Salesforce + QuickBooks Online Solution


the custom ways users need these apps to work. There is a major need for syncing Salesforce and QuickBooks and it has not been sufficiently met. To address ...

Salesforce + QuickBooks Online Solution by

ACCOUNT

CUSTOMER

OPPORTUNITY

OBJECTS

INVOICE

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I

n recent years, more than ever, business functions are more tightly linked within SMBs due to the explosion of best-of-breed cloud applications. Owners want the best apps, like Salesforce, to help find customers to buy their product. They also want apps like QuickBooks to make sure money actually comes in the door when a customer makes a commitment to buy. Businesses need their Salesforce and QuickBooks apps to integrate seamlessly given how interdependent they are. Both apps rely on similar data (customer sales information), trigger a series of actions (invoicing when a sale is made), and are usually done by two different business units within a company (sales and finance). But pre-built integrations don’t fully meet the need of powerful apps like this given the custom ways users need these apps to work.

There is a major need for syncing Salesforce and QuickBooks and it has not been sufficiently met. To address this, in 2011, Intuit released the ‘Salesforce for QuickBooks integration’ solution. However, Intuit and Salesforce have recently decided to shut down this product as of December 3rd, 2014. As part of the shut down, they cited their challenges with customization that the solution could not support. The big insight here, though, was that customization needed to be put in the hands of app users. And here it is today. This guide describes Workato’s Salesforce + QuickBooks Online Solution. It also includes some popular integration recipes that were created by the community. If you are a Salesforce and QuickBooks Online user, please feel free to use and customize them to meet your specific needs. Or, simply create your own recipes and get going within minutes! If you have any questions, please contact us or drop a note to tell us how we’re doing at [email protected] Vijay Tella CEO

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Contents A. Core Salesforce + QuickBooks Integration Recipes* These replace Intuit’s “Salesforce for QuickBooks” solution

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A-1. New customer in QuickBooks creates a new account in Salesforce if it does not exist A-2. Customer update in QuickBooks, creates or updates Salesforce Account A-3. New account in Salesforce creates a new customer in QuickBooks A-4. Updated account in Salesforce updates corresponding customer in QuickBooks A-5. New closed opportunity in Salesforce creates an invoice in QBO A-6. New Salesforce custom invoice is synced to QuickBooks A-7. Updated ‘Closed Won’ opportunity in Salesforce creates an invoice in QBO

B. Popular SF + QBO Integration Recipes from the Workato Community

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B-1. Trigger “Account Update (SF)”. Action “Update Customer if exists (QBO)” B-2. New QBO Customer if Salesforce Account Value is >0 B-3. Adicionar campanha Mkt Conteúdo (Add content to a campaign) B-4. Create a ‘Job’ in QBO B-5. SF Opportunity Signed - New QBS Invoice B-6. Create custom inv. 3

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* These recipes will be pre-populated in your account if you sign up with your Salesforce ID at the end of this guide!

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A quick chart to figure out which recipes suit the integration you need (click the numbers to go to the recipe page) Article No.

A1 New Account

A3

Updated Account Value > 0

B2

New/Update Account

New Customer

A2 A4

Update Customer

B1 B4

New “Closed Won” Opportunity

A5

Updated “Closed Won” Opportunity

A7

Updated Opportunity

B5

Custom Invoice Custom Invoice Updated

Lead Campaign

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New Invoice

A6

B6

B3

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A. Core Salesforce + QuickBooks Integration Recipes These replace Intuit’s “Salesforce for QuickBooks” solution This set of 7 recipes provides replacements for the integration scenarios that were covered by the QuickBooks Salesforce Solution. Details can be found on the Workato’s Salesforce+QuickBooks site.

* These recipes will be prepopulated in your account if you sign up with your Salesforce ID at the end of this guide!

