QuickBooks Desktop Version Integration Stripe Integration in Vtiger Xero Integration Tally Integration - Cloud Tally Integration - OnPremise Razorpay Integration MYOB Accounting Integration Sage Business Accounting Integration Configure PayPal to process your payments

Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise

Introduction

The QuickBooks integration enables seamless synchronization between Vtiger CRM and QuickBooks. This integration automatically performs a two-way sync whenever a record is created or updated in either application. By connecting Vtiger with QuickBooks, your sales and accounting teams can work with the same data without switching between systems. Records such as Contacts, Products, Vendors, Invoices, and Purchase Orders are synchronized, ensuring data consistency across both platforms.

Benefits

The following are the benefits of integrating QuickBooks with Vtiger:

• Eliminates duplicate data entry between sales and accounting teams.
• Reduces errors during data exchange.
• Enables access to customer billing information and payment details directly within Vtiger.
• Allows users to create invoices from Quotes or Sales Orders in Vtiger and sync them with QuickBooks.
• Ensures accurate synchronization of financial and customer data.

In this article, you will learn about:

• Integrating QuickBooks with Vtiger
• Syncing data between QuickBooks and Vtiger
• Troubleshooting Tips

Configuring QuickBooks with Vtiger

You need to install the QuickBooks Add-on and configure it before integrating it with Vtiger CRM.  

Installing QuickBooks Add-on

Follow these steps to install QuickBooks:

1. Log in to your CRM.
2. Go to the main Menu.
3. Click Add-ons. This will take you to the Add-ons page.
4. Look for QuickBooks.
5. Click Install.
6. Click Yes to confirm the installation.

Configuring QuickBooks

Configuring QuickBooks will help establish a connection between Vtiger and QuickBooks. This is a one-time process.
Note: Log in to your QuickBooks account and Vtiger account and keep them open.

Follow these steps to configure and set up QuickBooks:

1. Log in to your CRM.
2. Go to the main Menu.
3. Click Settings.
4. Select QuickBooks under the Extensions tab.
5. Click Proceed.
6. Select QuickBooks Online from the QuickBooks editions drop-down menu.
7. Read the prerequisites carefully and click Connect with QuickBooks. The authorization pop-up will appear.
8. Click Authorize to proceed. Next, you will be redirected to the Vtiger QuickBooks page.
9. Select Income Account and Expense Account details, which will be used while synchronizing products/services from Vtiger to QuickBooks.
10. Click Save settings to proceed with the account mapping. You will then be redirected to the Sync Settings window.

Syncing Data

The integration supports automatic data synchronization between both platforms. Supported modules include:

• Contacts
• Products
• Services
• Vendors
• Invoices
• Purchase Orders

You can start synchronization from the List View of these modules.

Follow these steps to sync data: 

1. Log in to your CRM.
2. Go to the main Menu.
3. Go to the List View of any of the Contacts/Products/Services/Invoices/Vendors module.
4. Click Sync.
5. Select QuickBooks.
6. Click Sync Settings.
7. Enable the Checkbox to sync the modules.
8. Select sync direction from the following:
   1. Sync QuickBooks data with Vtiger
   2. Sync Vtiger data with QuickBooks
   3. Sync Both Ways
9. Click Save Settings ​​​​​​to save the Sync Settings.
10. Click Sync Now to start syncing records.

Note:

• After records are synced successfully, the Sync Log displays the number of records created and updated on both ends in a tabular format
• Click on the numbers displayed under Created, Updated, Deleted, and Skipped columns to know the record details.
• 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 Invoices.
• For synchronizing Invoices, you need to have the Contacts, Products, and Services module enabled in Vtiger.
• A Purchase Order in Vtiger CRM is synced as a 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 that information is transferred in both directions. 

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

 

Syncing Contacts

 

Vtiger to QuickBooks

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

QuickBooks to Vtiger

• The Last Name field is mandatory in Vtiger. If the Last Name field in QuickBooks is empty, the 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.

Syncing Products and Services Data 

 

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

Syncing Vendor Data

Note: Vtiger allows you to edit the Vendor name field in QuickBooks. You can add the name of a vendor’s organization as well as the name of an individual. 

You can change the mapping of your vendor’s name to their organization or company name.

Syncing Purchase Order 

Note: Map QuickBooks custom fields to Vtiger.

Syncing Payment Data 

 

Vtiger to QuickBooks

• Invoices not associated with 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.
• You can sync the Bundle product type in Vtiger to the bundle in QuickBooks if the product has the same name. Then, the Invoices will sync from Vtiger to QuickBooks with the bundle product info. 
• If Tax Mode is set to Group in Vtiger, the total of all available taxes is passed to QuickBooks as a single tax.
• 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.
• The total Shipping and Handling charges 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 creates a No Company Organization record in Vtiger and associates an Invoice 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.
• Shipping should be enabled from QuickBooks Company settings if you are tracking Shipping charges from the 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, the Shipping tax percentages should be the same in both QuickBooks and Vtiger.
• At least one tax should be active in Vtiger to sync Invoices from Vtiger to QB.
• While syncing an invoice from Vtiger to QuickBooks, if tax values are zero, the Invoice will be created in QuickBooks with a Tax mode out of scope.
• While syncing Products from Vtiger to QuickBooks, the Income and Expense accounts will be mapped based on the details you provided.
• Invoice in Vtiger with individual tax type having group level discounts and item level discounts will be skipped
• If any line items in Vtiger do not have taxes in individual mode, we will check for a zero-value tax in QuickBooks and sync the Invoice. If the zero-value tax is unavailable, the invoice will be skipped.
• During the first sync, all Sales taxes are copied from QuickBooks to Vtiger, and all purchase taxes are skipped.