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QuickBooks Online Version Integration

Learn all about integrating and using QuickBooks (Online Version) with Vtiger CRM.
B
Bindu Rekha Babu
12 Feb, 2021 - Updated 2 months ago

Introduction

Are you a QuickBooks and Vtiger CRM user?

Then integrate your QuickBooks data with Vtiger CRM today. Sync your contacts, products, and service today, and see how easy it is to manage your inventory, payments, etc.

Vtiger’s integration creates automatic 2-way sync of data between the CRM and Quickbooks every time a record is updated or created.

Note: Though this feature is currently intended for our customers from the USA, UK, India, Australia, and Canada, other customers can also access the feature.

About QuickBooks

QuickBooks is accounting software for small and medium-sized businesses. It comes in both on-premise and cloud-based versions. QuickBooks covers a wide range of accounting functions such as:

  • Track expenses
  • Manage payroll
  • Generate reports

The Vtiger Benefit!

When you integrate Vtiger CRM with Quickbooks, you will be able to:

  • Eliminate double data entry or errors that might occur during an exchange of information between the sales and accounting teams.
  • Access your customers’ billing status, payment details, shared documents, directly within Vtiger CRM.
  • Create invoices, with just a few clicks, right from a Quote or Sales order in Vtiger, and then sync with Quickbooks, ensuring data accuracy.

Feature Availability

Sales/Help Desk Starter

Sales/Help Desk Professional

Sales/Help Desk Enterprise

All-in-One Professional

All-in-One Enterprise

Feature Availability

QuickBooks Integration

 

Getting Started

Did you know that QuickBooks is an extension that you must install? It is not readily available in Vtiger, so you need to install it from Vtiger’s Extension Store and configure it. 

Installation

Follow these steps to install QuickBooks:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Click Add-ons at the bottom left. This will take you to the Extension Store.
  4. Look for QuickBooks.
  5. Click Install.
  6. Click Yes to confirm the installation.

Configuration and Setup

Configuring QuickBooks will help establish a connection between Vtiger and QuickBooks. This is a one-time process.

 

Follow these steps to configure and set up QuickBooks:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to the List View of Contacts/Products/Services/Invoices/Vendors module.
  4. Click the Sync button on the top.
  5. Select QuickBooks and click Configure.
  6. Choose your QuickBooks edition from the drop-down.
  7. Click Proceed.
  8. Read the prerequisites carefully and click Connect with QuickBooks.
  • If you are not logged into QuickBooks, you need to sign in using your QuickBooks credentials.
  • If you are logged in, an authorization popup will appear. Click Authorize to proceed. Next, you will be redirected to the Vtiger QuickBooks page.
  1. Select Income Account and Expense Account details, which will be used while synchronizing products/services from Vtiger to QuickBooks.
  2. Click Save settings to proceed with the account mapping.
You will then be redirected to the Sync Settings window.

 

Synchronization Between Vtiger and QuickBooks

The sync process is straightforward and easy. With the sync, your contacts, products, services, vendors, and invoices are updated on both ends. This ensures that important fields are automatically mapped and you do not have to re-enter data. 

 

Note: You can access QuickBooks from the List View of the following modules and begin the sync process from there - Contacts, Products & Services, Vendors, Invoices, and Purchase Order.

Follow these steps to sync data: 

  1. Log in to your CRM account
  2. Click the Main Menu
  3. Go to the List View of Contacts/Products/Services/Invoices/Vendors module
  4. Click the Sync button on the top
  5. Select QuickBooks
  6. Click Sync Settings
  7. Click on the checkbox beside the module you want to sync
  8. From the drop-down below, select the direction of sync:
  • Sync QuickBooks data with Vtiger
  • Sync Vtiger data with QuickBooks
  • Sync Both Ways
  1. Click Save Settings
  2. Click Sync Now to start syncing records
  • After records are synced successfully, the Sync Log displays the number of records created and updated on both ends in a tabular format
  1. Click on the numbers displayed under Created, Updated, Deleted, and Skipped columns to know the record details
 

Handy information:

  • Vtiger CRM Contacts are synced as Customers in your QuickBooks Online account and vice-versa. Contacts can be synced individually.
  • Products and Services in Vtiger CRM are synced as Products/Services in QuickBooks.
  • Vendors in Vtiger CRM are synced as Vendors in QuickBooks.
  • Invoices in Vtiger CRM are synced as Invoices in QuickBooks. However, Invoices can’t be synced individually. Contacts and Products should also be synced alongside with Invoices.
  • For synchronizing Invoices you need to have Contacts, Products, and Services module enabled in Vtiger.
  • Purchase Order in Vtiger CRM is synced as Purchase Order in QuickBooks.
  • Sync does not handle Delete activities.
    • Any records deleted in Vtiger will not be deleted in QuickBooks and vice versa.


 

Field Mapping

For any synchronization to be successful, mapping the fields is necessary to ensure information is transferred mutually.

Did you know that Vtiger provides custom mapping for QuickBooks?
You can add a custom field created in QuickBooks, you can do so by using the Add Custom Mapping feature.

 

The fields you can add are shown in the image below.

Let us now look at the fields that are mapped by default.