New customer in QuickBooks creates a new account in Salesforce if it does not exist. http://www.workato.com/recipes/21043 Customer update in QuickBooks creates or updates Salesforce Account. http://www.workato.com/recipes/21044 New account in Salesforce creates a new customer in QuickBooks. http://www.workato.com/recipes/21045 Updated account in Salesforce updates corresponding customer in QuickBooks. http://www.workato.com/recipes/21046 New closed opportunity in Salesforce creates an invoice in QBO. http://www.workato.com/recipes/21048 New Salesforce custom invoice is synced to QuickBooks. http://www.workato.com/recipes/21047 Updated ‘Closed Won’ opportunity in Salesforce creates an invoice in QBO. http://www.workato.com/recipes/21049

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Tip #1

Recipe Page

Simply ‘Install’ the recipe and you will be guided in populating it into your account!

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A-1. New customer in QuickBooks creates a new account in Salesforce if it does not exist When QuickBooks Online is your master for customer data, and Salesforce is your CRM system, a new customer in QBO must be moved over to Salesforce. If the customer does not exist in Salesforce create it, if it exists then send out an email.

What these steps do:

How it works  Open Recipe

Trigger:

When a new customer is created in QBO. QBO does not go back in time to pick up updated accounts, so only accounts created from this point on will be picked up.

Actions: • Search for a

Customization Options

The emails are optional. You can remove the emails. You can change the email recipients. You can change the text of the email.

What you need to use this recipe





corresponding account in Salesforce If account does not exist, add a new account in Salesforce If account exists, send out an email notifying people

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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A-2. Customer update in QuickBooks, creates or updates Salesforce Account When QuickBooks Online is your master for customer data, and Salesforce is your CRM system, any changes to customers in QBO must be moved over to Salesforce. If the customer does not exist in Salesforce create it, if it exists then update it.

What these steps do:

How it works  Open Recipe

Trigger:

When a customer is updated in QBO. QBO does not go back in time to pick up updated accounts, so only accounts changed from this point on will be picked up.

Actions: • Search for a



Customization Options

The emails are optional. You can remove the emails. You can change the email recipients. You can change the text of the email.

What you need to use this recipe

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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corresponding account in Salesforce If account does not exist, add a new account Salesforce and send out an email notifying people If account exists, update the Salesforce account and send out an email notifying people

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A-3. New account in Salesforce creates a new customer in QuickBooks When Salesforce is your master for customer data, and QuickBooks Online (QBO) is your accounting system, any new customers in Salesforce must be moved over to QBO. If the customer does not exist in QBO create it, if it exists then update it.

What these steps do:

How it works  Open Recipe

Trigger:

When a customer is created in Salesforce. Salesforce can go back in time to pick up new accounts, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Actions: • Search for a

Customization Options

The emails are optional. You can remove the emails. You can change the email recipients. You can change the text of the email. You can decide to send email when you add a customer and remove the one when you do nothing.

What you need to use this recipe





corresponding customer in QBO If customer does not exist, add a new customer in QBO If customer exists, send out an email notifying people

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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A-4. Updated account in Salesforce updates corresponding customer in QuickBooks When Salesforce is your master for customer data, and QuickBooks Online (QBO) is your accounting system, any updated account in Salesforce must be moved over to QBO. If the customer does not exist in QBO send out an email, if it exists then update it.

How it works  Open Recipe

What these steps do:

Trigger:

When an account is updated in Salesforce. Salesforce can go back in time to pick up new accounts, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Actions: • Search for a

Customization Options

The emails are optional. You can remove the emails. You can change the email recipients. You can change the text of the email. You can decide to add the customer if not present.

What you need to use this recipe

• •

corresponding customer in QBO If customer exists, update the customer If customer does not exist, send out an email

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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A-5. New closed opportunity in Salesforce creates an invoice in QBO When an Opportunity in Salesforce is set as Closed Won, create an invoice for it in QuickBooks Online (QBO) and update the Salesforce opportunity with the QBO invoice number.

How it works  Open Recipe

What these steps do:

Trigger:

When an opportunity is created in Salesforce. Salesforce can go back in time to pick up old opportunities, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Actions: • If the stage for the

Customization Options

You can decide to trigger when the opportunity is updated, not created. You can change the condition from Closed Won to something that matches your business practice. You can check for the customer in QBO, if not present you can give and error and stop or create a customer on the fly. You can add emails at different point.

