Salesforce and QuickBooks are business tools that simplify customer management and financial processes when integrated. Salesforce integrates with QuickBooks, both Online and Desktop versions. This integration connects sales and accounting departments to streamline workflow automation and synchronize data efficiently.
Salesforce is a popular Customer Relationship Management (CRM) platform that helps businesses manage customer data, sales opportunities, and lead tracking. QuickBooks is a widely used accounting software that handles invoicing, payroll, and financial management and reporting.
This article evaluates various integration methods, data mapping and synchronization processes, and the benefits of integrating Salesforce with QuickBooks.
How to Integrate Salesforce with QuickBooks Online?
To integrate Salesforce with QuickBooks Online (QBO), you can use the QuickBooks REST API, set up webhooks and triggers, or choose a custom API integration based on your business requirements.
Method 1: Using QuickBooks REST API
The most effective method is using the QuickBooks REST API. This approach enables a fully customizable and automated integration between Salesforce and QuickBooks Online, allowing developers to create workflows tailored to specific business needs.
Start by creating a QuickBooks Developer account if you don’t have one. This gives you access to the tools needed for integration. Once logged in, go to the “Dashboard” tab. Create a new QuickBooks app to obtain the “Client ID” and “Client Secret.“
Log into your Salesforce account, go to Setup, and search for “Auth Provider.” Configure an Auth Provider to enable Salesforce to connect with QuickBooks. In the setup, enter the Client ID and Client Secret from QuickBooks. This step links your Salesforce instance to the QuickBooks app.
After creating the Auth Provider in Salesforce, you will get an “Endpoint URL.” Copy this URL; you will need it to complete the QuickBooks configuration.
In your QuickBooks app settings, paste the copied Endpoint URL into the “Redirect URI” field. This step allows QuickBooks to redirect properly to Salesforce after authorization.
After configuring the Auth Provider, go to Setup > Named Credentials in Salesforce. Set up a Named Credential here, which acts as a secure connection point to QuickBooks.
In the Named Credential setup:
- Enter the Endpoint URL you copied earlier.
- Set “Identity Type” to “Named Principal.”
- Choose “OAuth 2.0” as the authentication protocol.
- Select the Auth Provider you created.
After saving the Named Credential, check that the “Authentication Status” shows as “Authenticated.” This confirms the connection is active and ready for use.
Create a custom metadata record in Salesforce to store the Endpoint URL. This step makes the integration dynamic and simplifies managing the endpoint for future scalability.
Method 2: Using Webhooks and Triggers
The second method uses Webhooks and Triggers to automate real-time data synchronization between Salesforce and QuickBooks based on specific events.
Let’s look at an example of using webhooks in Salesforce.
Go to Setup in Salesforce and search for “Outbound Messaging” under Workflow Actions. Create a new outbound message, select the object (e.g., “Project”) to monitor, and enter the endpoint URL (your webhook link). Add only the necessary fields (typically just the ID) to keep it simple.
Go to Process Automation > Flows in Setup. Click New Flow and choose “Record-Triggered Flow.” Set the object to “Project” and select “When a record is updated.” In Entry Conditions, specify that the trigger activates only when the “Project Name” field changes.
In the flow setup, set the condition to trigger only when the project name field “is changed.” This ensures the webhook fires only when the project name is updated, avoiding triggers from other changes.
In the flow, add an Action step, select “Outbound Message,” and choose the previously created outbound message (e.g., “Project Name Changes”). This action sends the webhook to the specified URL whenever the trigger conditions are met.
Save the flow with a descriptive name (e.g., “Project Name Change Webhook”), then activate it. Once activated, the webhook will automatically trigger whenever the project name is updated and saved in Salesforce.
Method 3: Using Salesforce Connector (Manual Method)
The third and least preferred option is using the Salesforce Connector (Manual Method).
Start by downloading and installing the Salesforce Connector by QuickBooks. This tool is required for syncing data between the two platforms.
After installation, open the connector in Salesforce and follow the on-screen instructions (import settings) to finish the setup.
Adjust the import settings in the connector to ensure accurate data transfer. This includes specifying data types and mapping fields between Salesforce and QuickBooks.
Enable syncing to have Salesforce opportunities appear in QuickBooks as draft sales forms. This step helps streamline financial tracking and management. After configuring the settings, test the integration to ensure smooth data flow between Salesforce and QuickBooks.
This method is cost-effective and easy to implement but is time-consuming and prone to errors due to manual data handling. It also lacks real-time synchronization, causing delays in financial reporting.
