iCRM makes it easy for you to have access to your Customer's QuickBooks information even without logging into QuickBooks all the time. When an Opportunity is won, your salespeople can create a QB Invoice. If Accounts/Customers is new, it is easy to automatically add them at the time of invoice creation.
Step 1. Enable QuickBooks Integration
Make sure that you have a valid Online QuickBooks Account. Your login credentials will be asked.
Integrations can be found on Global Settings, inside Setup Module on the Tools bar.
1. Click here to follow instructions on How to Setup QuickBooks Integration
Step 2. Import your Accounts and Products
The most important thing to note with QuickBooks integration is that the record IDs of your Customers and Products on QuickBooks must also exists on iCRM. Best way to do this is to Import.
Automatic mapping of fields from your QuickBooks to iCRM is supported. However, there may be some details on your QuickBooks Account or Product form that do not have a target field on the iCRM forms. You will have to add or create those fields.
So for import, you may choose to, Customize the form then import or jump right to import and add missing fields later.
1. Customize your Form - iCRM default form is simple and basic, however, it is easy to customize to suit your needs. You may choose to add fields that may not have a target placeholder during import or totally just do this later. You may want to do this first OR add fields on the fly when you import.
Add System Fields - these are fields that are included in the basic installation. Some are by default hidden but easily added if needed. You may use and rename the label as needed. Checking if the field you need already has a corresponding iCRM field will save you some time.
Add Custom Fields - if the fields you need are not in any of the system fields, add custom fields. You can add 50 fields per each field type.
Add Keywords - keywords are added on the fields level. Drag/drop to reorder.
2. Click here for details on How to Import from QuickBooks. Importing Accounts and Products ensure that IDs are established between the two systems.
Step 3. [Optional] Enable Subscription for Recurring Revenue
iCRM provides a Subscription module that you can set to handle your company's Recurring Revenue Management. A Subscription is created automatically when an Opportunity is won (Sales stage = Closed-Won) AND the Opportunity product line items has subscription products. You may also just manually create a Subscription record.
1. Click here for details How to Enable Subscription.
2. Below are pre-requisites that needed to be setup:
a. On Opportunity form
Opportunity type - this field must exists on the form. This field by default exist, if missing click on the link on How How to Add System Fields.
Sales stage - "Closed - Won" value must exists on the keyword choices. This exists on the default setup.
b. On Products form
Subscription - this field must exists on the form. This field by default exist, add if missing.
Taxable - this field may exists on the form, if needed. This field by default exist, add if missing.
Note: Once these fields are added, you have to populate the Product records accordingly. Subscription record will only be created if the Opportunity has a line item with Products with Subscription="Yes"
Step 4. Create an Opportunity and Invoice
1. Click for details on How to Create an Opportunity. Note that you must select at least 1 product on the Line Item.
2. Select the Opportunity you created, click on the button "Won".
3. You will be prompted if you want to Create an Invoice. Click "Yes".
4. A dialog box shows the corresponding QuickBooks Account. Confirm.
5. The Invoice is created.
Step 5. View QuickBooks Transaction details
When you have successfully integrated with QuickBooks, other users of iCRM has now the facility to see their customers' QB transactions eventhough they do not have login to QuickBooks.
1. Select Accounts from the objects bar and click to open the Account you created an Invoice for.
2. Click on the tab QuickBooks.
3. Some details for the Account or Customer displays.
4. The selection defaults to All Transactions and All Items and records display in table form.
You may select filter from the dropdown, such as Open Invoices and This Month
Now, you have successfully integrated with QuickBooks.