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QuickBooks Online Version Integration

Learn all about integrating and using QuickBooks (Online Version) with Vtiger CRM.

Bindu Rekha Babu

4 Oct, 2024 - Updated 2 months ago

Introduction

Are you a QuickBooks and Vtiger CRM user?

Then integrate your QuickBooks data with Vtiger CRM today. Sync your contacts, products, and services today, and see how easy it is to manage your inventory, payments, etc.

Vtiger’s integration creates an automatic 2-way sync of data between the CRM and Quickbooks every time a record is updated or created.

Note: Though this feature is currently intended for our customers from the USA, UK, India, Australia, and Canada, other customers can also access the feature.

About QuickBooks

QuickBooks is accounting software for small and medium-sized businesses. It comes in both on-premise and cloud-based versions. QuickBooks covers a wide range of accounting functions such as:

Track expenses
Manage payroll
Generate reports

Chart of Accounts

Chart of Accounts is an Add-on. You must install it from the Vtiger Marketplace. Chart of Accounts makes updating Product information from Vtiger to Quickbooks easy. With this Add-on, you do not have to worry about overwriting Product Accounts (Income and Expense Account) values every time there is a sync.

How does the Chart of Accounts work?
- Install the Chart of Accounts Add-on. Copy all accounts from QB (Income account and Expense Account list values) to Chart of Accounts in Vtiger > Settings. Add the missing account types in Vtiger (books and credit cards are already available in QB).
- The following are mapped during QB sync:
  - QB Income Account = Sales Account
  - QB Expense Account = Purchase Account

The Vtiger Benefit!

When you integrate Vtiger CRM with Quickbooks, you will be able to:

Eliminate double data entry or errors that might occur during an exchange of information between the sales and accounting teams.
Access your customers’ billing status, payment details, shared documents, directly within Vtiger CRM.
Create invoices, with just a few clicks, right from a Quote or Sales order in Vtiger, and then sync with Quickbooks, ensuring data accuracy.

Feature Availability

	Sales/Help Desk Starter	Sales/Help Desk Professional	Sales/Help Desk Enterprise	All-in-One Professional	All-in-One Enterprise
Feature Availability
QuickBooks Integration	✓	✓	✓	✓	✓

Getting Started

Did you know that QuickBooks is an extension that you must install? It is not readily available in Vtiger, so you need to install it from Vtiger’s Extension Store and configure it.

Installation

Follow these steps to install QuickBooks:

Log in to your CRM account.
Click the Main Menu.
Click Add-ons at the bottom left. This will take you to the Extension Store.
Look for QuickBooks.
Click Install.
Click Yes to confirm the installation.

Configuration and Setup

Configuring QuickBooks will help establish a connection between Vtiger and QuickBooks. This is a one-time process.

Follow these steps to configure and set up QuickBooks:

Log in to your CRM account.
Click the Main Menu.
Go to the List View of Contacts/Products/Services/Invoices/Vendors module.
Click the Sync button on the top.
Select QuickBooks and click Configure.
Choose your QuickBooks edition from the drop-down.
Click Proceed.
Read the prerequisites carefully and click Connect with QuickBooks.

If you are not logged into QuickBooks, you need to sign in using your QuickBooks credentials.
If you are logged in, an authorization popup will appear. Click Authorize to proceed. Next, you will be redirected to the Vtiger QuickBooks page.

Select Income Account and Expense Account details, which will be used while synchronizing products/services from Vtiger to QuickBooks.
Click Save settings to proceed with the account mapping.

You will then be redirected to the Sync Settings window.

Synchronization Between Vtiger and QuickBooks

The sync process is straightforward and easy. With the sync, your contacts, products, services, vendors, and invoices are updated on both ends. This ensures that important fields are automatically mapped and you do not have to re-enter data.

Note: You can access QuickBooks from the List View of the following modules and begin the sync process from there - Contacts, Products & Services, Vendors, Invoices, and Purchase Order.

