Sugar User Group: QuickBooks Integration for SugarCRM

by Lydia Teffera on September 3, 2013

W-Systems' QuickBooks Integration for SugarCRM was discontinued in March 2018.

In August W-Systems Marketing Manager, Amanda Anderson, hosted a webcast demoing W-Systems' QuickBooks integration for SugarCRM. The demo covered the syncing of accounts, products, quotes, and invoices between QuickBooks and Sugar. Amanda wrapped up the session with a Q & A discussion. Below are the video recording  some of the questions and answers from the event.

Sugar User Group Q&A

Q: Does QuickBooks only sync with the Accounts module in Sugar? Or can it sync with the Contacts module as well?
A: This is a pretty common question. Out of the box, it only syncs with the Accounts module. For B2C companies, it is common to rename the Accounts module to Customers. As a best practice for using Sugar, companies should use the Accounts module for customers instead of Contacts.

Q: What if you have multiple accounts with the same name?
A: If you have “ABC company” listed in Sugar three times, your QuickBooks account is going to sync with all three of those accounts, pushing your QuickBooks invoice info over to three different locations. However, if one was a duplicate in Sugar, all you would have to do is merge them, but if it was intentional try and re-name your Sugar accounts and differentiate them a bit so it will be easier to sync. Example: ABC1, and ABC2.

Q: What if you don't get a match between the company name and account name, will it create a new account in Sugar?
A: If the name in QuickBooks is identical with the name in Sugar it will sync automatically, without question. But if it is different and you haven’t updated it before the sync happened, QuickBooks will push that account over to SugarCRM. When that happens it will put in the description field, “created by QuickBooks”, and you can run a filter through your CRM to see which ones were created by QuickBooks. Then you can just use Sugar’s duplicate merge to merge the two accounts.

Q: If I push modified accounts data from Sugar to QuickBooks and I chose to turn this option off, and I went back to my Sugar account. Would it still push over my info?
A: No, because you have switched this off. It will not be able to push over the information because your configuration settings act as the master providing an additional safety measure.

Q: Can an invoice be changed in Sugar?
A: The invoice in Sugar will only change if the QuickBooks invoice changes. The only way to create or update an invoice in QuickBooks is through the Quote in Sugar. If you enabled this setting from your configuration page, you can modify the Quote in Sugar and sync that change to the related Invoice in QuickBooks. If you want to lock down the Quote after it pushes over as an invoice, you can turn that piece off from your configuration page.

You can watch the recording of a webcast on W-Systems' QuickBooks integration for SugarCRM below. To start your 30-day free trial, click here. If you have any additional questions about W-Systems' QuickBooks integration, contact us here

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