Salesforce Quickbooks Integration

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How to Integrate Salesforce and Quickbooks

Salesforce in various businesses is very much used for accounting and accounting related services like banking, invoicing, tax calculation, expense management, employee management and reporting. It is very important for businesses  to have the best visibility and control on these data. Salesforce and Quickbooks Integration makes it happen.

Salesforce CRM Overview

Salesforce is a CRM (Customer Relationship Management) program, which is used to engage and build relationships with customers and consumers. It is not just for a big corporation or a large scale business. Even if you are starting up or have a small scale business, Salesforce can be the central hub for your business for all company interactions with the current and future customers. Salesforce does not only handle customer interactions, it basically provides a variety of functionality which can maintain or increase customer relationships. Salesforce provides functionalities to track and monitor sales, manage customer’s data, convert data into information, predict sales, manage contacts, record activities, send emails (manual as well as auto), make calls, and dozens of other quality functionalities.  No matter what your business needs are, these functionalities, which are being intelligent day by day will be able to fulfill.

Quickbooks Overview

Quickbooks is an accounting software. Quickbooks’ parent company is Intuit. Intuit is a global company. The basic idea behind Quickbooks is to let companies focus on their business and let them not worry about their books (accounting).

With your data stored and organized on the cloud, you can manage your company’s sales, build and send invoices, and visualize how your business is performing at any point of time. So, no more hunting through files and spreadsheets. It is quite easy to use and you need not be an expert in accounting or taxes to be able to use it. With accurate setup, you will also be able to have a real time idea of your cash flow. You may map it to your account and it will show a real time cash flow. It is also very user friendly with other apps, so that all your accounting information can be in sync.

Quickbooks is the right thing for small businesses as well. There are several businesses which may be benefited by amazing accounting software. Businesses based on appointments that offer services by appointment, such as a salon, doctor’s office or drivers training school. Or it could be the retail or eCommerce businesses that sell or resell products, such as eBay sellers, food trucks, grocery shops or cafes. There are professional and field service businesses that get paid based on the project or job, such as photographers, contractors or wedding management firms.

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Benefits and Business Usage of Salesforce Quickbooks Integration

Salesforce:

  • The Salesforce UI (user interface) is less complex and takes less effort to learn compared to other CRM solutions. Additionally, Salesforce offers better training support. It provides a wide range of training threads and articles available so that your employees can upscale easily. This helps you to train your own end users without having to take outside help.
  • Integration of Salesforce with a legacy back-end system is less complex, which means it can be implemented in lower costs. Total integration will help every department to benefit from Salesforce.
  • Salesforce provides a huge number of pre-made apps that can be used to customize your experience effortless and more economical. This is due to the availability of developers’ tools and free access to documentations that Salesforce provides developers.
  • With the release of Salesforce Analytics (with Artificial Intelligence), customers have access to easy to use, powerful tools that can provide enterprise-wide benefits.
  • Licensing costs vary as they are dependent on a number of factors. However, if you are comparing “apples to apples”, you will find Salesforce a more economical solution.

 

Quickbooks 

  • Go mobile – Create your quotes, record an expense and email invoices – anytime, anywhere. There is no need to install any application in any of your devices. Teammates on different countries, continents and in different time zones can work together with ease on the same project. 
  • Real time collaboration – Collaborate in real time with customers and colleagues to ramp up the quality and quantity of work and take faster and smarter decisions each time. Plus, as this is hosted on cloud, the cloud computing saves time on file sharing as well. 
  • Always have your data backed up and secure – Probably the most significant aspect of cloud accounting is the assurance that your and your customers’ business data is always secure and always backed up and available on the go.
  • Reduce your capital expenses – System upgrades and keeping your environments ready is quite expensive in several ways. It requires multiple expenditures to keep the system up to date, additionally you need to manage the team to do this job and also have people manage the quality of work and all. These are the things of the past. In the cloud, software automatically gets upgraded to the latest releases, so your customers are always up-to-date and using the newest version.
  • Improved productivity & agility – Cloud technology will allow customers to invest more time on their business and less time bothering about administration and data entry.

Below are some business usage of the Quickbooks.

