Using QuickBooks Online Advanced and Salesforce Integration

The integration between Salesforce and QuickBooks Online Advanced enables small to medium-sized businesses to streamline their sales and accounting processes by connecting two powerful platforms. By bridging the gap between sales and accounting, this integration revolutionizes the way businesses manage their data, enhance customer relationships, and drive financial success.

In this article, we’ll discuss the powerful integration of QuickBooks Online Advanced and Salesforce, how it can benefit your business, and the steps to connect Salesforce to your QuickBooks account.

How QuickBooks Advanced & Salesforce Work Together

Invoice Generation

Salesforce triggers the generation of an invoice in QuickBooks Advanced based on the sales order data. The invoice includes all the necessary information, such as customer details, products, quantities, prices, and any applicable taxes or discounts. For example, when an opportunity in Salesforce is marked as “Closed-Won” in Salesforce, QuickBooks Online Advanced will create an invoice draft transaction that you can later review. 

Payment Processing

When customers make payments, whether through Salesforce or directly in QuickBooks Advanced, the integration ensures that the payment details are recorded accurately in both systems. Let’s say a customer submits payment for an invoice through Salesforce’s payment gateway. The integration transfers this payment information to QuickBooks Advanced, updating the corresponding invoice as “paid” in the accounting system.

Financial Reporting

QuickBooks Advanced provides robust financial reporting capabilities. You can generate comprehensive reports that incorporate sales data from Salesforce and financial data from QuickBooks Advanced. For instance, you can create report that combines sales revenue data from Salesforce with financial metrics such as accounts receivable, expenses, and profitability from QuickBooks Advanced. This integrated report offers a holistic view of your business’s financial performance.

Customer Data Synchronization

When a new customer is added, or an existing customer is updated in either system, the integration automatically synchronizes the changes to keep the customer information consistent across both platforms.

Lead Conversion

When a lead is converted to a customer in Salesforce, the integration will automatically create a corresponding customer record in QuickBooks Online Advanced. This saves time and avoids manual data entry, ensuring a smooth transition from the lead stage to the customer stage in both systems.

Opportunity Management

Opportunities in Salesforce represent potential sales deals. With the integration, you can associate opportunities with specific customer accounts in QuickBooks Online Advanced.

This connection allows for better tracking of revenue generation, invoicing, and financial management related to specific opportunities.

Order Fulfillment and Shipment

As orders are fulfilled and shipped in Salesforce, the integration can update relevant details, such as shipment tracking numbers, in QuickBooks Advanced. This real-time information sharing ensures that both CRM and accounting systems have the latest data on order status and customer shipments.

How to Connect Salesforce to QuickBooks Online Advanced

First, click on Apps from the left menu bar, Find Apps, and then search for the Salesforce Connector by QuickBooks app. Click on Get App now and follow the on-screen prompts to connect Salesforce to QuickBooks Advanced.

Look for the Salesforce Connector by QuickBooks app

After you connect, QuickBooks will start syncing with Salesforce. However, before QuickBooks can download opportunities in Salesforce, there are things you need to set up. 

First, select what kind of opportunities you want to export in Salesforce and select what you want QuickBooks to do with the imported data. For instance, you can select opportunities that are marked as “Closed-Won” in Salesforce. When that happens, you can set QuickBooks to create an invoice draft with specified fields. 

Setting up Salesforce import settings (Source: QuickBooks)

Next, map fields in Salesforce to those in your QuickBooks Advanced account so that you’ll have the same data on the two platforms. If there are fields you don’t need in QuickBooks, then you can simply exclude them during the mapping stage. You can also add custom fields if needed. You can modify these settings anytime, and it won’t affect saved opportunities. 

Mapping fields in Salesforce to those in your QuickBooks Advanced account

Now that everything’s connected, whenever you mark an opportunity as closed-won, QuickBooks will automatically download it and create an invoice draft for you to review before sending. The opportunity that started in Salesforce will show up in your QuickBooks after it’s been approved. QuickBooks also sends data to Salesforce whenever a customer submits a payment, and the payment will also be marked as paid in Salesforce.

For detailed instructions on how to connect Salesforce to QuickBooks Online Advanced, watch the video below.

Bottom Line

The integration between Salesforce and QuickBooks Online Advanced offers small businesses a unified and streamlined solution for managing sales and accounting processes.

Apart from Salesforce, QuickBooks Online Advanced integrates with other best-in-class apps to help you further improve your productivity.