 

Synchronization of Contacts

Vtiger

QuickBooks

First Name

First Name

Last Name

Last Name

Organization Name

Company Name

Office Phone

Phone

Mobile Phone

Mobile

Secondary Phone

Other Phone

Fax

Fax

Primary Email

Email

Mailing Street

Street

Mailing City

City

Mailing State

State

Mailing Zip

Zip

Mailing Country

Country

Description

Notes

 

Vtiger to QuickBooks

The Display Name field is mandatory in QuickBooks. Hence First Name and Last Name fields are combined and displayed as Display Name in QuickBooks.

QuickBooks to Vtiger

  • The Last Name field is mandatory in Vtiger. If the Last Name field in QuickBooks is empty, Display Name is taken as the Last Name in Vtiger CRM.
  • If the Company field is empty, a default organization record QB Sync No Company is created, and a contact is associated with it.

 

Synchronization of Products and Services Data 

Vtiger

QuickBooks

Product Name

Name

Service Name

Name

Unit Price

Price/Rate

Description

Description

 

Vtiger to QuickBooks

Products/Services is a single entity in QuickBooks, whereas Vtiger offers Products and Services as two different modules. During the sync process, Products and Services in Vtiger are jointly mapped as the Products/Services module in QuickBooks.

QuickBooks to Vtiger

  • Records in Products are synced to Products module in Vtiger CRM.
  • Records in Services are synced to Services module in Vtiger CRM.

Synchronization of Vendor Data

Vtiger

QuickBooks

Vendor Name

Name

Primary Email

Email

Primary Phone

Phone

Website

Website

Street

Street

City

City

State

State

Postal Code

Zip

Synchronization of Vendor Data

Vtiger

QuickBooks

Contact Name

Customer Name

QB Invoice No

Invoice No

Invoice Date

Invoice Date

Invoice Due Date

Invoice Due Date

Billing Address

Bill Address

Shipping Address

Ship Address

Products

Products

Services

Services

Quantity

Quantity

List Price

List Price

Tax

Tax

Discount

Discount

Shipping Charges

Shipping

Shipping Address

Shipping Address

Purchase Order Synchronization 

Vtiger

QuickBooks

Billing Address

Street

Shipping Address

Shipping address

Shipping City

City

Shipping State

State

Shipping Country

Country

Shipping Postal Code

Postal code

Subject

Purchase order no

Vendor Name

Vendor

Billing City

city

Billing State

state

Billing Country

Country

Billing Postal Code

Postal code

QB Ship via

Ship via

Due Date

Purchase Order date

QB Purchase Order No

Purchase Order no

 

Note: Map QuickBooks custom fields to Vtiger.

Synchronization of Payment Data 

Vtiger

QuickBooks

Payment No

Reference no

Related Contact

Customer name

Amount

Amount received

Date Received

Payment date

 

Vtiger to QuickBooks

  • Invoices that are not related to any Contact record in Vtiger CRM are not synced to QuickBooks.
  • Vtiger CRM Invoices are not synced if handling charges are not enabled in QuickBooks.
  • If Tax Mode is set as Group in Vtiger, the total of all available taxes are passed over as a single tax to QuickBooks.
  • If Tax Mode is set as Individual in Vtiger, the tax amount for individual line items will be calculated and the total tax amount will be updated to QuickBooks.
  • To successfully sync Vtiger Invoice with QuickBooks, add a group tax in QuickBooks which includes all the selected taxes for a product or service in Vtiger.
  • Any new tax added in QuickBooks gets auto-created in Vtiger after synchronization.
  • Shipping and Handling charges total will be updated to Shipping in QuickBooks.

 

QuickBooks to Vtiger

  • Invoice Tax Type in Vtiger will be set as Group or Individual depending on the data received from the QuickBooks Invoice.
  • QuickBooks Shipping will be added to Vtiger Shipping and Handling Charges.
  • Organization Name is mandatory to create an Invoice in Vtiger. After synchronization, the information in the Company field in QuickBooks Invoice will be populated as Organization Name in Vtiger.
  • If the Company field is empty, QB Sync No Company Organization record is created in Vtiger, and an Invoice is associated with it.

Limitations

US-Edition

  • When you perform the sync for the first time, all the taxes from QuickBooks will be copied to Vtiger.
  • Vtiger Invoice with individual tax type should have the same taxes for all the line items.
  • Vtiger Invoice with a currency other than USD, will not be copied to QuickBooks.
  • Shipping should be enabled from QuickBooks Company settings if you are tracking Shipping charges from Vtiger Invoice module.
 

Non-US Edition

  • While syncing Invoices from QuickBooks to Vtiger, Currencies used in QB Invoices should exist in Vtiger.
  • While syncing Invoices from QuickBooks to Vtiger, Shipping tax percentages should be the same in Vtiger and QuickBooks.
  • At least one tax should be active in Vtiger to sync Invoices from Vtiger to QB.
  • While syncing Invoice from Vtiger to QuickBooks, if tax values are zero, then the Invoice will be created in QuickBooks with mode as Out of scope of Tax.
  • While syncing Products from Vtiger to QuickBooks, Income account and Expense account will be mapped from the details you provided.
  • Invoice in Vtiger with individual tax type having group level discounts and item level discounts will be skipped
  • If any of the line items in Vtiger is not having taxes in individual mode, we will be checking for a zero value tax in QuickBooks and sync the Invoice. If Zero value tax is not available then Invoice will be skipped.
  • When you do the first sync, all Sales taxes will be copied from QuickBooks to Vtiger and all purchase taxes will be skipped.
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