Follow these steps to sync data:

Log in to your CRM account
Click the Main Menu
Go to the List View of Contacts/Products/Services/Invoices/Vendors module
Click the Sync button on the top
Select QuickBooks
Click Sync Settings
Click on the checkbox beside the module you want to sync
From the drop-down below, select the direction of sync:

Sync QuickBooks data with Vtiger

Sync Vtiger data with QuickBooks
Sync Both Ways

Click Save Settings
Click Sync Now to start syncing records

After records are synced successfully, the Sync Log displays the number of records created and updated on both ends in a tabular format

Click on the numbers displayed under Created, Updated, Deleted, and Skipped columns to know the record details

Handy information:

Vtiger CRM Contacts are synced as Customers in your QuickBooks Online account and vice-versa. Contacts can be synced individually.
Products and Services in Vtiger CRM are synced as Products/Services in QuickBooks.
Vendors in Vtiger CRM are synced as Vendors in QuickBooks.
Invoices in Vtiger CRM are synced as Invoices in QuickBooks. However, Invoices can’t be synced individually. Contacts and Products should also be synced alongside with Invoices.
For synchronizing Invoices, you need to have the Contacts, Products, and Services module enabled in Vtiger.
Purchase Order in Vtiger CRM is synced as Purchase Order in QuickBooks.
Sync does not handle Delete activities.
- Any records deleted in Vtiger will not be deleted in QuickBooks and vice versa.

Field Mapping

For any synchronization to be successful, mapping the fields is necessary to ensure information is transferred mutually.

Did you know that Vtiger provides custom mapping for QuickBooks?
You can add a custom field created in QuickBooks, you can do so by using the Add Custom Mapping feature.

The fields you can add are shown in the image below.

Let us now look at the fields that are mapped by default.

Synchronization of Contacts

Vtiger	QuickBooks
First Name	First Name
Last Name	Last Name
Organization Name	Company Name
Office Phone	Phone
Mobile Phone	Mobile
Secondary Phone	Other Phone
Fax	Fax
Primary Email	Email
Mailing Street	Street
Mailing City	City
Mailing State	State
Mailing Zip	Zip
Mailing Country	Country
Description	Notes

Vtiger to QuickBooks

The Display Name field is mandatory in QuickBooks. Hence First Name and Last Name fields are combined and displayed as Display Name in QuickBooks.

QuickBooks to Vtiger

The Last Name field is mandatory in Vtiger. If the Last Name field in QuickBooks is empty, Display Name is taken as the Last Name in Vtiger CRM.
If the Company field is empty, a default organization record QB Sync No Company is created, and a contact is associated with it.

Synchronization of Products and Services Data

Vtiger	QuickBooks
Product Name	Name
Service Name	Name
Unit Price	Price/Rate
Description	Description

Vtiger to QuickBooks

Products/Services is a single entity in QuickBooks, whereas Vtiger offers Products and Services as two different modules. During the sync process, Products and Services in Vtiger are jointly mapped as the Products/Services module in QuickBooks.

QuickBooks to Vtiger

Records in Products are synced to Products module in Vtiger CRM.
Records in Services are synced to Services module in Vtiger CRM.

Synchronization of Vendor Data

Vtiger	QuickBooks
Vendor Name	Name
Primary Email	Email
Primary Phone	Phone
Website	Website
Street	Street
City	City
State	State
Postal Code	Zip

Synchronization of Vendor Data

Vtiger	QuickBooks
Contact Name	Customer Name
QB Invoice No	Invoice No
Invoice Date	Invoice Date
Invoice Due Date	Invoice Due Date
Billing Address	Bill Address
Shipping Address	Ship Address
Products	Products
Services	Services
Quantity	Quantity
List Price	List Price
Tax	Tax
Discount	Discount
Shipping Charges	Shipping
Shipping Address	Shipping Address

Note: Vtiger allows you to edit the Vendor name field in Quickbooks. You can add the name of a vendor’s organization as well as the name of an individual.

You can change the mapping of your vendor’s name to their organization or company name.

