If you use Salesforce as a CRM and QuickBooks, you've likely considered how to synchronize data between these systems and automate interactions. This article explores ways to optimize invoicing, order tracking, analytics, and other opportunities offered by integration.
Benefits of Integrating Salesforce with QuickBooks
First, let’s define the advantages of this integration and what can be improved. Understanding the capabilities of each integration is essential to effectively apply them to your business logic.
Data Synchronization: Synchronize data between the two systems to always maintain relevant and up-to-date information.
Automated Invoicing: Generate invoices directly from Salesforce.
Inventory Management: Adjust the inventory process.
Reconciliation Automation: Automatically match invoices and payments.
Object Synchronization: Sync Salesforce objects like Accounts, Contacts, Products, and Opportunities with Customers, Jobs, Products, Invoices, or Estimates in QuickBooks.
Analytics Integration: Run A/R analytics in Salesforce.
Commission Calculations: Automate commission calculations based on cash received.
Tracking Outstanding Balances: Easily monitor and collect outstanding payments.
Time and Cost Savings: Reduce unnecessary data reconciliation efforts.
How to Integrate Salesforce with QuickBooks
Let’s overview the integration methods available today, how they can be implemented, and what to consider when choosing a specific solution. Depending on the tools you use and the complexity of your needs, there are several approaches to Salesforce and QuickBooks integration:
1. Third-Party Integration Tools
Platforms like these are among the easiest and most popular options for connecting Salesforce and QuickBooks:
Zapier: Create automated workflows ("Zaps") to integrate Salesforce and QuickBooks Online. Examples include:
Automatically generating a new QuickBooks invoice when a Salesforce Opportunity is closed.
Updating Salesforce records when a payment is made in QuickBooks.
Integromat (Make): Similar to Zapier, it allows you to automate workflows, such as syncing customer information, creating invoices, or updating payments.
Workato: Provides enterprise-level integration to sync client and financial data and automate processes between Salesforce and QuickBooks.
2. QuickBooks for Salesforce (by Intuit)
QuickBooks offers an official integration solution to connect QuickBooks Online or QuickBooks Desktop directly with Salesforce. Features include:
Syncing customer and transaction data between the platforms.
Viewing QuickBooks data directly within Salesforce.
Auto-generating QuickBooks invoices and sales receipts from Salesforce Opportunities or Orders.
This option is ideal for businesses needing a simple, reliable integration, although it may require a QuickBooks Online account and subscription.
3. Custom API Integration
For more complex requirements, you can develop a tailored integration using the APIs provided by Salesforce and QuickBooks:
Salesforce APIs: Use REST, SOAP, or Bulk API to programmatically access and update Salesforce data.
QuickBooks Online API: Interact with customers, invoices, payments, and other financial data stored in QuickBooks Online.
Custom API integration offers flexibility and is well-suited for unique business needs. Middleware tools like MuleSoft or custom development can create advanced data sync processes and workflows.
4. Pre-Built Integration Solutions
Several companies provide pre-built connectors or middleware solutions for Salesforce and QuickBooks integration, such as:
DBSync: Synchronizes Salesforce and QuickBooks for order processing, invoicing, and customer management.
Dell Boomi: A cloud-based integration platform that connects Salesforce and QuickBooks for streamlined workflows.
Celigo: Provides automation for financial processes, data synchronization, and billing within Salesforce.
5. Salesforce AppExchange Apps
Salesforce AppExchange offers several third-party applications for QuickBooks integration, including:
Accounting Seed: Integrates accounting and financial data into Salesforce, including syncing with QuickBooks.
FinancialForce: A comprehensive accounting suite that integrates with Salesforce. While it doesn't directly relate to QuickBooks, it offers an advanced accounting solution that can be configured to work with QuickBooks.
Example: Integrating with DBSync from AppExchange
DBSync is a conditionally free, ready-to-use solution that can be quickly set up and utilized. It's "conditionally" free because advanced functionality comes at an additional cost, but the free features are sufficient for the initial stages.
To get started, ensure you have accounts for:
Salesforce
DBSync
QuickBooks.
Install the DBSync app from AppExchange and configure it (DBSync app).
After installing the app in Salesforce, locate “DBSync: QuickBooks Integration,” go to the “Setup” tab, and connect your DBSync account to Salesforce.
Сonnect the QuickBooks account to Salesforce. To do this, select “QuickBooks Online” in the “QuickBooks Type” field and enter the necessary credentials from your QuickBooks account.
Set up user access.
Enable/disable the necessary features.
Once setup is complete, you can test the integration. For instance, create Customer and Invoice records in QuickBooks using Salesforce.
To do this, go to an Opportunity, navigate to the “DBSync” section, select “Invoice” in the “Generate” field, and save. This will automatically create an Invoice in the QuickBooks Online system.

Conclusion
Integrating Salesforce and QuickBooks provides significant advantages in efficiency, accuracy, and collaboration. By syncing financial and customer data between these platforms, businesses can streamline internal processes, improve reporting, and enhance customer service. Whether you're looking for faster invoicing, better cash flow management, or more accurate financial reporting, this integration can be a game-changer for your organization.

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