The main goal for a client was to cut down manual data entry from Zoho CRM to QuickBooks. For that reason, we developed an automated solution that allows to automatically sync Zoho CRM Invoices with QuickBooks. The basic flow is set to where once Invoice reaches a certain status – we send data into QuickBooks.
For both systems to communicate we had to set the middleman database to store items that are getting synced. Such database is having its own user-friendly interface that allows a user to see the status of the connector.
Here is a list of data points that can be synced:
- Accounts & Contacts
- Products & Items
- Purchase Orders
- Sales Orders
- And more…
For this particular project, we used 4 data categories. Products, Accounts, and Invoices with line items. Each of these categories has its own section within the report page. Basically, the Quickbooks database mirrors Zoho. Upon initial sync, the system checks if there any changes made in Zoho to any of data points. If something does not match it will insert/update missing info.
Once data transfer completed, a user is able to see what is synced, what not as well as sync errors if any. There are additional buttons were set to re-upload newer version of the invoice in case of revision.
Before setting up the connector, we’ve set certain validation rules to prevent sending invalid data and to meet QuickBooks field standards.
In Quickbooks production file client had to add a small (.qbc) file: File -> Update Web Services -> Add new.
Since now Zoho has exact same data as in QuickBooks – your revenue data will be 100% accurate. Now its time to build all sorts of reports and dashboards for the leadership team. Saved time on manual copy paste can be used for something more important.