Templates / Sync Salesforce products to Quickbooks items

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Sync Salesforce products to Quickbooks items

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SalesforceQuickBooksSales

Overview

When using Salesforce and Quickbooks together you may have many salesforce Products and many QuickBooks items. Keeping this in sync is a challenge that is best done with automation.

This template sets up a one-way sync between Salesforce and Quickbooks.

When Salesforce Products are created or updated the corresponding items will be created in Quickbooks for future use.

A key part of this template is that Salesforce products will be updated to include the ID of the QuickBooks item.

This makes the connection between the SFDC Product and QB item, and will prevent duplicates being created.

This template is set up to work with 'Sales of Product Income' QB services, but can be changed as per the instructions below.

Prerequisites

This workflow assumes the following:

  • You can authenticate with Salesforce.

  • You can add a new custom field to the Product Object within Salesforce (used for housing the QuickBooks Item ID)

  • You can authenticate with Quickbooks Online

  • This workflow only deals with the Quickbooks Item type of Service but can be built upon to handle other item types

End Result

salesforce-products-quickbooks-items-end-result

Workflow Logic

The following screenshot illustrates the stages in the process:

salesforce-products-quickbooks-items-complete-wf

Getting Live

This workflow assumes that no items are set up in Quickbooks and all items exist in Salesforce. As these items are updated they will be created in Salesforce and linked appropriately. If you already have many of the same items in Salesforce and Quickbooks you will need to ensure that the Quickbooks Item ID is populated in Salesforce or this will create new items.

To configure the workflow for your own use:

Implementation notes

If you wish to change the QB service or item that this workflow deals with, you will need to familiarize yourself with the

'item' type in the Quickbooks documentation

.

You will then need to make sure the parameters included in the request body for the the Create Item in QB and Update Item in QB steps meet the requirements.

The screenshots below show how this is done in the workflow.

One of the key aspects of this workflow is that we have to use the List Helpers 'Find object in list' operation to filter 'Sales of product income' out of the full list of QB income accounts:

imp-notes-find-income-account-ref

These details can then be used in the body of the 'Raw HTTP request' for either the Create Item in QB or Update Item in QB steps:

imp-notes-find-income-account-ref-pt2

This matches the sample request body taken from the 'Create an item' section of the QuickBooks API docs:

create-an-item-request-body