CRM Help

QuickBooks Data Transfer

You can transfer the contacts, products, quotes, sales orders, invoices, and vendors details between Zoho CRM and QuickBooks in the following ways:

  • Import data from QuickBooks to Zoho CRM
  • Export data from Zoho CRM to QuickBooks
  • Synchronize data between Zoho CRM and QuickBooks

Please note that the Synchronize option for data transfer is available only for the Contacts and Vendors modules in Zoho CRM. ( i. e. Customers and Vendors modules in QuickBooks).

  • - Modules that support all three types of Data Transfer: Import, Export, and Synchronize.
  • - Modules that support two types of Data Transfer: Import and Export.


Transferring Data

First, you need to select the modules individually and set the data transfer option (import, export, or synchronize). Setting this option helps you to define what type of data transfer will be applicable for each module. Also, you need to choose the Include Module for Data Transfer option for the modules individually, if you want to include the module for data transfer. Data is updated or added with reference to the latest similar type of data transfer that was carried out. For example, when you select the Import option, the system will update only those changes that were made after the previous Import action was carried out.

The availability of records are checked (either in Zoho CRM or QuickBooks) based on the fields given below for each type of record. For example, if the email field value is the same for a Contact and a Customer, the record is updated based on Data Priority options. If the values are not the same, a new record is created.

Module Zoho CRM Field QuicksBooks
Contacts Email Email
Products Product Name Product Name
Quotes Subject Estimate Number
Sales Orders Subject Sales Order Number
Invoices Subject Invoice Number
Vendors Vendor Name Vendor Name

To set data transfer option

  1. Click Setup > Apps & Add-ons > Other Apps > Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click Configure Data Transfer Mode.
  3. In the Configure Data Transfer Mode page, do the following:
    1. Select the module from the Module drop-down list.
    2. Select the Include Module check box if you want to transfer data in the next sync.
    3. Select the Type of Data Transfer as Import , Export or Synchronize.
      Define the necessary settings based on Import, Export , and Synchronize.
  4. Click Save.

Importing Data

Import data from QuickBooks to update in Zoho CRM. Initailly, all records will be imported. For the subsequence import operations, records modified after the last import will be updated. For example, you imported initially at 9 AM. When you import again at 4 PM, only the records modified since 9 AM will be imported.

To import data

  1. Click Setup > Apps & Add-ons > Other Apps > Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click Configure Data Transfer Mode.
  3. Select a Module from the drop-down list.
    If the Include Module check box is selected, the Type of Data Transfer options will be available.
  4. Click Import.
  5. In the Mark Imported Fields section, select the check box, if required.

    Note

    • This option will be available only if you have the Selected Records option enabled and specify the Record Selection Criteria field while mapping fields. See Also Map Fields
    • Selecting this option enables the Record Selection Criteria field (selected while mapping fields) for all the records that are imported to Zoho CRM from QuickBooks. When the imported records have the Record Selection Criteria field already enabled, it will help you to update only these selected data in future.
  6. Click Save.

Note

  • Newly created QB records will be added in Zoho CRM, only if the data transfer mode is selected as 'Import 'or 'Synchronize'.
  • If you want to delete the records that you recently imported, and import them again later, you can do so by deleting the latest entry from the import history  

Exporting Data

Export data from Zoho CRM to update in QuickBooks. Initailly, all records will be exported to QuickBook. For the subsequence export operations, records modified after the last export will be updated. For example, you exported initially at 9 AM. When you export again at 4 PM, only the records modified since 9 AM will be exported.

To export data

  1. Click Setup > Apps & Add-ons > Other Apps > Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click Configure Data Transfer Mode.
  3. Select a Module from the drop-down list.
    If the Include Module check box is selected, the Type of Data Transfer options will be available.
  4. Click Export.


  5. Click Save.

Synchronizing Data

Synchronize data in Zoho CRM and QuickBooks. Please note that this data transfer option is available only for Contacts and Vendors modules.

Data Priority - In both Zoho CRM and QuickBooks, there may be records that have similar data. A record is considered the same if the following fields for the respective modules have identical values.

Module Zoho CRM Field QuicksBooks
Contacts Email Email
Products Product Name Product Name
Quotes Subject Estimate Number
Sales Orders Subject Sales Order Number
Invoices Subject Invoice Number
Vendors Vendor Name Vendor Name

When you have the such similar records in both Zoho CRM and QuickBooks, you may want to overwrite them on either side. You can do so by selecting the Data Priority option.

  • Zoho CRM - Select Zoho CRM, if the Zoho CRM data is of higher priority. In this case, Zoho CRM data overwrites the QuickBooks data during synchronization.
  • QuickBooks - Select QuickBooks, if the QuickBooks data is of higher priority. In this case, QuickBooks data overwrites the Zoho CRM data during synchronization.

