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Salesforce QuickBooks Integration – A Step by Step Guide

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Salesforce QuickBooks Integration - A Step by Step Guide

Quickbooks is a popular business finance management suite that is fully equipped with tools for various business tasks like accounting, payment records, expense records, handling records of receivables and payables, inventory management, and taxation.

Businesses rely on Quickbooks for all these crucial tasks. This makes Quickbook an essential tool for daily operations.

Salesforce is an integral part of the businesses in CRM and many other functions. Salesforce and Quickbooks complement each other wherever they are used together. While Quickbook is used for various accounting tasks, Salesforce is used for managing orders, client services, and sales.

Integration of Salesforce and Quickbooks can make your account books more accurate in keeping records of Sales and after-sales transactions. Integration of CRM and accounting can give you a 360-degree view of the current business and future opportunities.

This is the reason we have created this post to guide you through Salesforce and Quickbooks integration.

First of all, we will see the reasons why you should integrate Salesforce and Quickbooks. Then We will discuss various prerequisites for integration and the steps to integrate them. After the steps, we will also discuss practical use cases to help you understand it in a better way.

So, let’s start with, 

Reason to Integrate Salesforce and Quickbooks

It saves time and energy for the employees and reduces human errors in entry.

The accounting bookkeeper has to enter all the customer-related data manually from Salesforce to Quickbooks if they are not integrated. This manual task takes a lot of time and increases the chances of errors in data entry.

But if Salesforce and Quickbooks are integrated, a bookkeeper can import the data from Salesforce in a fraction of a second without any errors.

So it makes the bookkeeper’s life easier. With this integration, Bookkeepers can focus on more important tasks like tracking revenue and monitoring the cash flow of the business.

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As you are aware of why Quickbooks and Salesforce should be integrated, we will now go through the steps on how to integrate them.

But first, you need to be aware that there are several integration techniques. Quickbooks offers 3 different applications; Quickbooks Online, Desktop, and Enterprise.

The integration steps and tools are different for each application. So you must know which Quickbooks application you are using. There are also some prerequisites before you begin integration. We will discuss them before the steps to integration.

Prerequisites For Salesforce and Quickbooks Integration

Pre-planning is critical before you carry out the integration because accounting is one of the most crucial tasks of the business. So, pre-planning is very important to avoid any unfavorable errors in accounting.

It is essential to plan it carefully and check all the prerequisites. It is a very critical function of the business. Both technical and accounting experts need to be consulted before carrying out the integration.

So, here are the prerequisites for the integration, 

  • Administrator-level access to both Salesforce and Quickbooks.
  • Software that supports all the requirements of data integration between Salesforce and Quickbooks.
  • Plan in advance what data you wish to import from Salesforce and where you wish to import in Quickbooks.

As you know how vital pre-planning is, we will see steps to integrate Salesforce and Quickbooks.

Step 1

Visit the Salesforce App Exchange and search for applications that support your current version of Salesforce and Quickbooks.

Step 2

You will find so many suitable applications listed on Salesforce App Exchange. Select apps carefully that meet your budget and requirements. On app exchange, you can also connect with service providers. 

Explain in detail why you need to integrate Salesforce and Quickbooks. Be specific with your purpose, like integrating your sales orders with revenue records or future opportunities. It will help you find more suitable products for integration.

Step 3

Here, the application that integrates Salesforce and Quickbooks plays the leading role throughout the process. So it is important to have coordination between the service providers on app exchange and decision-makers in the business. It will help to negotiate a better and get a suitable software.

Step 4

Now it is time to integrate Salesforce and Quickbooks. Integration can be helpful to any business, from small to large size. Hiring professionals experienced in integration is advisable if your business is large and has complex processes, as you can not afford any errors in integration.

Here are some steps for the integration. Here we have taken the example of Salesforce Connector by Quickbooks for reference. 

  • First of all, log in as an admin in Quickbooks online advanced. And get the Salesforce by connector from the intuit Quickbooks app center.
  • Sign in to the connector app, and you will be redirected to the terms and conditions of Salesforce and QuickBooks integrated. Click on the ‘agree’ button to terms and privacy to grant access to QuickBooks online advanced to your Salesforce account.
  • If everything remains successful, you will see it connected to your screen.
  • You can then select the services and products you need to integrate from Salesforce to QuickBooks. You can then import the data of your choice from Salesforce to QuickBooks.

It is important to note that the Salesforce connector by QuickBooks only supports quizbook online advanced and does not support real-time data transfer between Salesforce and Quickbooks. This was just an illustration to help you understand.

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In practice, there is a wide range of applications for this integration as per the requirement and budget of the business.

Step 5

After the integration is completed, it is essential to train the team that works on Salesforce and QuickBooks for the business. They are required to be trained on the updated system and how integration will help them in their daily task.

Step 6

Monitoring the system periodically to check whether integration is working well is crucial. Even though integration is efficient, it is vital to keep watch on it regularly to keep it healthy.

Use Cases

Now we will see practical uses of Salesforce and Quickbooks integration.

  • Integration of CRM and accounting simplify the business processes like billing, payments, invoice generation, and bookkeeping.
  • The integration helps to send automated reminders for the pending payments that can be seen on Salesforce and Quickbooks. This is how businesses can maximize their CRM data.
  • With Customer data and Financial records integrated, decision-makers can keep a watch on business opportunities and current cash flow. 

Summing Up

So, that’s it about Salesforce and Quickbooks integration. We covered applications of integrations and the steps to integrate them. I hope you are now clear on this topic. 

If you still have doubts, join our saasguru Slack community to talk with seasoned Salesforce professionals or sign up with saasguru.

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