked Questions
Can I invoice multiple cards at once?
Yes. Select multiple cards and generate a single invoice with each card as a separate line item.
What Trello fields map to invoice fields?
Card title maps to line item description, custom fields can map to quantity and rate, labels to categories, and due date to invoice date. All mappings are configurable.
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