The QuickBooks REST API provides the strong control and flexibility but requires technical expertise. Webhooks and Triggers enable real-time automation with moderate complexity. The Salesforce Connector (Manual Method) is a simple but less efficient option, best suited for small-scale operations or as a temporary solution before implementing an automated method.
How to Integrate Salesforce with QuickBooks Desktop?
There are two main methods to connect Salesforce to QuickBooks Desktop (QBD), third-party integration tools or custom API integration, each suited to different business needs and technical skills.
Method 1: Using Third-party Integration Tools
A common and user-friendly method is using third-party integration tools like Breadwinner, Workato, or Zapier. These platforms provide pre-built connectors that automate data synchronization between Salesforce and QuickBooks Desktop.
For example, let’s see how Breadwinner is used.
1. In Salesforce, go to Setup > Remote Site Settings to create the endpoints.
- Authentication and Token Access: https://oauth.platform.intuit.com
- Data Retrieval (based on environment):
- Sandbox: https://sandbox-quickbooks.api.intuit.com
- Production: https://quickbooks.api.intuit.com
2. Next, log into the QuickBooks Developer Portal, create a new app, and choose QuickBooks Online and Payments.
Store OAuth tokens by creating a Custom Object in Salesforce with fields such as Client ID, Client Secret, Access Token, and Refresh Token. Use Visualforce Page and Apex Classes to manage the OAuth flow and retrieve tokens. Custom object details are provided below.
Label | API Name | Data Type |
Access Token | Access_Token__c | Long Text Area (4096) |
Access Token Expiry | Access_Token_Expiry__c | Number (18, 0) |
Client ID | Client_Id__c | Text (255) |
Client Secret | Client_Secret__c | Text (255) |
RealmId | RealmId__c | Text (255) |
Refresh Token | Refresh_Token__c | Long Text Area (512) |
Refresh Token Expiry | Refresh_Token_Expiry__c | Number (18, 0) |
3. In the QuickBooks app, go to Development Settings > Keys & Credentials. Copy your Client ID and Client Secret.
4. Create a Visualforce page in Salesforce named qboOauthRedirect. In QuickBooks, set the Redirect URI as https://<your-domain>/apex/qboOauthRedirect (replace <your-domain> with your Salesforce domain) under Redirect URIs.
5. Create a new record in QuickBooks_Details__c in Salesforce and input your Client ID and Client Secret. Use the provided Visualforce page and Apex class code to start the authorization process and get the tokens.
This method involves some technical setup but offers greater flexibility. It is suitable for businesses that want more control over data transfers.
Method 2: Using Custom API Integration
For businesses with specific needs or complex workflows, a custom API integration is a good option. This method uses Salesforce’s API and QuickBooks Desktop SDK to create tailored integrations for unique requirements. However, this approach needs significant development effort and ongoing maintenance, making it suitable for businesses with in-house developers or access to external technical resources.
How to Map & Synchronise Data between Salesforce & QuickBooks?
Successful integration between Salesforce and QuickBooks needs careful data mapping to ensure accurate information flow between the systems. Data mapping aligns fields in Salesforce with corresponding fields in QuickBooks, such as customer details, invoices, transactions, and payments.
For example, map Salesforce’s Customer ID to QuickBooks’ Customer ID. Similarly, fields like Invoice Number, Transaction Type, and Payment Status should be mapped correctly. This ensures that when data transfers between the systems, it is placed in the correct fields without errors.
After establishing data mapping, data synchronization can be set up using three methods: Real-time sync, scheduled sync, or manual sync.
Method 1: Real-time synchronization updates changes instantly between systems (e.g., Salesforce and QuickBooks). This method suits businesses needing current information, like sales teams who require real-time access to financial data such as outstanding balances or payment statuses.
The advantage of real-time sync is that it removes delays in data updates, resulting in more accurate reporting and quicker decision-making. However, it is resource-intensive and may need a stronger infrastructure to manage continuous data flow.
Method 2: Scheduled synchronization enables businesses to sync data at set intervals (e.g., hourly or daily). This method is suitable for companies that do not require real-time updates but still need regular data synchronization between Salesforce and QuickBooks.
The benefit of scheduled syncs is reduced load on system resources compared to real-time syncing. However, there is a delay between data changes and when they appear in the other system, which may not be suitable for time-sensitive tasks.