  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Track miles
  • Manage cash flow
  • Run most powerful reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage & pay bills
  • Track time
  • Includes multiple users
  • Track project profitability
  • Track inventory
  • Business analytics & insights
  • Batch invoices & expenses
  • Customize access by role
  • Dedicated account team
  • On-demand online training
  • Restore company data
  • Automate workflows

 

Pricing Details 

Salesforce – There are various functionalities provided by Salesforce systems currently in the market and some of them start with very minimal charge. Salesforce is an all-in-one, cloud-based solution that offers everything a company of any scale needs and desires in CRM software. Salesforce’s software is basically associated with larger enterprises and businesses, Salesforce has a small business edition to offer that lets you take advantage of the product’s robust resources  and a set of quality CRM tools and at a small business friendly price. You will be amazed to learn that basic Salesforce CRM functionalities can be obtained for your business starting with as low as 25$ per user per month.

 

Quickbooks – Quickbooks offers a very healthy price range for its products, starting with 30 days of free trial. It offers a variety of features which will definitely help to strengthen  your business functionalities. Below are the pricing for these 4 groups, all having a larger set of features with respect to price.

Simple Start – 12.5$ per month – 1 user

Plus(most popular) – 35$ per month – 5 users

Advanced – 75$ per month – 25 users

Self employed or freelancer – 7.5$ per month

Note: For bookkeeping session 50$ per session charge is additional cost, if needed.

How does the Salesforce and Quickbooks Integration Works

Integrating Salesforce with Quickbooks allows full visibility into how your business is performing and what are the areas of where it can be improved. CRM and Accounting software work together to share data between accounting, sales and also other teams, including customer information, expenses, sales orders, and invoicing. When you connect your CRM with QuickBooks, it minimizes repetitive data entry, increases productivity, and results in more insights for better forecasting.

There are a couple of ways you can integrate Salesforce with Quickbooks. Below ones are for PE/EE and Essentials editions.

Integrate Salesforce and Quickbooks with Zapier

Zapier provides features which helps you automate your repetitive tasks, so that you can focus more on your business. At the very first step, you need to choose a triggering point, i.e., where an event occurs or an action happens. For example, receiving an email or creating a new lead. Then next configure Zapier for the next action. Tell it what you want nex to happen. It can pull data from other apps as well to complete tasks on your behalf. Additionally, each time it acts, it can transfer information and data from one app to another.

With Zapier with Salesforce, you can create new customers in Quickbooks when new Leads or Contacts are added to Salesforce Essentials. It practically eliminates the need for you to manually add customers to Quickbooks when you have a new contact or lead created in Salesforce Essentials, each time.

Choosing Trigger – You need to choose a trigger, which can be anything you can possibly think about in your business use case. This can be driven from either Quickbooks or Salesforce. Below are some example triggers from both apps.

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Choosing action – Choosing action is always based on what you want to do with the new information and how it would fulfill your business needs. The actions will depend on the trigger you choose. Below are example actions from both Quickbooks and Salesforce

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It is very easy to integrate Salesforce and Quickbooks online with Zapier. The happy part is that it does not require any coding experience whatsoever.

There are two packages offered by Zapier – Free and Premium

Free –

  • Build one-to-one connections with your apps
  • Automate basic tasks
  • Get help from our top-notch support team

Premium –

  • Plans that start at $20 per month
  • Build more workflows with more steps
  • Create conditional workflows
  • Get priority support
  • Upgrade or downgrade at any time

Salesforce Connector by Quickbooks

The Salesforce Connector is provided by QuickBooks itself. It helps to integrate data between Salesforce and QuickBooks Online Advanced. Therefore, you don’t have to manually do it. Below are the basic steps you need to perform to complete the setup.

  • Step 1: First you need to sign in to QuickBooks Online Advanced as an admin to connect Salesforce to QuickBooks. You need to search for the Salesforce Connector by QuickBooks, then select “Get app now”.
  • Step 2: You need to decide how you want the opportunities to appear in QuickBooks.
  • Step 3: Then you need to add your Salesforce services and products to QuickBooks.
  • Step 4: Next, you need to add Salesforce info to the fields (custom) on QuickBooks sales forms.
  • Step 5: Finish. Now you can get the opportunities into QuickBooks.

You can easily get your opportunities from Salesforce into QuickBooks Online Advanced and convert them to invoices. When you are done connecting your account with Quickbooks, it automatically downloads your closed opportunities from Salesforce and creates invoices in draft status from the data it fetched on the opportunities. QuickBooks can then add these draft invoices to your books once you review and approve them. This increases the speed of your sales cycle and keeps all your financial data in one place.

Note: The above feature is available only on Salesforce Professionals and Enterprise platforms.

