$25K Saved in Data Entry Costs Through Salesforce and QuickBooks Integration

The Client

Canada’s top-notch company for full-service restoration, concrete epoxy flooring, and traffic specialists with revenue of more than $3 million every quarter.

They have been serving businesses since 1975.

The Challenge

Initially, the client contacted Satva Solutions to sync data between Salesforce and QuickBooks Online using a cloud-based no-code data integration platform. The client’s team member learned the implementation for integrating QuickBooks with Salesforce.com but encountered issues with the sync not working properly.

Additionally, advanced reporting and field mapping were challenging for a non-technical operations manager.

Our assignment was to fix the issues with this no-code data integration platform. However, during analysis, we discovered additional requirements for Accounts Receivable (AR) and Accounts Payable (AP) reporting based on jobs.

Until then, the client was manually creating Expenses (Bills) and Income (Invoices) from QuickBooks Online to Salesforce, one by one.

As a result, the account managers had to wait for A/R and A/P aging reports due to dependencies. Sometimes, small errors and duplications were affecting the morale and patience of the teams.

Key issues included:

• Manual Data Entry 
• AR and AP Reporting
• Delayed Revenue Realization

The client needed an automated solution to streamline these processes and improve efficiency.

The Solution

Phase 1 –

The Satva team understood the gap between Salesforce and QuickBooks Online. The client had already attempted integration using a no-code automation tool. During the initial Proof of Concept (POC) phase, our client and team concluded, based on our Business Analyst’s report, that the no-code tool would be more costly in the long run and might require constant support.

The client wanted a cost-effective solution that would run error-free and remain up-to-date for an extended period. Therefore, We proposed and developed a custom cloud-based tool that automatically syncs bills and invoices from QuickBooks Online into Salesforce under dedicated custom tabs for Expenses and Income. This system eliminated manual data entry and ensured that all transactions were recorded in both systems in real-time.

The client later decided to change the solution from a cloud-based application to a middleware hosted on their virtual private server.

Phase 2 –

As this integration went live and the client began using it, they planned for the next phase of the integration, which included two main features:

• Job Record Sync: Automatically download job records from QuickBooks once a job is marked as “closed-won” in Salesforce.
• Customer Sync: If a new customer is created in Salesforce and marked as “closed-won,” automatically download the customer’s details into QuickBooks Online.

At this phase, the developed cloud app enabled two-way data synchronization from Salesforce to QuickBooks Online and vice versa.

Benefits

• Automated Synchronization: Over 2,000 invoices, bills, jobs, and customers/contacts are now synchronized automatically.
• Significant Transaction Volume: The integration has processed $5 million worth of business transactions.
• Cost Savings: Saved over $25,000 on manual data entry expenses.
• Error-Free Operations: The automation solution reduced errors and duplications to zero.
• Maintenance Efficiency: The maintenance cost for the data sync was reduced by 90%.
• Minimal Support Required: Only a few support emails were needed over 10 months.

Platform/Technology

• Frontend: Microsoft ASP.NET MVC for QuickBooks & Salesforce authentication and display of synchronization logs.
• Windows Service: C# for scheduling of sync.
• Hosting: Hosted on the client’s existing server.

Satva Solutions delivered a robust, cost-effective integration solution between Salesforce and QuickBooks, automating data synchronization and eliminating errors. The custom Salesforce and QuickBooks integration improved operational efficiency, reduced costs, and provided seamless reporting capabilities, enabling the client to manage their business processes more effectively.

Need a Custom Salesforce and QuickBooks Integration? Contact Us!

If you require a tailored integration and Automation solution to streamline your business operations, Satva Solutions is here to help. Reach out to us to discuss your needs and explore how our expertise can benefit your organization.