QB Sync Made Easy: How To Sync Salesforce With QuickBooks Online Using Flow And Send Estimates And Create Invoice

October 10, 2023
By Team QB Sync Made Easy

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This is the last phase of our How-To-Do blog series on QB Sync Made Easy Integration. Till now we have seen how to install and set permission in QB Sync Made Easy along with how to connect and configure your Salesforce Account with Quickbooks Online.

Also, we already saw how to sync the Salesforce Account with QuickBooks Online using the button. Today we will extend our learning to understand how to sync the Salesforce account with Triggered Flow along with sending Estimates and creating invoices.

Let’s get started.

Sync Salesforce With QuickBooks Online Using Flow

Now we need to sync our Salesforce account with QuickBooks Online, it is solely your preference which method you want to adopt for syncing Salesforce objects with QuickBooks Online objects.

Point To Note:
We need to create different Flow for:

Creating New Record: Suppose you want to create a new record on Salesforce, with the help of the Flow it will automatically reflected in your QuickBooks Online account.
Updating Record: Here if you want to update your old record, with this flow the record will get automatically updated in your QuickBooks Online account.

Flow To Create New QuickBooks Record From Salesforce

First, you need to create Flow on the Salesforce Object that you want to sync in Quickbooks.

For that Go to Home and search Flow

After that click on Create and click on Record Trigger Flow.

Select the object you want to sync in QuickBooks. Here we have selected Account.

Also, click on the checkbox to run the flow asynchronously and then click on done.

Now click on drag and drop Action. Add apex action to the flow named “Create Qb Record”
Fill required fields in Flow then you have to create an Account

In Company ID: enter the QuickBooks company ID you want the record to sync
In QB type: enter the QuickBooks object you want to map with Salesforce’s object (Here Account)
In the Object API name: enter the Salesforce object you are mapping (Here Account)

Then you have to click on the Save As Button

Again click the save as page and click on the save button

Then click on the Activate button. Now your Flow has been activated

Now whenever a new record is created on Salesforce, it automatically will be reflected on your QuickBooks online.

Flow To Update Your QuickBooks Record from Salesforce

Select the object you want to sync in QuickBooks. Here we have selected Account.
Click on Edit.

Fill in the required fields that you want in Flow.
Select A record is updated.
Also, set the condition requirement as per your requirement and click on Done

Similarly, fill in all details as above (Flow to create a new record)

Now you have to click on the Save As Button

Again show the save as page and click on the save button

Then click on the Activate button Now your Flow has been activated

Note: Similarly you can create the flow for all the objects you want to sync with QuickBooks online.

Sending Estimate to an Email From Salesforce

Suppose you have synced Salesforce opportunity and QuickBooks Estimate.
Add the button (send estimate as email and pdf) to a record page(Which is Synced with QuickBooks Estimate) as shown in our previous blog Sync Salesforce Account With QuickBooks Online Customers using Button.

The model will pop up here you can fill in the Email and Click on the Send button to send that Estimate as a PDF to the Email

Convert the Estimate to an Invoice From Salesforce

First, we have to add the button(convert to the invoice) to the records page which you have synced with QuickBooks estimate, and click.
Then your Invoice has been created.

Now Go to the App launcher and Search for the Invoice then you will see your Invoice.

Enable Log

If you encounter any error during the whole process or during working with QB Sync Made Easy, you can check the log.
But for that, you need to enable log. Follow the steps:

First, go to setup, search Custom Metadata Types
Click on manage record of “QuickBooks Credentials” metadata
“QuickBook Generate Log” metadata record will open, click on that
Check the field “Allow Log Generation”

Wrap-up

This is our overall QB Sync Made Easy tutorial. We have explained each step thoroughly keeping all minute details in the blog. This blog will definitely ease the process of integrating QuickBooks Online with the Salesforce. With the integration, you can also send estimates to your client and also convert your estimates to invoices.

Wrapping up the blog with the note that if you need assistance in integrating QuickBooks Online to Salesforce we are happy to assist you. Also don’t forget to install our app available on AppExchange. Till then happy reading!!