QuickBooks Desktop to Salesforce Accounts Receivable
Learn how to use QuickBooks Online to Salesforce Accounts Receivable template in DBSync Cloud Workflow
Introduction
DBSync offers a reliable and easy-to-use integration between QuickBooks Desktop and Salesforce, enabling seamless synchronization of key business data between your accounting and CRM systems.
This integration supports the following entity mappings:
QuickBooks Desktop: Customers, Jobs, Items, Estimates, Sales Orders, Invoices, and Sales Receipts
Salesforce: Accounts, Contacts, Products, and Opportunities
In addition to real-time data synchronization, this integration also facilitates historical data migration, allowing you to transfer legacy records from QuickBooks Desktop to Salesforce or vice versa. This is especially valuable during CRM implementation or financial system consolidation.
DBSync provides unidirectional sync with pre-built field-to-field mappings, enabling a quick and accurate deployment. The platform also supports advanced customization, giving you the flexibility to adapt to complex and dynamic business requirements through configurable mapping logic.
With automated updates, DBSync ensures your integration remains up to date—so you can take advantage of the latest features and improvements with every new release, without requiring manual intervention.
Data Flow
An example of data flow for unidirectional integration between QuickBooks Desktop & Salesforce is shown in the table below.
Customer
Account
Items
Products
CreditMemo & Line Items
Oportunity & Line Items
Invoice & Invoice Line Items
Opportunity & Opportunity Line items
Sales receipts & Line Items
Opportunity & Opportunity Line items
Sales Order & Line Items
Opportunity & Opportunity Line items
Estimate & Line Items
Opportunity & Opportunity Line items
Receive Payments
Receivables
DBSync package (QuickBooks Integration) Installation in Salesforce
Input Username and Password of the Salesforce instance where you would like to install DBSync. The Username and Password must belong to a user with administrative privileges to install.You can see details like App Name, Publisher, Version Name, Version Number along with Components & API Access.
Select a profile - Admin, All Users or a specific profile. The selected profile will have access to the installed package. Then, click install or upgrade.
Once the process is complete, you will see a message - Installation or Upgrade complete.
Assign DBSync Page Layouts to Accounts, Contacts, Opportunity, Opportunity Products and Products objects. Refer to the following steps to assign DBSync Page layout to Accounts Object. Existing Page Layout will be replaced by DBSync Page Layout. Any custom fields available in the existing page layout should be moved to DBSync Page Layout if required.
Go to Salesforce Setup > Customize > Accounts > Page Layouts. This will show the list of available Page Layouts for Accounts Object. Click on Page Layout Assignment.
You will find the list of default Page Layouts assigned for every Salesforce Profile. Click on Edit Assignment to proceed.
Click on the Page Layout next to the required profile. Account Layout is the existing Page Layout for System Administrator Profile. The profile should be assigned to DBSync's Page Layout. In this case Account Layout should be selected next to System Administrator's profile.
Select DBSync Account Layout from Page Layout To Use picklist. Page Layout will be changed from Account Layout to DBSync Account Layout. Click on Save to save the new Page Layout assignment.
Similarly, assign DBSync Page Layout for Salesforce Objects - Contacts, Opportunity, Opportunity Products and Products.
Process to Run the Integration
To utilize the pre-built template SFQB follow the below steps:
Login to DBSync Cloud Workflow and from the home screen click Add Template.
Select the template: QuickBooks Desktop to Salesforce Accounts Receivable template which allows for running multiple workflows and integration between the two applications - QuickBooks Desktop and Salesforce.
The template will be added to Your Projects. Select the template and you will be redirected to the Task Screen.
Click Configure to access various workflows pre-built for the integration.
Select the desired sync, Click configure and activate the Enable Flow option for any workflow you want to run.
Click Save.
Navigate to the task screen and click Setup to access the setup wizard pre-built template form.
You will be redirected to the setup screen. Verify your applications are connected - Salesforce and QuickBooks Desktop.
Click Test Connection and you will get a pop-up confirming the same. Ensure you verify the connection for Salesforce.
Click Next and you will be redirected to the Setup screen.
