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Connect Salesforce to get opportunities into QuickBooks Online Advanced

SOLVEDby QuickBooks19Updated December 01, 2022

Learn how to connect your Salesforce account and import opportunities.

In QuickBooks Online Advanced, you can automatically download Salesforce opportunities as estimates, invoices, or sales receipts.

Use the Salesforce Connector by QuickBooks app to connect your accounts. QuickBooks will start automatically downloading closed opportunities in Salesforce and create draft sales forms. All you have to do is approve the drafts to add them to QuickBooks. This speeds up the sales cycle and keeps all of your info organized. Here's how to set everything up and get opportunities into QuickBooks.

Note: You may only have either Wholesale discount or Salesforce Connector by QuickBooks app enabled on your company.

Step 1: Connect Salesforce to QuickBooks

You need to be an admin user in QuickBooks and Salesforce to complete the connection.

  1. Sign in to QuickBooks Online Advanced as an admin.
  2. Go to the Apps menu.
  3. Search for the Salesforce Connector by QuickBooks app and select Get app now.
  4. Follow the onscreen steps to subscribe.
  5. Select when you want QuickBooks to start downloading Salesforce opportunities. Then select Agree.
  6. In the Salesforce sign-in window, sign in as an admin. Then select Allow to connect.

If Salesforce disconnects from QuickBooks, don't worry. Just follow the steps again to reconnect it.

Important: When you select the download start date, pick the day of the last opportunity QuickBooks downloaded from Salesforce. Don't worry about duplicates. QuickBooks only downloads opportunities once.

Step 2: Decide how opportunities appear in QuickBooks

During setup, choose if you want new Salesforce opportunities to come in as invoices, estimates, or sales receipts. Whenever QuickBooks downloads a new opportunity, it creates a draft of the sales form you pick using the info on the opportunity.

You can change the sales form type anytime for future opportunities:

  1. Go to the Salesforce menu.
  2. In the Customize section, select Import settings.
  3. Select a transaction type from the dropdown.
  4. Select Save.

Step 3: Add Salesforce products and services to QuickBooks

QuickBooks tries to match your existing products and service items in QuickBooks with the info on Salesforce opportunities. If you haven't already, add your Salesforce product and service items to QuickBooks. You can also use your existing items instead of creating unique ones for Salesforce.

Important: You need to add the products and services before you can save the draft sales forms.

Step 4: Map Salesforce fields to QuickBooks fields

Do you want the opportunity owner, name, and type to show up in QuickBooks? You can use custom fields on sales forms to capture this data. You can update the fields at any time - it won't affect approved or saved opportunities.

Here are some things to keep in mind as you set up your custom mapping:

  • The fields don't need to match exactly. For example, if you already have a sales rep field in QuickBooks, you can map the opportunity owner name to it.
  • A QuickBooks header field (like the customer field on an invoice) can only be mapped to a Salesforce header field. And a QuickBooks line item field (like product/service on an invoice) can only be mapped to a Salesforce line item field. (Note: if you use Salesforce Essentials, you will not be able to map line item fields.)
  • One Salesforce field can be mapped to multiple QuickBooks fields. For example, a Salesforce name field could be mapped in QuickBooks to both a name and a description field.
  • If you update the mapping, it will only affect drafts created after the map is updated. Existing drafts will use the original field mapping.

Here's how to customize your Salesforce data mapping:

  1. In QuickBooks Online Advanced, go to the Salesforce menu.
  2. In the Customize section, select Import Settings.
  3. In the section When this happens in Salesforce, select the Field name and Value ▼ dropdowns and choose the Salesforce field and value.
  4. In the section Do this in QuickBooks, select the Create ▼ dropdown and choose your draft type.
  5. Review the fields in the QuickBooks Fields column.
  6. In the Salesforce Fields column, select the ▼ dropdown and choose the item you want to map to the QuickBooks field. Some fields, like the address field, are automatically mapped and can’t be customized.
  7. If a Salesforce field has a Field not found error, this means that a required QuickBooks field is mapped to a custom Salesforce field that was deleted. To fix this, select the ▼ dropdown in the Salesforce field and make a new selection.
  8. You can add a custom QuickBooks field by selecting Add a custom field in Quickbooks. Note: If you add a custom field in QuickBooks and choose the Data type as “Dropdown list”, it can’t be mapped to a Salesforce field.
  9. When you're done, select Save and close.

Step 5: Get opportunities into QuickBooks

Now you're ready to bring opportunities into QuickBooks. Every time you mark an opportunity as Closed Won in Salesforce, it sends the opportunity over to QuickBooks. QuickBooks automatically creates a draft sales form from it. To review the drafts:

  1. Go to the Tasks menu. Or, go to the Salesforce menu and select View tasks.
  2. Review the opportunities on the Outstanding list.
  3. Select the ▼ dropdown and then Edit details to see more info.
    Important: Opportunities with exclamation marks need to be reviewed. This means a product or service from Salesforce isn't matched to one in QuickBooks.
  4. Make edits as needed. To review the original opportunity, select the Salesforce opportunity link at the top.
  5. When you're ready, select Save.

When you save the draft, QuickBooks converts it to a regular sales form. Treat them like any other sales form.

If you want to stop downloading new opportunities from Salesforce, disconnect your account. Keep in mind, this deletes any drafts you haven't reviewed and saved:

  1. Go to the Salesforce menu.
  2. Select Disconnect.
  3. Follow the onscreen steps.

Important: Disconnecting your account doesn't end your subscription. If you also need to cancel your subscription, go to Settings ⚙ and then Billing and subscription.

You can also make the data from QuickBooks visible in Salesforce.

  1. Open Salesforce.
  2. Follow the steps to edit your Opportunity layout.
  3. In the Opportunity layout section, select Fields.

This lets you add or remove fields from your default Opportunity layout:

  1. Drag the invoice status, amount, ID, or invoice number fields onto the Opportunity layout.
  2. Arrange the fields.
  3. When you're done, select Save.

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