Salesforce and QuickBooks Desktop Integration
Learn how to sync CRM and Accounting Applications
Introduction
Introduction
DBSync offers a reliable and easy-to-use integration between Salesforce and QuickBooks Desktop, enabling seamless synchronization of key business data between your accounting and CRM systems.
This integration supports the following entity mappings:
Salesforce: Accounts, Contacts, Products, and Opportunities
QuickBooks Desktop: Customers, Jobs, Items, Estimates, Sales Orders, Invoices, and Sales Receipts
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
Data flow between Salesforce & QuickBooks Desktop is shown below.
DBSync package (QuickBooks Desktop Integration) Installation in Salesforce
Get the following App from AppExchange for your Salesforce instance - https://login.salesforce.com/packaging/installPackage.apexp?p0=04t600000001jlq
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 - Salesforce to QuickBooks Desktop Order to Cash follow the below steps:
Login to DBSync Cloud Workflow and from the home screen click Add Template.
Select the template: Salesforce to QuickBooks Order to Cash template which allows for running multiple workflows and integration between the two applications Salesforce and QuickBooks Desktop.
The template will be added to your Projects.
Select the template and you will be redirected to the Task Screen.
Click Setup to access the setup wizard pre-built template.
Connect & 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 both Salesforce and QuickBooks Desktop.
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.
Salesforce to QuickBooks Desktop
There are 4 types of integration or sync you can perform with this template as listed below:
A. Integrate New Customers to QuickBooks
Use this form to update all customer records or accounts from Salesforce and push them into QuickBooks Desktop as customers. The form is pre-populated with answer for the tabs and you can modify based on need. The form has the following fields already pre-populated with mapping:
Do you want to create/update your Accounts in QuickBooks? Click 'Yes' or 'No' in order to update Account from Salesforce to QuickBooks Desktop as customer.
Select Salesforce object that you want to integrate with QuickBooks Customers Select the Salesforce object such as Account, Opportunity, orders etc from the drop down menu. For eg: Choose Account
Customer Integration Id This is customer id generated
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 QuickBooks Desktop with the same information from Salesforce. Click 'Next.'
Click Next and run the integration for Customer Sync. Ensure the 'Update account in QuickBooks' field is mapped from Salesforce to QuickBooks.
B. Integrate New Products to QuickBooks
Use this form to update all product information as products or items in QuickBooks Desktop . The form is pre-populated with answer for the tabs and you can modify based on 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 Salesforce into QuickBooks Desktop as products/items.
Select Salesforce object that you want to integrate with QuickBooks Items. Select the Salesforce object as 'Product' to add product information from Salesforce to QuickBooks Desktop.
Item Type Define the type of item based on need.
Click 'Next' and run the integration for Product Sync. Ensure you select the Salesforce Object as 'Product' in order to map the fields into QuickBooks Desktop.
C. Integrate New Transactions to QuickBooks
Use this form to 'Generate' various transactions from Salesforce to QuickBooks. You can create invoice, sales receipts, estimates and credit memos and directly update from Salesforce to QuickBooks
The form is pre-populated with answer for the tabs and you can modify 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'
What kind of Transactions do you want to generate? Choose the type of transaction you would like to generate and update in QuickBooks Desktop: invoice, sales order, estimates and credit memos.
The following fields are pre-populated and already mapped with QuickBooks Desktop:
Transaction Integration Id
Select the filter field that indicates which Transactions should be created/updated from Salesforce
Transaction Number, date and description.
Do you Want to Create Job in QuickBooks? In case you want to create a job in QuickBooks Desktop for this transaction select 'Yes.'
Job Name / Child Customer Name: This is already mapped with 'Name' in QuickBooks.
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.
D. QuickBooks to Salesforce Integration
Use this form if you want to sync the records from QuickBooks Desktop to Salesforce.
Do you want to create/update QuickBooks Customers in Salesforce? Choose 'Yes' or 'No' in order to create an 'Account' in Salesforce from the customer information from QuickBooks Desktop.
Do you want to create/update QuickBooks Items in Salesforce? Choose 'Yes' or 'No' in order to create an 'Product' in Salesforce from the item/product information from QuickBooks Desktop.
Do you want to create/update QuickBooks Transactions in Salesforce? Choose 'Yes' or 'No' in order to create a transaction in Salesforce from the invoice/estimate or order information from QuickBooks Desktop.
Select the QuickBooks Transaction type Define the type of transaction as invoice, estimate, credit memo or sales receipt
Do you want to create Transaction Receivable in Salesforce? Choose 'Yes' or 'No' to enable bidirectional sync which will update the receivable information for a customer account 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.
QuickBooks Desktop to Salesforce
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 Now' to complete the sync.
Click Finish. Your sync is completed.
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