What you need to use this recipe

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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opportunity is set to Closed Won then do the following steps »» Get the associated Salesforce account; data from this will be used to build the QBO invoice »» Create an invoice in QBO »» Update the Salesforce opportunity to capture the QBO invoice number

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A-6. New Salesforce custom invoice is synced to QuickBooks What these steps do:

When an Invoice is created in Salesforce, create a corresponding invoice for it in QuickBooks Online (QBO) with invoice line items.

How it works

 Open Recipe

Trigger:

When an invoice is created in Salesforce. Invoice is a custom object, so we look for new custom objects of type Invoice. Also, Salesforce trigger can go back in time, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Actions: • Get the associated



Customization Options

You can add email for notification. If you don’t find a customer in QBO, you can flag that as an error. You can update the Salesforce invoice with the QBO invoice number.

What you need to use this recipe

You must have defined a custom invoice object with line numbers in Salesforce. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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• •

Salesforce account, data from this will be used to build the QBO invoice Search for the corresponding customer in QBO, if it does not exist, create one on the fly Get the invoice lines items (get related objects) Create an invoice in QBO For each line item in Salesforce invoice, create a corresponding line item in QBO

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A-7. Updated ‘Closed Won’ opportunity in Salesforce creates an invoice in QBO When an Updated Opportunity in Salesforce is set as Closed Won, create an invoice for it in QuickBooks Online (QBO) and update the Salesforce opportunity with the QBO invoice number.

How it works  Open Recipe

What these steps do:

Trigger:

When an opportunity is updated in Salesforce. Salesforce can go back in time to pick up old opportunities, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Actions: • If the stage for the

Customization Options

You can change the condition from Closed Won to something that matches your business practice. You can check for the customer in QBO, if not present you can give and error and stop or create a customer on the fly. You can add emails at different point.

What you need to use this recipe

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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opportunity is set to Closed Won then do the following steps »» Get the associated Salesforce account; data from this will be used to build the QBO invoice »» Create an invoice in QBO »» Update the Salesforce opportunity to capture the QBO invoice number

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B. Popular SF + QBO Integration Recipes from the Workato Community There are additional core recipes popular with our customers and broadly applicable to customers integrating Salesforce and QuickBooks. Some of these are:

Trigger “Account Update (SF)”. Action “Update Customer if exists (QBO)”. http://www.workato.com/recipes/11485 New QBO Customer if Salesforce Account Value is >0. http://www.workato.com/recipes/9892 Adicionar campanha Mkt Conteúdo (Add content to a campaign). http://www.workato.com/recipes/7967 Create a ‘Job’ in QBO. http://www.workato.com/recipes/11538 SF Opportunity Signed - New QBS Invoice. http://www.workato.com/recipes/11405 Create custom inv. 3. http://www.workato.com/recipes/8955



Tip #2

Here is another tip for navigating around workato.com! Number of successful jobs

Click to open recipe

Apps involved in the recipe: Salesforce, QuickBooks, Email

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Recipe is currently active. Number It will look gray of failed when inactive. jobs

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B-1. Trigger “Account Update (SF)”. Action “Update Customer if exists (QBO)” When an account is updated in Salesforce, update the QBO customer if one exists.

How it works  Open Recipe

What these steps do:

Trigger:

When Account is updated in Salesforce. The trigger is set to pick up all entries from the past.

Actions: • Search for a customer

Customization Options

If the customer does not exist, you may decide to create the customer and send mail. You may decide to select a different ‘since’ value for the trigger if you don’t want to pick up everything from the beginning.

in QuickBooks with the account name from Salesforce »» If the customer was found in QuickBooks, update a few of the fields (see the recipe step for details)

What you need to use this recipe

No special setup or customization is required to run this recipe. You should have a QuickBooks Online and a Salesforce account that is enabled for API. Add your credentials in the connections section if you are not already connected to the apps.

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B-2. New QBO Customer if Salesforce Account Value is >0 When the account value of your Salesforce account is greater than 0, create a new customer in QuickBooks.

