QuickBooks Desktop & Spend Management Software Integration|Case Study

The Client

A leading cloud-based procurement software company of Northwest USA founded in 1997 that helps with proactive spend management (purchase requisitioning, expense and approval management with advanced analytics) for the mid-market & actively manages over $10 billion of spend across the globe at over 1,000 organizations, with more than 200,000 users.

The Challenge

The client was doing well enough with the existing offerings of their Procurement software. However some users had to manage manual import & export of data from this software to accounting software

When the stock level of any item reduces to low quantity such as 20 then the BigCommerce. This was time consuming for end users and also the competitive market of this time has an alternative for almost anything these days.

To advance the USP and make the user experience more seamless, The client decided to include the QuickBooks integration which automates the sync of data between two systems.

The client wanted this addon to be very simple and straightforward so that anyone even with a non technical background can use it easily without much help needed.

For this integration, they did not want to change anything from their end on software. The client ideally wanted a solution (integration tool) which requests the data, Procurement software reacts to the request and the sync happens between Procurement software and QuickBooks Desktop.

This did not include a single connection but for more than 30 connections already and also it should support if a new connection has to be established.

So they inquired about possibilities with the Satva Team.

The Solution

Phase 1 - The Satva team took a few calls and few email discussions to understand the nature and work flow of the Procurement software and created a clear outline of the scope. Satva’s Business analyst and Tech lead worked together on demo accounts and prepared the POC of the solution.

Based on this the conclusion was made that the client shall support the sync for these entities

Supplier (Vendor)
GL Code(Account)
Invoice (i.e vendor Bill)

The solution which we were supposed to make will run into the client's machine where quickbooks desktop is installed. so we prepared a solution which directly authenticates console services with Quickbooks desktop instead of going through a web connector approach. At scheduled time the console application runs and synchronizes the records from Accounts payable system to Quickbooks Desktop. The end user has to do nothing, not even a single click for automatic export. System handles it all.

Sync Services was created to track the accuracy and connection status in check and error reporting for troubleshooting if needed.

Phase 2 - As this integration was live and the end users started using it, The client wanted to automate the system further and the second phase included - Sync Customer, Class, Job & Updated the Bills. The Satva team delivered it within two weeks