Managing customer data and finances can be time-consuming. By connecting QuickBooks with Salesforce, you can make these tasks easier. This integration lets both systems share information automatically, saving time and reducing mistakes. With everything in one place, you can make smarter decisions and focus on growing your business.
Quickbooks Salesforce integration helps businesses manage both sales and financial data efficiently across two powerful platforms. This guide will walk you through the process of setting up the integration, and provide useful insights, recommended apps, and answers to frequently asked questions, ensuring a smooth experience.
Why Integrate Salesforce with QuickBooks?
Here are the top benefits of Salesforce–QuickBooks integration:
- Automated Data Flow: No more manual data entry. Automatically sync invoices, payments, and customer data.
- Real-Time Financial Visibility: View customer credit limits, balances, and payment history directly in Salesforce.
- Improved Sales Efficiency: Empower your sales team with financial insights during the sales process.
- Faster Invoicing & Payments: Generate QuickBooks invoices directly from Salesforce deals or opportunities.
- Better Forecasting: Combine CRM data with accounting figures for more accurate business projections.
How to Integrate Salesforce with QuickBooks: Step-by-Step Step
1: Choose the Right Integration Method
You can integrate Salesforce with QuickBooks using:
- Third-party apps (no-code/low-code options)
- Custom-built API integrations (for advanced control)
- iPaaS tools like Zapier, Workato, or MuleSoft
Step 2: Pick a Trusted Integration Tool
Here are the top integration apps for 2025:
Breadwinner: B2B SaaS & Service Companies Full bi-directional sync, native Salesforce UI
DBSync: Midsize to enterprise users Real-time sync, field mapping, customizable
Zapier: Small businesses & quick setups Easy workflows, no coding required
Workato: EnterprisesAdvanced automation, secure cloud connectors
Autofy: Sales teamsQuick setup, deep QuickBooks Online/Pro support
Step 3: Connect Salesforce and QuickBooks
Each tool may vary slightly, but the general process includes:
- Install the Integration App: Most tools are available on the Salesforce AppExchange or their websites.
- Authenticate Accounts: Log into both Salesforce and QuickBooks to connect securely.
- Map Data Fields: Align Salesforce fields (e.g., Opportunities, Accounts) with QuickBooks fields (e.g., Customers, Invoices).
- Set Rules and Triggers: Define when data should sync—e.g., when an opportunity is marked "closed-won," create an invoice in QuickBooks.
- Test the Connection: Do a test run to ensure data flows correctly between platforms.
Step 4: Automate and Monitor
- Automate Key Workflows: Like creating invoices, updating payment statuses, or syncing new customers.
- Monitor Sync Logs: Check regularly for errors, mismatches, or delays.
- Schedule Regular Backups: Always keep a backup of your financial and CRM data.
Common Use Cases
- Create QuickBooks invoices automatically from Salesforce opportunities.
- Show invoice/payment history in Salesforce’s Account view.
- Sync new customer data from Salesforce to QuickBooks.
- Trigger workflows (e.g., reminders) based on payment status.
⚠️ Challenges and Solutions
Duplicate records : Use field mapping and sync filters to avoid redundancy.
Tax/Field mismatches Align Salesforce tax settings with QuickBooks tax codes.
Data delay: Use tools with real-time or near real-time sync.
Complex workflows: Consider custom APIs or advanced tools like Workato.
📌 Tips for a Smooth Integration
- Always involve your accounting and sales teams in planning.
- Define your integration goals before choosing a tool.
- Start with a sandbox/test environment to avoid disrupting live data.
- Schedule training sessions so users know how to use the integrated system.
🔍 QuickBooks Versions Supported
QuickBooks Online: Widely supported across most tools.
QuickBooks Desktop: Requires special connectors (e.g., Autofy, DBSync).
QuickBooks Enterprise: Best integrated with advanced middleware like Breadwinner or custom APIs.
Salesforce & QuickBooks Integration Pricing (2025)
Pricing varies by tool and features. Here's a general range:
- Zapier – From $19.99/month
- DBSync – Starts around $79/month
- Autofy – From $150/month
- Breadwinner – Enterprise pricing (contact sales)
- Workato – Custom quote (for large businesses)
Conclusion
Salesforce and QuickBooks integration is one of the most impactful ways to bridge your sales and finance teams. By syncing data in real-time, automating invoicing, and reducing data entry, you can save time, improve accuracy, and boost collaboration across departments.
Choose the integration tool that fits your size, needs, and budget—and start streamlining your business today!