Connecting QuickBooks Online and Salesforce not only makes your bookkeeper’s day a little easier, it also gives you a full, accurate view of what you’ve sold, who has paid, and what payments are still outstanding. Read more to learn our recommended approach for integrating these ERP and CRM systems.

Benefits of Integrating Salesforce and QuickBooks Online

Why would you want to integrate Salesforce and QuickBooks Online (QBO)? Your organization can reap several advantages from integrating the two software, including: 

Reducing Errors

Integrating Salesforce and QuickBooks Online can help minimize what we call “swivel chair” integrations, where you have to manually move one entry to another system. By integrating QuickBooks Online and Salesforce, you minimize potential errors that might come from duplicate data entry. 

Integration can also help reduce discrepancies that often occur when systems operate independently. When combined, ensuring both systems are integrated and leveraging the same data allows for a single source of truth. It promotes consistent updates from one system to the other, so a change in records in one system automatically reflects in the other. This is essential for reducing mistakes and confusion among users, as they no longer need to switch between systems to access or update information.

Increased Productivity

You also minimize the labor associated with manual tasks, such as copying customer information from one system to the other, order management, and invoice creation. Plus, you reduce the number of emails that go between people inside your company because the integration serves as a single source of truth, facilitating seamless data flow between the two systems. These transformations help improve employee productivity in the two departments by allowing them to focus on other strategic tasks contributing to the organization’s revenue generation. 

Enhanced Customer Visibility

Your customers keep your business running. Insight into your customers’ interactions, preferences, and behaviors helps you improve customer satisfaction rates and keep revenue flowing in. Integrating QuickBooks Online and Salesforce can help you access these valuable analytics, tailor your marketing strategies, and improve customer response and conversion rates.

Moreover, your support team can provide better service since integration offers a 360-degree view of detailed customer information. They can quickly address queries related to orders, invoices, and payments without switching between systems.

Better Cost Savings

Integrating Salesforce and QuickBooks can help your organization save on operational costs in two primary ways. One is eliminating the need to hire additional staff to handle manual tasks like reconciliation and data entry.

Before you begin, we recommend visiting the AppExchange to find a solution that seamlessly connects Salesforce and QuickBooks Online. There are many great options, so take the time to find the best solution for your needs.

Salesforce/QuickBooks Online Integration Steps 

Step 1: Make sure Salesforce is up and running properly and tracking your opportunities. To do this, you can check your Salesforce settings to validate that you’ve set up your Salesforce instance according to your business needs. This is essential for establishing accurate representation in the synced data. Verify you’ve correctly configured all the fields and objects, like accounts, contacts, contracts, users, and opportunities.

Step 2: Make sure QuickBooks Online is up and running properly and managing your accounting. Check that all your financial data within QuickBooks Online is accurate and up-to-date and you’ve configured your company information correctly. Additionally, enable API access to facilitate the communication between the two software for easy data transfer.

NOTE: It’s important that these first two steps are properly set up and your team agrees they are working well. 

Step 3: Make sure your financial system is updated with all the essential data. Manage your other financials properly, including your P&L, your balance sheets, and your cash flow forecast. All other accounting documents should be in order for the integration to go smoothly.

Step 4: Set up your favorite AppExchange solution and begin moving data from Salesforce to QuickBooks Online. Most solutions can be set up in about a day! Popular solutions include Breadwinner, Zapier, and Workato.

Step 5: Keep a close eye on the affected systems for the first month or so that you’re running this integration. Double-check that nothing’s been missed and address whatever issues may come up. You usually won’t see any problems, but this is your accounting data we’re talking about here — this is the lifeblood of your organization. So, be sure to keep a close eye on it. For it to be accurate, you need to make sure that the integration is working as expected.

Chargent Simplifies Salesforce Payments!

