Zoho Quickbooks Integration Using Quickbooks Online Connector
This extension integrates Quickbooks Online with Zoho CRM. This integrates with various modules of Zoho CRM with Quickbooks Online.
Features
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The first ever native Zoho CRM plugin to integrate with Quickbooks Online
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Bidirectional sync support between Zoho CRM and Quickbooks Online
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Sync Contacts and Customers between Zoho CRM and Quickbooks Online
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Sync Invoices between Zoho CRM and Quickbooks Online
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Sync Quotes and Estimates between Zoho CRM and Quickbooks Online
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Sync Products and Items between Zoho CRM and Quickbooks Online
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Sync Vendors between Zoho CRM and Quickbooks Online
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Sync Accounts and Company between Zoho CRM and Quickbooks Online
License Cost
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10 days free trial
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Post that $25/month for unlimited users in your account
Latest Version Update
We bring new features & enhancements to our extension from time to time. And hence we recommend you the check if you have the latest version of extension installed. Please click on the below link to check & update to the latest version.
Step By Step Installation & Setup Guide
Step1: Install the extension from marketplace
Step 2: Authorize the connector with your Quickbooks Account
Step 3: Paste the Company ID from Quickbooks Account [Please make sure there should be no white spaces]
How to Sync Historical Contacts
The first thing that you will like to perform post installing the extension will be to sync the historical data [or bring the old data from Quickbooks to Zoho CRM. Please follow the steps underlined below to perform this action.
Step1 : Go to "Quickbooks Configuration" tab, as shown in screenshot below,
Step 2: By default the date from which the contact will be synced is 2000-01-01, i.e. 1st Jan 2000. Please do not edit this date & click on "Sync Contacts" button. This will start syncing the contact from Jan 2000 & will "AUTOMATICALLY set the date when you first created the customer in quickbooks".
Finally you will have to click on this button continuously to sync the data , as this action will keep on updating the data sync for contacts to the closest current date. This concept is explained in the screenshot below [this whole process is automated].
After each sync is successful ---> PLEASE DO NOT FORGET TO RELOAD THE PAGE
Resolving Issues related to Historical Sync of Contacts
Sometime it might happen that the sync screen is freezed & next screen with date update never appears. Example screenshot below,
Resolution 1: Try to reload the page and click on the button again .
Resolution 2: Please update the date of last sync with +1, i.e. if last contact sync date is 2023-02-12, then update this date manually to 2023-02-13 and then try syncing again.
How to Sync Historical Products
For syncing the historical products from Quickbooks [Items] , please submit the date which you think was the first date when you created an item in CRM. Submit this date and click on sync items, screenshot below,
Pushing Contact As Customers from CRM to Quickbooks
Before explaining the process of contacts sync , we need to understand how the modules are treated in CRM V/s Quickbooks. This is important to understand this since quickbooks has only one component i.e. "Customers" which contains both information "Contact + Company". However in CRM this is handled in two modules "Contacts & Accounts. This means ,
Account + Contacts in CRM [Two components] = Customers [Single component]
Hence to handle this few fields from Contacts module are taken for sync [Mobile, Phone , Email] , while other from Accounts module [like Company Name].
To sync data between CRM & QBO the primary key [unique field] to match data is "Email ID". This means that unique email id is the mandatory field for the sync to happen. Here are the various cases for the sync to happen successfully,
>> Leads is converted to Contacts OR new Contact is created and email id is unique ---> This will create a new customer in Quickbooks Online
>> Leads is converted to Contacts OR new Contact is created and email id same email is present in QBO ---> This will not create a duplicate customer in QBO but sync the existing Contacts record with QBO
Cases for Sync failures:
>> Leads is converted to Contacts OR new Contact is created with email id empty ----> This will not sync any data with QBO, since email is empty
>> Leads is converted to Contacts OR new Contact is created with email id not empty, but QBO has same email id attached to multiple customers ----> This will not sync any data with QBO, since email is not unique in QBO
Forceful Sync of data between CRM Contacts & QBO Customers
There may be instances when you would like to pick and choose specific contact records to sync with QBO. For such purposes we have provided a button on each contact record, which when pressed will sync the record. This process is also explained in the video below,
How do I come to know if the Contact in CRM is synced or not : Refer to this screenshot
>> If this field in Contact Module "QuickBooks Customer Id" = Blank [It means Contact is not Synced with QBO]
>> If this field in Contact Module "QuickBooks Customer Id" = Not Empty [It means Contact is already Synced with QBO]
Sync Products between CRM & QuickBooks Online
To sync data between CRM & QBO the primary key [unique field] to match data is "Product Name". Refer to the screenshot below,
As you can observe in the screenshot above the "Name of Product in CRM = Name of Product in QBO" , henceforth the sync will happen from CRM to QBO seamlessly .
For forcefully syncing the date from CRM to QBO "Check & Uncheck Fetch Product Details" field, screenshot below,
Important Points regarding products sync:
>> Any new product created in QBO will sync automatically into CRM
>> If the Quickbooks Item Id is filled , it means that this product is already synced with QBO
>> If you create an invoice in QBO using this product, & the product is not synced ---> then the invoice will fail to sync
>> You can also import the product name from QBO [from QBO Repots Tab" and mass update "Check & Uncheck Fetch Product Details" to sync the data in bulk
Sync Invoice/Quote between CRM & QuickBooks Online
The process below is defined for Invoice , but same rules apply for Quotes Module
CRM ----> QBO Sync [PUSH]
The sync between the CRM & QBO will happen only & only when following conditions are met :
1. The Contact for which you are creating the invoice is already synced
2. All the products used as line items while creating the invoice are already syced
We have already explained in the earlier sections above for determining if a given product or contact is already synced to not.
>> If the above conditions are met the Invoice will be pushed to QBO from CRM, when you create a new Invoice
>> In case you would like to sync the existing invoice [with the above conditions already met] , we have provided a button to sync the invoice with QBO. Refer to the screenshot below,
>> How do I Know that Invoice is Synced : With the following field values updated you can identify this,
1. The subject of the invoice is updated to the numerical value [This is basically the QBO Invoice ID]
2. "QuickBooks Invoice Id" field is not empty
3. "QBSYNC" field is not empty
QBO ----> CRM Sync [PULL]
The sync between the QBO & CRM will happen only & only when following conditions are met : [Same condition as mentioned in above section along with screenshot]
1. The Contact for which you are creating the invoice is already synced
2. All the products used as line items while creating the invoice are already syced
>> When the invoice is created inside QBO, same will be presented in Zoho CRM invoice module after span of 2 hrs max
>> When a given invoice is edited inside QBO, same will be updated in Zoho CRM invoice module after span of 2 hrs max
>> If you would like to get all the invoice created/updated with no waiting time of 2 hrs, then we have provided a button for this operation to perform instantaneously. For this go to "Invoice module">Select any Invoice from the "List">A button will appear with name "Sync QBO Invoice . Screenshot below,