The Setup screen displays a form like questionnaire which you can choose to answer based on the workflow you want to run. There are 4 types of integration or sync you can perform with this template as listed below:
A. Integrate New Customers to Salesforce
Use this form to update all customer records from QuickBooks Desktop and push them into Salesforce as Accounts. The form is pre-populated with answers for the tabs and you can modify them based on need.
The form has the following fields already pre-populated with mapping:
Do you want to create/update your Accounts in Salesforce? Click Yes or No in order to update Account from Salesforce to QuickBooks Desktop as a customer.
Select QuickBooks Object that you want to integrate with Salesforce Customers Select the Salesforce object such as Account, Contacts etc from the drop down menu. For eg: Choose Account.
Customer Integration ID This is the customer id generated from QuickBooks to create a one to one relationship between records.
Account Name, email, phone, website and billing and shipping information is mapped into Salesforce. This means that these child items will be synced into Salesforce with the same information from QuickBooks Desktop.
B. Integrate New Customer Jobs to Salesforce
Use this form to update all sub-customer records if any from QuickBooks Desktop and push them into Salesforce as Accounts or Contacts. The form is pre-populated with answers for the tabs and you can modify them based on need.
The form has the following fields already pre-populated with mapping:
Do you Want to Create Job in Salesforce? Click Yes or No in order to update the Job from QuickBooks to Salesforce as an Account or Contact.
Select Salesforce Object that you want to integrate with QuickBooks Jobs Select the Salesforce object such as Account, Opportunity, orders etc from the drop down menu. For eg: Choose Account.
Job Integration ID This is the sub-customer id generated from QuickBooks to create a one to one relationship between records.
Customer Name, email, phone, website and billing and shipping information is mapped into QuickBooks Desktop. This means that these child items will be synced into Salesforce with the same information from QuickBooks Desktop .
C. Integrate New Products to Salesforce
Use this form to update all product information as products or items in Salesforce. The form is pre-populated with answers for the tabs and you can modify them based on your need.
The form has the following fields already pre-populated with mapping:
Do you want to create/update Salesforce Products in QuickBooks? Choose Yes or No from the drop-down to add products from QuickBooks Desktop into Salesforce as products/items.
Select the Salesforce object that you want to integrate with QuickBooks Items Select the Salesforce object as 'Product' to add product information from QuickBooks Desktop to Salesforce.
Item Type Select the field that populates the Item type from QuickBooks Desktop to Salesforce.
D. Integrate New Transactions to Salesforce
Use this form to 'Generate' various transactions from QuickBooks Desktop to Salesforce . You can create Invoices, Sales Receipts, Estimates and Credit memos and directly update from QuickBooks Desktop to Salesforce. The form is pre-populated with answers for the tabs and you can modify them based on need.
The form has the following fields already pre-populated with mapping:
Select Salesforce object that you want to integrate with QuickBooks Transactions Define the object from Salesforce to retrieve/map the information into QuickBooks in order to create a transaction: for Eg; Invoice. The main object in this example would be 'Opportunity'
Select QuickBooks Object that you want to integrate with Salesforce Define the object from QuickBooks to retrieve/map the information into Salesforce in order to create a transaction: for Eg; Invoice.'
The following fields are pre-populated and already mapped with QuickBooks Desktop:
Transaction Integration ID
Select the stage that indicates Transactions are created/updated in Salesforce
Transaction Number, date and description
Job Name / Child Customer Name: This is already mapped with 'Name' in Salesforce
Select Salesforce object that you want to integrate with QuickBooks TransactionsLines
Transaction Line Product Id, Name and Description
Define Product quantity, unit price and total price
Click Next to run the integration
E. QuickBooks Desktop to Salesforce Payment Integration
Use this form if you want to sync the Receive Payments from QuickBooks Desktop to Salesforce.
Do you want to create Transaction Receivable in Salesforce? Choose Yes or No to enable the sync which will update the receivable information for a customer invoice in Salesforce.
What kind of Transactions Receivable do you want to generate? Define the receivable you want to Generate: Invoice, Estimate, Credit memo or Sales Receipt.
Select Salesforce object that you want to integrate with QuickBooks Payment Define the Salesforce object you want to sync the payment to. E.g. AVSFQB__Invoices__c
Transaction ID Define the id field for the Invoice that payments are made against. E.g.AVSFQB__Opportunity__c
Click Next to Finish to complete the set-up.
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