Method 3: Manual synchronization requires manually initiating data transfers between Salesforce and QuickBooks. This method is the least efficient but may suit small businesses with few transactions or those not needing frequent updates. While it gives full control over sync timing, it is time-consuming and prone to human error.
Mapping key fields like Customer ID, Invoice Number, Transaction Type, and Payment Status ensures accurate data transfer between Salesforce and QuickBooks. Selecting the right synchronization method-real-time for immediate updates, scheduled for periodic syncing, or manual for occasional transfers-depends on your business needs and technical skills.
What are the Prerequisites for Salesforce QuickBooks Integration?
To integrate Salesforce with QuickBooks successfully, five prerequisites must be met for a smooth and efficient process:
- Up-to-date Salesforce and QuickBooks
- Ensure Salesforce CRM and QuickBooks (Online or Desktop) are fully configured and operational.
- Verify that necessary fields (accounts, contacts, opportunities, invoices, etc.) are set up correctly in both systems.
- API Access
- Enable API access in QuickBooks to allow seamless data communication with Salesforce.
- Ensure that Salesforce API settings are configured for integration.
- Data Accuracy
- Confirm that customer details, invoices, transactions, and payment records in QuickBooks are current and accurate.
- Verify that Salesforce data is clean and ready for mapping with QuickBooks fields.
- Integration Tool Selection
- Choose the appropriate integration method or tool based on business needs (e.g., Breadwinner, Zapier, Workato, or custom API integration).
- Ensure the tool supports real-time or scheduled synchronization as required.
- Administrative Access
- Confirm that your team has administrative permissions in both Salesforce and QuickBooks to configure integration settings and manage data sync.
These steps are crucial for setting up integration settings and managing data sync permissions. A clear plan for mapping fields such as Customer ID, Invoice Number, and Payment Status will streamline the integration process and help prevent errors.
How to Troubleshoot Common Issues in Salesforce QuickBooks Integration?
Integrating Salesforce and QuickBooks could cause three main issues, data sync errors, API limitations and duplicate data problems. Below are these three issues and their solutions.
Issue 1: Data sync errors happen when Salesforce and QuickBooks fail to synchronize correctly. These errors arise from mismatched fields, incorrect mapping, or network issues. For instance, you might encounter an error like the one shown below.
Solutions
- Ensure all fields (e.g., Customer ID, Invoice Number) are mapped correctly between Salesforce and QuickBooks.Confirm that both Salesforce and QuickBooks are updated to the latest versions. QuickBooks Online Advanced is required for some integrations.
- Verify your internet connection is stable, as weak connections disrupt sync processes.
- Consider using a reliable third-party tool like DBSync or Skyvia, which offer smoother integration workflows.
Issue 2: API limitations occur when the number of API calls exceeds the allowed quota or when certain data fields are not supported by the integration. For example, QuickBooks Online has specific API rate limits that could prevent real-time synchronization if exceeded. An example error is shown below.
Solutions
- Monitor API usage in both systems to avoid exceeding daily limits. Salesforce offers dashboards for tracking API calls.
- Opt for batching data transfers instead of real-time syncing to reduce the number of API calls.
- Minimize unnecessary API requests by syncing only essential data fields (e.g., invoices, payments) instead of syncing all data.
Issue 3: Duplicate data is a common issue when integrating Salesforce with QuickBooks, especially if both systems contain overlapping customer records or transactions. This results in inaccurate financial reports and customer records. An example error is shown below.
Solutions
- Use deduplication tools in Salesforce or QuickBooks to clean up existing records before starting the sync process.
- Ensure that customer records in both systems use unique identifiers (e.g., Customer ID) to avoid duplication during synchronization.
- Regularly review synced data manually for duplicates and resolve any conflicts promptly.
Troubleshooting Salesforce and QuickBooks integration issues includes resolving duplicate data problems, tracking API usage, and verifying field mapping.
Which Tools can Help in Salesforce QuickBooks Integration?
Below are some of the most popular tools that help with Salesforce and QuickBooks integration.
1. DBSync
DBSync is a powerful integration platform that connects Salesforce with QuickBooks Online and Desktop. It provides pre-built templates to automate data synchronization between accounts, invoices, payments, and more.
- Key Features: Real-time sync, customizable workflows, and support for both QuickBooks Online and Desktop.
- Best For: Businesses need a reliable, scalable solution with extensive customization options.
2. Zapier
Zapier is a no-code automation tool that connects Salesforce and QuickBooks Online through “Zaps,” automating tasks like creating invoices or updating customer records.