Improve your Salesforce billing process with Chargent by integrating your customer data and payment data in one complete system. Chargent can process payments directly from Salesforce, with various ways of interacting with your QuickBooks data. You can sync invoice status from QuickBooks to Salesforce to show if payments have been applied or even trigger the sending of invoices from QuickBooks from Salesforce. Either way, a “single source of truth” lets your sales team keep tabs on your Salesforce accounts and anticipate customer needs. Moreover, your finance team can benefit from streamlined financial processes, including faster invoice generation, improved payment tracking, and accurate revenue reporting.

See how Chargent can work for you with our 30-day free trial, or contact us to learn more!

Frequently Asked Questions

Is it possible to perform accounting activities in Salesforce?

No. Salesforce is a Customer Relationship Management (CRM) platform that gives you a unified view of all your customers’ data. While this software does provide several features, such as tracking sales processes, you cannot use it for accounting purposes alone.   

Does Salesforce integrate with accounting software?

Yes, it does. Salesforce integrates well with numerous accounting software, including QuickBooks Online, NetSuite, Accounting Seed, and Xero.

What is the difference between QuickBooks and QuickBooks Online?

There isn’t a huge difference between QuickBooks and QuickBooks Online. However, one of the most distinct features is that QBO is cloud-based, while QuickBooks is software you install on your desktop or laptop. Additionally, QuickBooks Online is subscription-based, usually on a monthly basis, while QuickBooks Desktop is a one-time purchase. Other differences include:

  • Version Updates: While QuickBooks Desktop requires manual updates, QBO automatically updates to the latest version.
  • User Access: After buying a QBO subscription, multiple users from your organization can use it simultaneously. As for QuickBooks Desktop, the number of users will depend on the license you purchased.
  • Data Storage: QBO stores the data entered into it in the cloud, while QuickBooks Desktop locally stores the data on the device it’s installed on.

What mistakes should you avoid when integrating accounting software with Salesforce?

While integrating Salesforce and QuickBooks Online will have numerous benefits for your organization, getting the integration process wrong can have some devastating effects, such as inaccurate forecasts, operational disruptions, and contribute to overall company inefficiencies. As such, you should avoid the following common pitfalls:

  • Failing to Plan: Before integrating your CRM and accounting software, plan how you will conduct the process. Include different stages, such as the integration timeline, key milestones, and a risk management strategy. That way, you’ll have a clear roadmap of the essential steps you’ll follow and how to deal with challenges along the way.   
  • Ignoring Data Validation: One of the most common causes of inaccurate analytics and decision-making is using error-prone and inconsistent data. Therefore, conduct data validation and cleaning techniques like data deduplication, completeness verification, and consistency checks before you start the integration process to ascertain that the data you use in the integrated system is error-free.
  • Poor User Training: After integrating your accounting software with Salesforce, it’s best practice to provide training to employees who will work with the integrated systems. Training is essential to guarantee the maximum effectiveness of the system and buy-in from employees.

How secure is the integration between Salesforce and QuickBooks Online?

The integration security between QBO and Salesforce is pretty solid. However, be sure to pay attention to security protocols. The integrated system will handle a lot of sensitive customer data, such as email addresses, phone numbers, social media links, billing, and shipping addresses. Malicious hackers can target this system. Without proper security measures, it may experience data breaches.   

How can I get support if I encounter difficulties during the Salesforce QuickBooks Online integration process?

Most integration tools provide support resources such as videos and written tutorials you can refer to in case you encounter challenges during integration. Alternatively, you can contact the software’s customer support directly by email, phone, or online user forums.   

Is it necessary to have technical expertise to integrate Salesforce and QuickBooks Online?

Yes and no. Many integration tools usually provide step-by-step guides for integrating QBO and Salesforce, so it’s just a matter of following instructions. On the other hand, technical expertise may be necessary for troubleshooting errors if they occur, or if you want to do more advanced integrations. 

What is needed for Salesforce integration with QuickBooks Online?

First and foremost, you need a well-detailed plan for the integration process. Next, you require an integration platform for the two systems. Once you have these in place, all you need to do is follow the steps provided by the integration platform.