To synchronize data

  1. Click Setup > Apps & Add-ons > Other Apps > Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click Configure Data Transfer Mode.
  3. Select a Module from the drop-down list.
    If the Include Module check box is selected, the Type of Data Transfer options will be available.
  4. Click Synchronize.
  5. Click Zoho CRM or QuickBooks, to specify your Data Priority.
  6. Click Save.

When you transfer data between the inventory modules (Products, Quotes, Sales Orders, and Invoices), there is a difference on how the value of each field is treated in Zoho CRM and in QuickBooks. For instance, in Zoho CRM, we have options for Discounts and Taxes for every product. In QuickBooks, if this data is transferred, the Discount and Tax is considered as a separate Item. Discount is taken as a negative value item and Tax is taken as a positive value item. The following tables will give detailed explanations on how the data is transferred between both the applications.

Table 1 - Importing data from QuickBooks to Zoho CRM

Case No. In QuickBooks In Zoho CRM
# 1 While importing data with

Line item 1: Product 1
Imported as -

Line item 1: Product 1
# 2 While importing data with
Line item 1: Product 1
Line item 2: DISCOUNT
Line item 3: TAX
Imported as - Line item 1: Product 1 which has Discount and Tax
  • DISCOUNT and TAX will not be added as a separate Product in Zoho CRM.
  • DISCOUNT item value is reflected in the discount field and TAX item value is reflected in tax field.
# 3 While importing data with

Line item 1: Product 1
Line item 2: DISCOUNT
Line item 3: TAX
Line item 4: Product 2
Line item 5: DISCOUNT
Line item 6: TAX
Imported as -

Line item 1: Product 1 which has Discount and Tax

Line item 2: Product 2 which has Discount and Tax
  • DISCOUNT and TAX will not be added as a separate Product in Zoho CRM.
  • DISCOUNT item value is reflected in the Discount field and TAX item value is reflected in Tax field .
# 4 While importing data with

Line item 1: Product 1
Line item 2: DISCOUNT
Line item 3: TAX
Line item 4: Product 2
Line item 5: DISCOUNT
Line item 6: TAX
Line item 7: GROUP DISCOUNT
Line item 8: GROUP TAX
Line item 9: ADJUSTMENT PLUS
Imported as -

Line item 1: Product 1 which has Discount and Tax

Line item 2: Product 2 which has Discount and Tax

Group Discount , Group Tax , Discount , Tax , and Adjustment (plus) under Sub Total
  • DISCOUNT and TAX will not be added as a separate Product in Zoho CRM.
  • DISCOUNT item value is reflected in the Discount field and TAX item value is reflected in Tax field.
  • GROUP DISCOUNT, GROUP TAX, ADJUSTMENT PLUS will not be added as a separate Product in Zoho CRM.
  • GROUP DISCOUNT item value is reflected in the group Discount field value.
  • GROUP TAX item value is reflected in the group Tax field value.
  • ADJUSTMENT PLUS item value is reflected in the adjustment field value

 

Table 2 - Exporting data from Zoho CRM to QuickBooks

Case No. In Zoho CRM In QuickBooks
# 1 While exporting data with

Line item 1: Product 1
Exported as -

Line item 1: Product 1
# 2 While exporting data with

Line item 1: Product 1 which has Discount and Tax


In this case before exporting, a product with the name DISCOUNT will be created in Zoho CRM.
Exported as -

Line item 1: Product 1
Line item 2: DISCOUNT
Line item 3: TAX
  • DISCOUNT will be created as an item with Item Type as Discount
  • TAX will be created as item with Item Type as O ther Charge
# 3 While exporting data with

Line item 1: Product 1 which has Discount and Tax

Line item 2: Product 2 which has Discount and Tax

Please note that products named DISCOUNT and TAX will be created in Zoho CRM for future reference. However, these products cannot be used as a product in a quote, invoice etc. in Zoho CRM.
Exported as -

Line item 1: Product 1
Line item 2: DISCOUNT
Line item 3: TAX
Line item 4: Product 2
Line item 5: DISCOUNT
Line item 6: TAX
  • DISCOUNT will be created as an item with Item Type as Discount
  • TAX will be created as item with Item Type as O ther Charge
# 4 While exporting data with

Line item 1: Product 1 which has Discount and Tax

Line item 2: Product 2 which has Discount and Tax Group Discount , Group Tax , Discount , Tax , and Adjustment (plus)

Please note that products named DISCOUNT, TAX, GROUP DISCOUNT, GROUP TAX, and ADJUSTMENT PLUS will be created in Zoho CRM for future reference. However, these products cannot be used as a product in a quote, invoice etc. in Zoho CRM.
Exported as - Line item 1: Product 1
Line item 2: DISCOUNT
Line item 3: TAX
Line item 4: Product 2
Line item 5: DISCOUNT
Line item 6: TAX
Line item 7: GROUP DISCOUNT
Line item 8: GROUP TAX
Line item 9: ADJUSTMENT PLUS
  • DISCOUNT and GROUP DISCOUNT will be created as an item with Item Type as Discount
  • TAX , GROUP TAX , and ADJUSTMENT PLUS will be created as an item with Item Type as Other Charge
  • When the Adjustment is in minus ADJUSTMENT MINUS will be created as an item with Item Type as Discount

Limitations

The following are the limitations in Zoho CRM for QuickBooks.