- Key Features: Easy-to-use interface, no coding required, supports multiple triggers/actions across both platforms.
- Best For: Small businesses or teams seeking for quick, easy-to-set-up integrations without needing technical expertise.
3. Breadwinner
Breadwinner is a native Salesforce app that directly integrates with QuickBooks Online. It allows seamless data synchronization for sales and accounting teams, delivering real-time financial insights within Salesforce.
- Key Features: Two-way sync of invoices, payments, and salesforce customer data – built-in financial reporting within Salesforce.
- Best For: Companies seeking a deep integration with minimal setup effort.
4. Workato
Workato is an enterprise-grade automation platform that connects Salesforce and QuickBooks using highly customizable workflows. It supports complex business logic and multi-step automation.
- Key Features: Advanced workflow automation, real-time sync, and AI-driven recommendations.
- Best For: Large organizations with complex integration needs requiring sophisticated automation capabilities.
5. MuleSoft
MuleSoft is a comprehensive integration platform designed to connect Salesforce to QuickBooks (and other systems) through APIs. It’s ideal for complex enterprise-level integrations.
- Key Features: API-led connectivity, and scalable architecture, support multiple systems beyond Salesforce and QuickBooks.
- Best For: Enterprises seeking extensive customization and integration across multiple platforms.
6. OneSaas
OneSaas was a cloud-based integration platform that connected QuickBooks with other applications like Salesforce. Although OneSaas services have been discontinued, it was previously used for automating data syncs such as orders, invoices, and inventory management.
Each of these tools offers unique features tailored to different business sizes and needs. Choosing the right one depends on your technical skills, budget, and the complexity of your workflows.
What are the Benefits of Integrating Salesforce with QuickBooks?
Integrating Salesforce with QuickBooks provides advantages like streamlining business processes, improving data accuracy, and enhancing customer service. Here are the four key benefits of this integration:
1. Improved Workflow Efficiency
A significant benefit of integrating Salesforce with QuickBooks is improved workflow efficiency. Automating data transfers between the systems removes the need for manual data entry, saving time on repetitive tasks.
2. Enhanced Data Accuracy
Integrating Salesforce with QuickBooks improves data accuracy by removing the need for manual data entry. Manual processes often result in errors like duplicate entries or mismatched information, causing inconsistencies between customer records and financial transactions.
3. Real-Time Financial Insights
Another key benefit of this integration is real-time financial insights. Synchronizing financial data from QuickBooks with customer and sales data from Salesforce allows businesses to create comprehensive reports, offering a complete view of their operations.
4. Customer Experience Improvement
Integrating Salesforce with QuickBooks enhances the customer experience by offering a unified view of each customer’s interactions and financial history. Sales representatives can access up-to-date financial information, such as invoices and payment statuses, directly in Salesforce, enabling them to respond to customer inquiries more effectively.
Integrating Salesforce with QuickBooks boosts workflow efficiency, improves data accuracy, provides real-time financial insights, and enhances the customer experience—making it a vital solution for businesses aiming to streamline operations and drive growth.
Can I Integrate QuickBooks with Salesforce?
Yes, you can integrate QuickBooks with Salesforce, but it requires technical expertise and third-party tools since there is no built-in integration. For QuickBooks Online, options like Breadwinner and Zapier handle tasks such as invoicing and customer updates. For QuickBooks Desktop, DBSync offers features for syncing data, automating processes like invoicing and payment tracking between the systems.
How much does it Cost to Integrate Salesforce with QuickBooks?
The cost of integrating Salesforce with QuickBooks depends on the chosen tools and services. For instance, Salesforce Connector by QuickBooks costs about $99. This fee is separate from the QuickBooks Online subscription, which ranges from $12 to $88 per month, depending on the selected plan.
Other third-party integration tools like DBSync start at around $2,368 per year, offering a more comprehensive solution with real-time synchronization. More affordable options like Zapier start at about $18 per month, but they are designed for simpler, basic workflows.
For advanced features and deeper integrations, tools like Breadwinner cost about $236 per month, offering two-way sync and real-time data sharing between Salesforce and QuickBooks.
Hire Salesforce QuickBooks Integration Services
Use a service like Dancing Numbers (DN), if you need assistance with the integration process. Dancing Numbers helps businesses connect both QuickBooks Online and Desktop with Salesforce, ensuring real-time sync of financial and customer data. This minimizes manual data entry and enhances accuracy across both platforms. For any issues, reach out through our toll-free number
+1-800-596-0806 or chat with experts.