Salesforce Professionals and Enterprise offer a free trial. However, the price for this is 49.50$ and you can add up to 25 users.

The Salesforce Connector by QuickBooks is available at 99$ per month.

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Other Salesforce Quickbooks Connectors Available in the Market

There are many other connectors available in the market to integrate Salesforce with Quickbooks Online as well as Desktop versions. Below are some of them which are also chosen quite often.

QuickBooks Online and Desktop Integration for Salesforce by DBSync / Avankia

There are features provided by this connector which makes the integration seamless. The rating in AppExchange is very good. The connector is best for Opportunities synchronization.

Highlights –

  • Integration between Salesforce Opportunity and QuickBooks Account, Contacts and Jobs
  • Synchronization of Estimate, Invoice, Order, Payments and Balance data from QuickBooks to Salesforce.
  • Helps in running analytics from within Salesforce to manage your customers more efficiently, on-line software update.
  • Pre-built field mapping according to Salesforce.
  • Manage custom objects apart from the standard ones.
  • DBSync offers three versions priced to suit users based on their usage and requirements.
  • Standard (free trial)
    • Pro
    • Enterprise
  • Salesforce Edition – Professional, Enterprise, Unlimited, Developer, Performance

Workato: Advanced Salesforce Quickbooks Integration

This is one of the most reliable and easy ways to integrate your Salesforce with Quickbooks. It is almost a five rated application in AppExchange. Workato manages your multi-step workflows and supports all custom fields to resolve your trickiest QuickBooks Online integrations.

Highlights –

  • Setting up powerful integrations to have your Salesforce to QuickBooks Online synchronized without code. Sync QuickBooks items with Salesforce products, Salesforce accounts with QuickBooks customers and new Salesforce Closed or Won Opportunity creates QuickBooks invoice automatically.
  • Simply hitting ’Start’ to have your Salesforce and QuickBooks Integrations initiated and the data sync automatically. The data will be transferred seamlessly in real time between QuickBooks and Salesforce.
  • The connector can handle both standard as well as custom objects. Integrate your apps and sync your data to automate your Salesforce to QuickBooks Online processes.
  • A 30 days trial is freely available.
  • The connection is bi-directional and can be used without any coding knowledge.
  • Salesforce Edition – Professional, Enterprise, Unlimited, Force.com, Performance.

Workato: Advanced Integration of Quickbooks and Salesforce CRM

This is one of the most reliable and easy ways to integrate your Salesforce with Quickbooks. It is almost a five rated application in AppExchange. Workato manages your multi-step workflows and supports all custom fields to resolve your trickiest QuickBooks Online integrations.

Highlights –

  • Setting up powerful integrations to have your Salesforce to QuickBooks Online synchronized without code. Sync QuickBooks items with Salesforce products, Salesforce accounts with QuickBooks customers and new Salesforce Closed or Won Opportunity creates QuickBooks invoice automatically.
  • Simply hitting ’Start’ to have your Salesforce and QuickBooks Integrations initiated and the data sync automatically. The data will be transferred seamlessly in real time between QuickBooks and Salesforce.
  • The connector can handle both standard as well as custom objects. Integrate your apps and sync your data to automate your Salesforce to QuickBooks Online processes.
  • A 30 days trial is freely available.
  • The connection is bi-directional and can be used without any coding knowledge.
  • Salesforce Edition – Professional, Enterprise, Unlimited, Force.com, Performance.

QuickBooks and Salesforce Integration through Breadwinner

This is also a five star rated application in Salesforce AppExchange. A two way integration solution that can easily connect Quickbooks to your Salesforce. It supports Quickbooks Desktop, Enterprise, and Online editions. The connector is quite flexible to use and serves your purposes including access to live data.

Highlights –

  • Built on the Salesforce platform, it enables your sales team to create QuickBooks invoices in Salesforce and view their status i.e., overdue, due, & paid. Breadwinner helps the billing process to perform more efficiently and effectively reduces time to payment which accelerates cash flow.
  • It eliminates the need for double data entry and helps in reducing manual data errors, providing your staff with access to time sensitive payment information which saves staff time and effort. With Breadwinner, you can avoid errors and delays, reduce hidden salary costs, and increase ROI.
  • It empowers your teams with powerful insight by giving them visibility to the customer’s overall financial health (in real time). It helps you take more accurate and informed decisions using Breadwinner’s robust and efficient dashboard and reports.
  • Licensing cost starts from 250$ per site depending on tiers, per month.
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