How it works  Open Recipe

What these steps do:

Trigger:

When a customer is updated in Salesforce. Salesforce can go back in time to pick up new accounts, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Customization Options

You can check to see if the customer already exists in QBO. You can send out an email.

Actions: If account value is greater than 0, add a new customer in QBO

What you need to use this recipe

No special setup or customization is required to run this recipe. You should have a QuickBooks Online account and a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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B-3. Adicionar campanha Mkt Conteúdo (Add content to a campaign) When a lead is created in Salesforce, add the lead as a member to an existing campaign. This recipe assumes a single known campaign is there and adds new leads to that campaign.

How it works  Open Recipe

What these steps do:

Trigger:

When a lead is created in Salesforce. Salesforce can go back in time to pick up new accounts, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Customization Options You can send out an email.

What you need to use this recipe

Actions: Add lead to a known campaign

No special setup or customization is required to run this recipe. You should have a Salesforce account that is API enabled. Add your credentials in the connections section if you are not already connected to the apps.

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B-4. Create a ‘Job’ in QBO When an opportunity is Won in Salesforce, create a customer in Quickbooks if the company name has no associated customer or the opportunity name has no associated customer.

How it works  Open Recipe

What these steps do:

Trigger:

When an opportunity is updated in Salesforce. Since is set to ‘an hour’, which means it will pick up all entries from the past.

Actions: • If the opportunity

Customization Options

You can add emails at different points.

What you need to use this recipe

This recipe does not use any custom objects. You should have a QuickBooks Online account and a Salesforce account that is api enabled. Add your credentials in the connections section if you are not already connected to the apps. Go ahead and give it a try!

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stage is Won »» Get the account details »» Get the opportunity details »» Search for a customer in Quickbooks with the Opportunity Account name »» if the customer does not exist ——create a customer »» Search for a customer in Quickbooks with the Opportunity name »» if the customer does not exist ——create a customer

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B-5. SF Opportunity Signed - New QBS Invoice When an opportunity is signed in Salesforce, create a new invoice for it in Quickbooks.

How it works

 Open Recipe

What these steps do:

Trigger:

When an opportunity is updated in Salesforce. Since is set to ‘no limit’, which means it will pick up all entries from the past.

Actions: • If the opportunity

Customization Options

You can add emails at different points.

What you need to use this recipe

This recipe does not use any custom objects. You should have a QuickBooks Online account and a Salesforce account that is api enabled. Add your credentials in the connections section if you are not already connected to the apps. Go ahead and give it a try!

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stage is not signed, stop »» Search for the custom object ‘Opportunity Product’ »» Get the account details »» Search for custom object ‘Price book entry’ »» Search for custom object ‘User’ »» Create an Invoice in Quickbooks »» Loop through all the ‘Opportunity Products’ »» if the ‘Pricebook entry ID’ is not present ——search for the precook entry again ——add a line item to the invoice

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B-6. Create custom inv. 3 When a custom object (invoice) is updated in Salesforce, progressively update its Notes field based on its status, and conditionally create a corresponding invoice for it in Quickbooks Online (QBO).

How it works

What these steps do:

 Open Recipe

Trigger:

When a custom object is updated in Salesforce. Salesforce can go back in time to pick up old opportunities, so carefully chose how far back in time you want to go back, this is set under the ‘Since’ parameter.

Actions: • If the invoice is not • •



Customization Options

You can check for the customer in QBO, if not present you can give and error and stop or create a customer on the fly. You can add emails at different point.

• •

What you need to use this recipe

You must have the same customizations to salesforce that this recipe has. You should have a Quickbook Online account and a Salesforce account that is api enabled. Add your credentials in the connections section if you are not already connected to the apps. Go ahead and give it a try!

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sent - stop Otherwise set it’s step as 1 If the invoice has been sent to quickbooks stop Otherwise set it’s step as 2 Create an invoice in QBO Get account details from Salesforce to create an invoice in Quickbooks Update the salesforce invoice with the Quickbooks invoice id

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