Salesforce QuickBooks Integration – A Step by Step Guide

Quickbooks is one of the most  popular accounting software packages or finance management suites that is fully equipped with tools for various finance and accounting related tasks like payment records, expense records, handling records of account receivables and payables, inventory management, and taxation.

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

Salesforce is an integral part of the businesses when it comes to Customer Relationship Management  (CRM) and many other functions. Salesforce and Quickbooks complement each other whenever and wherever they are used together. While Quickbook is used for various accounting tasks, Salesforce is used for managing ongoing deals, client services, and sales.

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

Salesforce when integrated with Quickbooks results in streamlined accounting and this is the reason why we have created this blog post to guide you throughout the process.

First of all, we will review the reasons why you should integrate Salesforce and Quickbooks. Then we will move onto various prerequisites for integration and the steps to integrate both the entities. Finally, we will take a look at some practical use cases to help you understand it in a better way.

Let’s get started.

Reason to Integrate Salesforce and Quickbooks

It saves time and energy for the employees and reduces human errors in data 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 human 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 manual intervention.

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.

Now that you are aware of why Quickbooks and Salesforce should be integrated, we will now go through the steps of actual integration.

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 review them before the steps to integration.

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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

Planning is critical before you carry out the integration because accounting is one of the most complex functions of the business. So, planning is very important to avoid any unforeseen errors in accounting.

It is essential to plan it carefully and check all the prerequisites. 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 systems
• 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 AppExchange. 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 AppExchange and decision-makers in the business. It will help to negotiate better and get suitable software.

Step 4

Now it is time to integrate Salesforce and Quickbooks. Integration can be helpful to any business, from small to enterprise. Hiring professionals experienced in integration is advisable if your business is of large scale 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 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 integration. Click on the ‘agree’ button to terms and privacy to grant access to QuickBooks Online Advanced to your Salesforce account.
• If everything goes well, you will see it connected on 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 Quickbooks 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 advisable. Even though integration is efficient, it is vital to keep a regular tab on it.

Use Cases

Now we will take a look at some practical use cases of Salesforce and Quickbooks integration.

• Integration of CRM and accounting simplify the activities 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, this was a quick overview of Salesforce and Quickbooks integration. We covered applications of integrations and the steps to integrate them. We hope you have got the gist of the use cases and how integration works . 

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

Frequently Asked Questions (FAQs)

1. Does Salesforce Integrate with QuickBooks?

Yes, Salesforce integrates with QuickBooks. This integration is facilitated through various applications and tools available on the Salesforce AppExchange. These tools enable the seamless connection of Salesforce, a leading CRM platform, with QuickBooks, a comprehensive accounting software. This integration allows for the efficient synchronization of data between the two systems, enhancing the overall business process management.

2. Why Do We Need Salesforce QuickBooks Integration?

The need for Salesforce QuickBooks integration arises from the desire to streamline business processes and enhance efficiency. Integrating these two platforms eliminates the need for manual data entry, reducing the risk of errors and saving significant time. It allows for a more synchronized operation where sales data from Salesforce can be automatically updated in QuickBooks, ensuring that accounting records are always current and accurate. This integration is crucial for businesses looking to optimize their sales and financial management processes.

3. What are the Benefits of Salesforce QuickBooks Integration?

The benefits of Salesforce QuickBooks integration are manifold:

• Time Efficiency and Accuracy: Automated data transfer between Salesforce and QuickBooks reduces manual data entry, thereby saving time and minimizing errors.
• Improved Financial Visibility: With this integration, financial data related to sales, invoices, and customer information is readily available and up-to-date, providing a clearer financial picture.
• Enhanced Collaboration: It bridges the gap between sales and accounting teams, ensuring both have access to the latest data, leading to better-informed decisions and strategies.
• Streamlined Processes: The integration simplifies various business processes such as billing, invoicing, and revenue tracking, making them more efficient.
• Better Customer Management: By having financial and customer relationship data in sync, businesses can offer more personalized services and manage customer relationships more effectively.