Two way integrations for data sync Salesforce to QBO and from QBO to Salesforce

The Client

Canada’s top-notch company for full-service restoration, concrete epoxy flooring and traffic specialists with revenue of more than $3 M every quarter. Helping businesses since 1975.

The Challenge

Initially the client contacted satva solutions to sync the data between Salesforce and QuickBooks using cloud based no-code data integration platform, Client’s team member was able to learn implementation for integrating QuickBooks with salesforce.com but they ran into the challenge of sync not working properly for them. also the advance reporting and field mapping was difficult for a non technical operation manager. so our assignment was to fix the issues with this no-code data integration platform, but during analysis we discovered additional requirements of AR and AP reporting based on job for a client.
Until then, the client was manually creating Expenses (Bills) and Income (Invoices) from QuickBooks online to Salesforce one by one.
So the account managers had to wait for A/R and A/P aging reports due to dependencies. Sometimes miniature errors and duplications were affecting the morals and patience of the teams.
The key challenge was that the decision maker was not able to see the exact Account receivable amount on salesforce for a customer. One customer may have multiple jobs running in parallel. which was resulting in delayed revenue realization and cash flow and working capital management issues.
It was time consuming and costly so they wanted a tool or integration which can automate this flow and make the business seamless.

The Solution

Phase 1 - The Satva team understood the gap between Salesforce and QuickBooks online. As the client already tried developing the integration using one of the no-code automation tools, Taking that further, during the initial POC phase of discovery, our client and we concluded based on the report of our Business Analyst that it will be more costly for the long run plus the constant need of support might arise.

Client wanted it to be cost effective and also it should run errorless and up to date for a longer period. Here on we started making an architecture of a cloud based tool which grasps the Bills and Invoices from QuickBooks online as soon as created and creates the same in Salesforce under the custom tab Expense and Income.

The client changed it from Cloud based to their virtual private server based middleware.

Phase 2 - As this integration was live and the client started using it, They planned on the next phase of the integration which included two definitions - 1) download the records of job in QuickBooks once it is closed as won in Salesforce. 2) if new contact/ customer is created in Salesforce and status is closed won, Download such customers in Quickbook online.

At this phase, The cloud app developed was equipped with two way integration for data sync from Salesforce to QuickBooks online and from QuickBooks online to Salesforce.

Benefits

More than 2000 Invoices, Bills, jobs and Customers/Contacts are already synchronized automatically.
Sync of business transactions worth 5 million USD already done.
Saved more than 25K USD on data entry expenses.
Errors and Duplications reduced to 0.
Cut down on the maintenance cost of data sync between two systems by 90%
Minimal support needed, merely few emails in the span of 10 months.

Platform/Technology

Frontend: Microsoft Asp.net MVC for Quickbooks & Salesforce authentication & display of synchronization logs
Windows Service in C# for scheduling of sync
Hosting done on client’s existing server.