One of our clients asked us to research the best way to integrate Salesforce with QuickBooks Online, and we thought we’d publish what we found as a blog post.
The challenge for Charities is that a fundraising charity often receives payments, sometimes directly and individually, sometimes aggregated through their credit card provider, and sometimes through direct debits. Sadly, there is no magic bullet for handling all of this. QuickBooks Online will not ‘know’ about individual donations when it reconciles a single bank transaction containing multiple donations. So a custom solution is often needed.
For charities who run a social business or a business-esque branch (such as the Red Cross being paid to deliver First Aid courses in a business) and issue Invoices, the options are a lot brighter. Tons of businesses have grappled with the best way to get financial data back and forth between Salesforce and QuickBooks Online, and if a charity’s business model is similar to that of a business, the integration will be easy.
Trigger-based Salesforce QuickBooks Online Integration
Trigger-based means that an event in Salesforce fires off an event in QuickBooks Online, or vice versa.
Trigger based integration includes the widely know Zapier, which syncs all manner of programs. Zapier is powerful in that it can connect to multiple data sources, but as a result the integration isn’t as tight. Need to specify a custom field in QBO based on a custom field in Salesforce? Either tricky or impossible.
Workato is another trigger based integration that talks to multiple data sources. Workato is more Salesforce-focused than Zapier, so
OneSaaS is more of a shopping cart focused app, but also integrates with QuickBooks Online and Salesforce.
Challenges of Trigger Based Integration
What happens if you later update an Invoice in QuickBooks Online? Or mark it paid, void, or change the due date? Frustratingly, most trigger based integration is only upon record creation. It saves you effort from copying and pasting, but it usually doesn’t save you the even more laborious task of constantly checking the original source (QuickBooks Online) to see the updated status. This why we prefer what we call deeper integrations.
One app that is half trigger-based and half deeper-integration is Propelware’s Autofy. We like them because they have custom Salesforce field to QuickBooks Online field integration. However, they also work with a lot of products, which makes their entire integration more powerful but each specific integration a bit less flexible.
The market leader in all this is DBSync. The main challenge here is that DBSync’s tool was designed for QuickBooks Desktop, and later re-provisioned to fit into QuickBooks Online. We’ve heard reports that this makes the QuickBooks Online side a bit flaky.
We’re also looking forward to the release of Breadwinner for QuickBooks Online, which (based on their Salesforce to Xero Integration) might be the strongest of the bunch.