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Quickbooks Sync Integration with Salesforce

Quickbooks Sync Integration with Salesforce

Syncing any program with Salesforce can have some headaches. I’ve dealt with several Quickbooks sync programs for Salesforce and will share my advice and experience.

The first thing I like to consider when someone tells me they want to sync Quickbooks with Salesforce is to first checkout what they are using Quickbooks for. In some cases businesses are using Quickbooks on a pretty basic level to just track payments and invoices, etc. In this case sometimes it makes sense to just add some custom objects and customizations to their Salesforce to replace the functionality of Quickbooks. Sometimes accounting is really simple and just tracking numbers, etc. Salesforce can be pretty good at that.

If you need to sync Quickbooks to Salesforce then you need to know what you need to sync specifically, in what directions, and what edition of Quickbooks you have. In all cases you will need the Salesforce api which means professional edition, force.com edition, or enterprise, or unlimtied. On professional edition you can purchase the api seperatly.

The cheapest solution right now is the new Salesforce app that was developed by Intuit. They actually bought the app from Pervasive. It’s an out of the box solution to sync Quickbooks with Salesforce. It syncs only with standard objects: Accounts, Opportunities, Products, Opportunity Products. It’s not awesome but it does work fine as long as the way its syncing works for your business. You can’t modify it. I’ve done some work arounds before using fields that do sync to indicate other things in Salesforce. That costs $45/month. Their support is actually pretty good right now. Way better than what Pervasive was doing.

The next step up from that is DB Sync. They have a basic edition and enterprise edition. The basic edition will sync with all standard objects: Accounts, opportunities, products, opportunity products. You can even map some custom fields as long as they are on the standard objects. It’s about $900/year. Not too bad. Their support is good, but they are in India and hard to understand the accent sometimes. Their enterprise edition allows you to sync with any custom object. You can do a full custom sync. Their application for customizing is not super user friendly and I would not recommend someone to just try to figure out. You can pay them to customize it for you or pay a consultant like us. The key here is understanding your objectives and business process to make sure that you are setting up data syncs and intergrations in the way you need it. We typically understand that first, then create a mapping document to outline how we need to sync the data from Quickbooks to Salesforce, then setup the mapping. This program costs about $1500/year.

You also need to consider the first time migration of data from Quickbooks. You can use this program to do one time migrations too. This is a different process.

We have heard horror stories from many clients about other quickbooks syncing programs and we also have our own. Unfortunately I would not say there is a simple solution that is awesome for everyone. We are considering to develop our own app for Salesforce to Quickbooks sync.

6 Responses to “Quickbooks Sync Integration with Salesforce”

  1. Thanks, very helpful analysis, I’d like to know your thoughts when a company has been using both Salesforce and QuickBooks for a while and had created accounts separately in one side and another with identical description and needs to sync.

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    • In this case you would sync quickbooks to Salesforce. Which will create duplicate account/contact records. Then use a program to dedupe the records in Salesforce to merge the accounts and contacts. When you sync quickbooks to Salesforce you will have a field like “quickbooks customer id” to identify which customer record in quickbooks. And when you merge the two duplicate records together, the original salesforce one will have no value for “quickbooks customer id” but when you merge the quickbooks record just created it will retain the value of the quickbooks customer id. I wrote another article about deduping salesforce record data. Would recommend using Demand Tools or Cloudingo. Let me know if you need help.

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  2. Hello Travis, Nice article. We currently have Quickbooks Enterprise 12.0 and we are running our order through FilemakerPRO. It is very clunky. We currently have to do double entry, sales staff into FilemakerPRO and Treasury staff process orders and then put them again into QB.
    So, I’m looking for a program that would enhance sales and automatically enter into our QB Enterprise 12.0. From your experience do you know of any out of the box solutions that would fit our situation?
    Best regards, David

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    • Hi David. If you are going to stay with Filemaker Pro, then you want to sync Filemaker to Quickbooks. There is FM Books app. Never tried it but could be more out of the box. You could also use DB Sync which I have used. Or since both these apps are really on-premise and not cloud based you can possibly create a simple direct integration moving from one system to another. Maybe Jitterbit tool for that and setup the two connectors. Let me know if you need help with the project.

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  3. Any new thoughts or ideas on the integration and syncing of salesforce & quickbooks?
    Did you develop or are you in the process of developing an app?
    I do appreciate any feedback, knowledge, thoughts, ideas you would be willing to share.

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    • nothing new yet. I still think there is a need for some better app for sync. I have not built one yet. We are developing accounting functions app to be done in Salesforce though. Invoicing, accounts receivable tracking, and credit card processing. Of course we will want to sync this data to quickbooks and other accounting apps like freshbooks. This accounting app should be ready by May 2014. We have a few apps in development and a quickbooks sync app is not in the top 5, but maybe later.

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