Purchase Order Synchronization

Vtiger	QuickBooks
Billing Address	Street
Shipping Address	Shipping address
Shipping City	City
Shipping State	State
Shipping Country	Country
Shipping Postal Code	Postal code
Subject	Purchase order no
Vendor Name	Vendor
Billing City	city
Billing State	state
Billing Country	Country
Billing Postal Code	Postal code
QB Ship via	Ship via
Due Date	Purchase Order date
QB Purchase Order No	Purchase Order no

Note: Map QuickBooks custom fields to Vtiger.

Synchronization of Payment Data

Vtiger	QuickBooks
Payment No	Reference no
Related Contact	Customer name
Amount	Amount received
Date Received	Payment date

Vtiger to QuickBooks

Invoices that are not related to any Contact record in Vtiger CRM are not synced to QuickBooks.
Vtiger CRM Invoices are not synced if handling charges are not enabled in QuickBooks.
You can sync the Bundle product type in Vtiger to the bundle in QuickBooks if the product has the same name. Then, the Invoices will sync from Vtiger to QuickBooks with the bundle product info.
If Tax Mode is set as Group in Vtiger, the total of all available taxes are passed over as a single tax to QuickBooks.
If Tax Mode is set as Individual in Vtiger, the tax amount for individual line items will be calculated, and the total tax amount will be updated to QuickBooks.
To successfully sync Vtiger Invoice with QuickBooks, add a group tax in QuickBooks, which includes all the selected taxes for a product or service in Vtiger.
Any new tax added in QuickBooks gets auto-created in Vtiger after synchronization.
Shipping and Handling charges total will be updated to Shipping in QuickBooks.

QuickBooks to Vtiger

Invoice Tax Type in Vtiger will be set as Group or Individual depending on the data received from the QuickBooks Invoice.
QuickBooks Shipping will be added to Vtiger Shipping and Handling Charges.
Organization Name is mandatory to create an Invoice in Vtiger. After synchronization, the information in the Company field in QuickBooks Invoice will be populated as Organization Name in Vtiger.
If the Company field is empty, QB Sync No Company Organization record is created in Vtiger, and an Invoice is associated with it.

Limitations

US-Edition

When you perform the sync for the first time, all the taxes from QuickBooks will be copied to Vtiger.
Vtiger Invoice with individual tax type should have the same taxes for all the line items.
Shipping should be enabled from QuickBooks Company settings if you are tracking Shipping charges from Vtiger Invoice module.

Non-US Edition

While syncing Invoices from QuickBooks to Vtiger, Currencies used in QB Invoices should exist in Vtiger.
While syncing Invoices from QuickBooks to Vtiger, Shipping tax percentages should be the same in Vtiger and QuickBooks.
At least one tax should be active in Vtiger to sync Invoices from Vtiger to QB.
While syncing Invoice from Vtiger to QuickBooks, if tax values are zero, then the Invoice will be created in QuickBooks with mode as Out of scope of Tax.
While syncing Products from Vtiger to QuickBooks, Income account and Expense account will be mapped from the details you provided.
Invoice in Vtiger with individual tax type having group level discounts and item level discounts will be skipped
If any of the line items in Vtiger is not having taxes in individual mode, we will be checking for a zero value tax in QuickBooks and sync the Invoice. If Zero value tax is not available then Invoice will be skipped.
When you do the first sync, all Sales taxes will be copied from QuickBooks to Vtiger and all purchase taxes will be skipped.

Troubleshooting Tips

Some Common Errors

Below are a few common errors users often face during the sync process:

Error: Vtiger Invoice contains products that are not available in QuickBooks – Vtiger Error.
The specified products, such as Product A or Service B, are not in QuickBooks. First, you must sync these products.
Error: Vtiger Invoice contains currency that is not available in Quickbooks - Vtiger Error.
- The base currency of Vtiger CRM and QuickBooks should be the same.
- If the base currency is the same in both applications and the issue persists, follow these steps:
  - Go to Invoices.
  - Click on Skipped Invoice.
  - Go to Item Details.
  - Update the record currency to match the base currency.
  - Save the Invoice.
  - Try syncing the invoice once more.
Error: The specified string length does not match the supported length. Min:0 Max:4,000 supported.Supplied length:4,312 - QuickBooks Error.
- Product descriptions must be fewer than 4,000 characters, as QuickBooks has a character limit of 4,000 for item descriptions.
Error: Invalid account type: You can't associate a product or service with accounts of certain types(such as Debtors and Creditors). If the product or service is something you sell, use an income account. If the product or service is something you buy, use an expense account.-Quickbooks Error.
- Please follow these steps to resolve the issue.
  - Go to the Quickbooks Sync Settings page.
  - Click on Account settings.
  - Give a proper expense account and save
  - Go to the sync log of Quickbooks.
  - Click on Sync Now.
Error: Related To does not have a value
- Please follow these steps to resolve the issue.
  - Go to Module Layouts & Fields of Payments.
  - Make Related To nonmandatory.
  - Go to the sync log of Quickbooks.
  - Click on Sync Now.
Error: Vendor related to the QuickBooks Invoice is not created in Vtiger - Vtiger Error
- The specified vendors are not found in Vtiger. Please sync the vendors first before syncing the purchase orders.
Error: Product/Service linked to the QuickBooks Invoice is not synced to Vtiger - Vtiger Error
- The specified Products/Services are not synced to Vtiger. Please sync the Products/Services first before syncing the Invoices.
Error - Business Validation Error: You must set a transaction amount. The status of this payment is not "Received," "Paid," or "Refunded," and hence, the transaction amount doesn't exist. - QuickBooks Error
- Please follow these steps to resolve the issue.
  - Go to Payments.
  - Open the skipped payments.
  - Change the status Received, Paid, or Refunded and Save.
  - Go to the sync log of Quickbooks.
  - Click on Sync Now.
Error: A matching product bundle with the same name is not available in QuickBooks. Please manually create a product bundle in QuickBooks with the same name as Vtiger and resync. QuickBooks does not provide API to create or update product bundles - Vtiger Error.
- Please follow these steps to resolve the issue.
  - Login to Quickbooks.
  - Create a product bundle manually in QuickBooks using the same name as in Vtiger.
  - Go to the sync log of Quickbooks in Vtiger.
  - Click on Sync Now.
Error: Vtiger Purchase order contains currency that is not available in QuickBooks - QuickBooks Error
- Currency of the purchase order must match QuickBooks' base currency.
- Please follow these steps to resolve the issue.
  - Go to Purchase Orders.
  - Open the skipped Purchase order.
  - Go to the Item details block.
  - Change the currency to match QuickBooks' base currency and Save
  - Go to the sync log of Quickbooks in Vtiger.
  - Click on Sync Now.
Error: Vtiger Invoice contains tax values that are not available in QuickBooks - QuickBooks Error
- Vtiger created taxes are not supported. Only Quickbooks created taxes must be used in Invoices.
- Please follow these steps to resolve the issue.
  - Go to Invoice Module
  - Click on skipped invoice.
  - Go to edit view
  - Scroll to the item details section.
  - Remove the taxes which are Vtiger created.
  - Save the invoice
  - Now go to the Quickbooks sync log.
  - Click Sync Now.
Error: Invalid reference record id specified for currency_id
- The QuickBooks currency must be present in Vtiger.
- Please follow these steps to resolve the issue.
  - Go to Currencies in Settings.
  - Create the currency that is in QuickBooks.
  - Now go to the Quickbooks sync log.
  - Click Sync Now.
Error: Required parameter CustomerRef is missing in the request - QuickBooks Error.
- Please follow these steps to resolve the issue.
  - Go to Payments.
  - Open the Skipped Payments.
  - Add Related Contact and Save.
  - Now go to the Quickbooks sync log.
  - Click Sync Now.

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Articles in this section

QuickBooks Online Version Integration

Table of Contents

Introduction

Feature Availability

Getting Started

Installation

Configuration and Setup

Synchronization Between Vtiger and QuickBooks

Field Mapping

Synchronization of Contacts

Synchronization of Products and Services Data

Synchronization of Vendor Data

Synchronization of Vendor Data

Purchase Order Synchronization

Synchronization of Payment Data

Limitations

Troubleshooting Tips

Some Common Errors

Comments 0