Sync Data from Intuit QuickBooks(Online & Desktop) to Microsoft Dynamics CRM/Dynamics 365

In the last article, we discussed the steps to sync data from Dynamics 365 to QuickBooks. In this article, we will dive deep into the process of syncing data from Dynamics 365/CRM to QuickBooks.

Video Tutorial:

If you need detailed step by step instructions, continue reading.

Follow the steps mentioned below to Sync Data from QuickBooks to Dynamics 365/CRM with InoLink;

1. Make sure the Service.AccountingToCRM.HighPriority service is running to allow InoLink to sync the data from QuickBooks to Dynamics 365/CRM. To know more about InoLink Services, read this article.

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2. This service is scheduled to poll at a 30 minutes interval. It looks for records modified since the last time it synced from QuickBooks to Dynamics CRM/Dynamics 365 and update such records in Dynamics 365/CRM.

Note: It is advisable to keep the poll interval in comparison with the volume of transactions during the interval. It is also suggested not to reduce the interval to less than 30 minutes if there is moderate transaction sync between the systems.

3. Now, update the address for a Customer in QuickBooks. In this example, we are changing the PIN for the address from 94326 to 94327

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4. When the update is successful, a new Link Job is created in Dynamics 365 with the link status as “Success” and the source is set to “Accounting” which denotes a successful completion of the link job triggered from QuickBooks. In the case of an error, the link status of the link job is set as “Error”.

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5. After the Link Job is successfully processed, the Account in Dynamics 365 is updated with the address change as seen in the screenshot below;

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There are 3 cases that will help you to analyze and understand how the data will be replicated in Dynamics CRM when the data is synced from QuickBooks to Dynamics CRM.

Case 1 – Let’s take an e.g. of a customer that is having Company and First name Last name details in QuickBooks.

This customer is saved as an Account same as that of the company name and Primary contact same as that of the First name Last name of the customer.

QuickBooks side the customer with Company and First and Last name looks like:

Sync Data from Intuit QuickBooks

Dynamics CRM side after syncing the Account along with the Primary contact looks like:

Sync Data from Intuit QuickBooks

Case 2 – Let’s take an e.g. of a customer having a Company details and sub-customer consisting in the record.

This customer is saved as an Account with the same details as that of the Company and Parent Account field is populated with the details same as that of the sub-customer.

QuickBooks side the customer with Company and sub-customer looks like:

Sync Data from Intuit QuickBooks3

Dynamics CRM side after syncing the Account along with Parent Account will look like:

Sync Data from Intuit QuickBooks

Case 3 – Let’s take an e.g. of a customer having a first and last name details consisting in the record.

The customer is saved as the contact in Dynamics CRM with the same details as that of the first and last name.

QuickBooks side the customer with First and Last name looks like:

Sync Data from Intuit QuickBooks

Dynamics CRM side after syncing the contact looks like:

Sync Data from Intuit QuickBooks

Products/Items from QuickBooks to Dynamics CRM the products types looks like:

Sync Data from Intuit QuickBooks

InoLink supports 3 products types i.e. Inventory, Non Inventory and Services type of products. Thus, after syncing you can see the products types in product details as shown below:

  1. The product type Sales inventory in CRM is synced as an Inventory type product in QuickBooks.

Sync Data from Intuit QuickBooks

2. The product type Non inventory in CRM is synced as a non-inventory type product in QuickBooks.

Sync Data from Intuit QuickBooks

3. The product type Services in CRM is synced as a Service product type product in QuickBooks.

Sync Data from Intuit QuickBooks

Note: InoLink don’t support Bundle/Families type of products.

6. Other details associated with the Customer in QuickBooks like Invoice, Payments, Estimate, Sales Receipt and Credit Memo are stored in custom entities in Dynamics 365.

7. Payments from QuickBooks are stored in the custom Payment entity in Dynamics 365.

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8. Invoice, Estimate, Sales Receipt and Credit Memo are stored in custom Sales Transactions entity.

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9. To sync data like Current balance, Total balance, Last transaction date, Year to Date sales, Aging details, and Inventory updates from QuickBooks to Dynamics 365, you have to run the Service.AccountingToCRM.LowPriority service.

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10. This service is scheduled to poll at an interval of 24 hours. It is suggested to schedule this service to be executed once a day as a nightly job.

11. In Dynamics 365, the Aging details can be found on the Account and Contact entity in Accounting details section.

12. The details in the Accounting Details section are the same that is reported in QuickBooks using the “A/R Aging Summary” and “Sales by Customer Summary” Reports.

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Conclusion:

Now, with InoLink you can sync Customers, Products, Aging details, Account balances and Inventory details from QuickBooks to Dynamics 365/CRM with ease!