Integrating your Zoho QuickBooks Extension Online helps you to keep your customer and inventory module data up-to-date. This helps you to reduce time spent during data entry and eliminate the dual entry of data from your sales process. Also, we offer bidirectional sync methods for Contacts, Invoices, Products, Quotes, Vendors, Purchase Orders, and Sales order records.
Connect Zoho CRM and QuickBooks
Install the Zoho QuickBooks Extension from Zoho Marketplace.
Once you have installed the extension, click on the three dots from the modules menu of Zoho CRM and select QuickBooks from the drop-down.
Now you will be taken to a page where you have to connect your Zoho QuickBooks Extension accounts.
To connect your QuickBooks account,
In the QuickBooks widget, Click on Connect to connect your QuickBooks account with Zoho CRM.
After that, it prompts you to select the company. In the popup, select Yes if you already have a company in QuickBooks.
If you don’t have any company yet in your QuickBooks account, click No. Go to your QuickBooks account create a new company and then get back to the Extension.
Once you have done so, choose the company which you would like to connect with and then it will automatically connect.
To connect your Zoho CRM
Click on “Authorize” to connect your Zoho CRM with QuickBooks.
Here, select Accept to allow “Zoho QuickBooks Extension” to access your data to perform synchronization.
Then click on Next to Start your data sync.
Click on the Settings menu from the left sidebar. Now, start configuring the records in order to sync the created or updated records from Zoho CRM to QuickBooks and vice versa. Also, you can perform the deletion of records bidirectionally.
Zoho CRM to QuickBooks Sync Configuration
In this configuration section, you can sync records as per your wish. Enable the On Save Sync option to start synchronizing records whenever you create and save a new record inside Zoho CRM and disable it if you don’t want to perform sync from Zoho QuickBooks Extension.
Enable the Modules like Contacts, Products, Invoices, Sales Orders, Quotes, Vendors, and Purchase orders in which you want to perform sync from Zoho CRM to QuickBooks.
Enable the Create and Update option for any module widget in order to sync the module records when it is created or updated inside Zoho CRM to QuickBooks. Also, you can delete records in QuickBooks easily by deleting the records from Zoho CRM. To delete a record in QuickBooks, enable the Delete option for the modules you need.
Choose the Phone number or email address or none option from the ‘Default module for contacts/accounts’ dropdown. If you are selecting a phone number or email address as the default module for contacts/accounts, then the records from the contact/account module of Zoho CRM will be synced only with the default field. If you do not enter the default field selected then the record won’t be synced. Likewise, if you are selecting the None option the records from the contact module will be synced to the Customer module of QuickBooks irrespective of any default field.
Sync Zoho Accounts/Sub-Accounts as QB Customers/Sub-Customers
Usually, the Contact module of Zoho CRM will be synced with the customer module of QB. But if you want to sync your Zoho Sub account with your QB sub customer, you can enable the checkbox “To sync the Sub-Account and Sub-Customer”.
By enabling this checkbox your Zoho CRM Accounts/Sub-Accounts will be synced as your QuickBooks Customers/Sub-Customers and vice-versa. On disabling this feature your Zoho contacts will be synced as your customers and vice-versa.
Once you have configured it, click on Update Configuration.
QB to Zoho Sync Configuration
Similar to Zoho Sync Configuration, you can sync the created, updated, and deleted records of the selected modules in QB sync configure.
Click on Allow Sync to start your sync from QuickBooks to Zoho CRM. You can also disable it to stop the synchronization of records from QuickBooks to Zoho CRM.
Enable all the modules by clicking the power button icon to perform the sync operations. It lets you create, update, or delete records in a bidirectional way. That is, for example, if you delete a record inside QuickBooks it will delete the record in Zoho CRM automatically.
Once you have done your configuration, click on Update Configuration.
If you want to use another QuickBooks account, then click on the ‘Reset Connection’ option inside the Reset tab of the Settings page. By resetting your QuickBooks account, the details of the records synced from your QuickBooks account will be erased. After resetting your QuickBooks account, you can start a new syncing process.
Your extension comes with the Zoho CRM language by default. Zoho QuickBooks Extension lets you set up languages for the extension to make the extension easily accessible for the users. Currently, the extension has three language options English, German, and French. To set up a language, choose the desired language from the drop-down and click on the ‘Update Language’ button.
Synchronization of records can only be performed if the fields are mapped. Click on Mapping from the menu, to begin your mapping.
You can do mapping separately for all the modules like Contacts, Accounts, Products, Invoices, Sales Orders, Quotes, Vendors, and Purchase orders.
By default, the fields are mapped automatically for all the modules. If you want to perform custom field mapping, do it by just dragging and dropping the fields. Select and drag the field that you want to relate to the QuickBooks field from the list of field items present on the right side. Drop it inside the corresponding field box.
In this type of sync, you will be able to sync a bunch of records within a specific date range. You can perform historical sync for the modules Customers, Products, Invoices, Sales Orders, Quotes, Vendors, and Purchase Orders.
Note: If you enable any of the inventory modules (Invoices, Sales Orders, and Quotes) the Contacts, Account, and Products modules will be enabled automatically.
If you enable the Purchase Orders, then the Vendors and Products module will be enabled automatically.
Swipe the button in the top right corner from left to right that makes it blue, if you want to carry out the sync from Zoho CRM to QuickBooks.
Swipe the button from right to left. The button color will be turned to green and it will activate the sync from QuickBooks to Zoho CRM.
Provide the ‘From’ and ‘To’ date and click on “Sync” to start performing the sync operation.
Now, you can see the total number of records found and records to be synced for the selected module. Then click on Continue to Sync. If you want to drop the data sync, click on Cancel.
Once your synchronization is complete, you can check the status of the records. If you get any error in the synced records, you can also resync the records from the Audit section. A notification will be sent if an error message appears three times for the same record.
Limitation of Record Sync
This extension supports a maximum of 1000 records to sync via Copy to QB sync, Bulk record sync, and Automatic CRON sync. You can also sync more than 1000 records by contacting us at [email protected].
Click on the Audit menu from the left. This will give you the detailed status of the Zoho QuickBooks Extension record sync like Name, the data flow of records, module name, the message that the record is created successfully or not, and the created date and time.
It also has filters to find records based on the ‘from’ and ‘to’ date. You can also set the number of records that should be shown on a page. Click on the Results per Page drop-down at the top and select the numbers as per your need. Also, search a particular record by clicking the search icon present at the top right corner.
Zoho QuickBooks Extension allows you to resync the failed record from the Log or Audit section. You can check the failed records from the status.
For all the failed records, you have the resync option near it. Click on the resync icon to sync the record again. While synchronizing the record, if it finds any error it will show the error message. You can solve the error and then resync the particular record. For the Invoice module, click on the drop-down present near the record. You have the related Zoho QuickBooks Extension product and Contact sync details.