In W-Systems’s QuickBooks plugin for SugarCRM, users have the ability to push a Sugar Quote over to QuickBooks to auto-create an invoice. We have a customer who wanted to alert their accountant any time a new invoice was created in QuickBooks so that she could review then send it out to their client.
I created a video o show them how to create a workflow alert to notify their accountant once the sync creates a new invoice from a Sugar Quote. In the video, I also showed how to create a custom workflow email with variable fields. Variable fields are placeholders in an email that fill in with data from the related record in the database. The most common variable used is Dear <>. In this example, when an email is sent to John Smith, John’s first name will be filled in the <> placeholder. When he receives the email it will say “Dear John”.
In Sugar, you can pull from multiple fields in the database including related modules. In my invoice alert example, I inserted variable fields for the name of the account the invoice was for, the quote balance total, and a link back to the record in Sugar. With this additional information, the accountant can quickly find the correct customer and invoice record in QuickBooks.
Users can take this a step further and also create a task to send the invoice out to help remind them if they can’t get to it right away. For more information about our QuickBooks integration for SugarCRM, contact us today.
W-Systems' QuickBooks Integration for SugarCRM was discontinued in March 2018.