  • Contacts without Email Address will not be transferred.
  • While mapping fields for the Contacts module, you may map the "Total Balance" field (in QuickBooks) with a Zoho CRM field. The value of this field will be transferred only if you select the Import option for Contacts module. In other words, the value of this field can only be imported into Zoho CRM, it cannot be exported from Zoho CRM to QuickBooks. In case of the Synchronize option also, the value in this field can only be transferred from QuickBooks to Zoho CRM.
  • While transferrring data of the inventory modules (Quotes, Invoices, Sales Orders), there are line items with negative values. For example Discount. When a negative line item is followed by another line item that is greater than 100%, you will face discrepancies in the data that is transferred.
  • In QuickBooks, the Subject field (in Quotes, Sales Orders, and Invoices modules) supports only 11 characters. Hence, if the Subject field in Zoho CRM contains more than 11 characters, the particular record will not be exported to QuickBooks.
  • In QuickBooks, the Customer field in Estimates, Sales Orders, and Invoices is mandatory. So while exporting, records will not be imported into QuickBooks if the Contacts Name field, in Zoho CRM, does not have a value.
  • Colon is a special character used to indicate a parent/child relationship in QuickBooks. So it is recommended that you do not add a colon in a product name while exporting records from Zoho CRM to QuickBooks.
  • All the 'Payment' type Items in QuickBooks cannot be used to generate Quotes and Sales Orders. On the other hand, in Zoho CRM, any Product can be used for Quotes, Sales Orders, and Invoices. Hence, whenever Sales Orders or Quotes with Product Type as 'Payment' are exported to QuickBooks, the record will not be exported.
  • Account details is not mandatory for 'Subtotal' type Items in QuickBooks. So, when a Product (with Product Type as 'Subtotal' and any value for the Account Type field) is exported, the record will be transferred but the Account and Item relationship will not be maintained in QuickBooks.

Troubleshooting

If you are having problems in transfering records, please check the following:

For Contacts:

  • Contacts without Email Address will not be transferred. Make sure that the contacts have valid email address.
  • In Zoho CRM, the Last Name field is mandatory for contacts. While importing records, make sure that the Last Name in Zoho CRM is mapped with a QuickBook field.
  • Similarlly, in QuickBooks, the Customer Name field is mandatory. While exporting records from Zoho CRM, make sure that the Customer Name field is mapped with a CRM field.
  • The record should have been modified after the last data transfer. Only those records modified after the last data transfer will be updated.

For Products:

  • While exporting fields to QuickBooks, if the Product Type, Account Name and Account Type fields are not mapped, records will not be transferred to QuicBooks.
  • The record should have been modified after the last data transfer. Only those records modified after the last data transfer will be updated.

For Quotes, Sales Orders or Invoices:

  • Quotes, Sales Orders or Invoices will not be transferred if the associated contacts and products are not already available.
  • The record should have been modified after the last data transfer. Only those records modified after the last data transfer will be updated.

Viewing Data Transfer History

You can view the list of data transfers that were carried out in the data transfer history. It gives the following details: Type of data transfer, number of records modified and the number of records added, data and time of data transfer, and error messages, if any.

To view data transfer history

  1. Click Setup > Apps & Add-ons > Other Apps > Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click View Data Transfer History.
  3. In the Data Transfer History page, choose the Module from the drop-down list.
    The data transfer history will be listed for the selected module.
  4. Click the relevant ID to get a detailed information on errors, if any.

Deleting Data Transfer History

Data and time is an important factor for data transfer. For every type of data transfer, the system takes into account only those records that are modified or added since the last time the records were transferred through the same type of data transfer option. There may be occasions when you may want the system to ignore the previous data transfer (Import, Export, or Synchronize) and redo the whole thing. In such cases, you can delete the last data transfer history for import, export and synchronize. Doing this will ensure that the latest data transfer action is not taken into consideration.

Note

  • The very first data transfer action (for import, export, & synchronize) cannot be deleted.

To delete data transfer history

  1. Click Setup > Apps & Add-ons > Other Apps > Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click View Data Transfer History.
  3. In the Data Transfer History page, choose the Module from the drop-down list.
  4. Click (Delete icon) to delete the entry.

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