CRM Help

QuickBooks Settings

Checklist

Before performing any data transfer, you need to consider the following:

Match Time Zone

Matching the time zone of your System (where the QuickBooks software is installed) and Zoho CRM account (of the user who is to perform data transfer) is necessary to avoid any unexpected errors in data synchronization. It is recommended that you match the time zones properly before performing any data transfer.

To set time zone in Zoho CRM

  1. Click Setup > Personal Settings > Account Information.
  2. Select your Time Zone to match your desktop time zone.
  3. Click Save.

To set time zone in the Computer (Only Windows)

  1. Click Start on your Desktop.
  2. Click Control Panel in the Start Menu.
  3. In the Control Panel window, click Date and Time.
  4. In the Date and Time Properties window, click the Time Zone tab and select your local time from the list.
  5. Click OK.

Map Fields

Zoho CRM for QuickBooks gives you three types of Data Transfer options - Import, Export, Synchronization. Before importing, exporting or synchronizing data, you need to map the Zoho CRM fields with those of QuickBooks. The following table gives information on the Zoho CRM modules and the corresponding modules in QuickBooks.

Zoho CRM Module QuickBooks Module
Contacts Customers
Products Items
Quotes Estimates
Sales Orders Sales Orders
Invoices Invoices
Vendors Vendors

Part 1: Select a Module

Select a Module for which you need to map the fields.

  1. Click> Setup Apps & Add-ons Other Apps Zoho CRM for QuickBooks.
  2. In the Zoho CRM for QuickBooks page, click Map Fields.
  3. Choose any one of the following modules from the drop-down list for which you need to map fields.
    • Contacts
    • Products
    • Quotes
    • Sales Orders
    • Invoices
    • Vendors

Note

  • If a module is hidden in you CRM account or if you do not have access to that module, it will not be available in the drop-down list.

Part 2: Choose Record Selection Option

Choose the appropriate option of transferring all the data or only the selected data.

  1. Under Record Selection section, choose one of the following:
    • All Records - All the records that have been modified or created in the selected module, after the previous import/export/sync, will be transferred /updated when you perform data transfer.
    • Selected Records - Only certain records that have been modified or created in the selected module, after the previous import/export/sync, will be transferred /updated when you perform data transfer. You can select the records that are to be transferred/updated based on the Record Selection Criteriafield.
      • Select the field from the Record Selection Criteria drop-down list. Only the check box type fields in the module will be available in the drop-down list.

Part 3: Map Fields for the Module

Map the fields for each module

  1. Map the Zoho CRM fields with the QuickBooks fields.
  2. Select the Click Here option under Custom Fields in the drop-down list.
  3. Enter the name of the custom field in the text box.
    Make sure that you enter the exact name of the custom field.
  4. Click the Map More Fields link to map more fields.
  5. Click Save.


You need to note the following, while mapping the fields:

  • System Defined Mandatory Fields: In both Zoho CRM and QuickBooks, there are certain system-defined mandatory fields that need to be mapped. In Zoho CRM, you cannot make these fields as non-mandatory. For example, Last Name in Contacts, Product Name in Products. So, data transfer is not possible if these system-defined mandatory fields are not mapped properly.
  • User Defined Mandatory Fields: There are also some fields that the user defines as mandatory. It is recommended that you map these fields too. In case these fields do not have any value, data will still be transferred. Later, when you edit the record in Zoho CRM, you will not be able to save the record, without specifying a value for the mandatory fields.
  • Already Mapped Fields: Fields like Email, Product Name, Vendor Name etc. are already mapped and cannot be edited as it is important that they are mapped only with specific fields.
  • Custom fields: You can map Zoho CRM fields with the QuickBooks custom fields. You need to select the Custom field option in the drop down list and specify the name of the field in the text box. Please note that the name of the field should be exactly as it is in QuickBooks, to avoid any errors in data transfer.

Checklist

Picklist Values - Make sure that all the values in a Pick List field are available in both Zoho CRM and QuickBooks.

Date Time Format -The Date field value in QuickBooks should be in YYYY-MM-DD format and Date&Time value should be in YYYY-MM-DD HH:MM:SS format.

Field Length - While transferring data from Zoho CRM to QuickBooks, make sure that the length of the field value does not exceed that of the QuickBooks.
For example: Phone field length in Zoho CRM is 50 and in QuickBooks it is 21. In such cases, make sure that the length of the value does not exceed the QuickBooks field limit. An exception is when the Zoho CRM field is mapped with QuickBooks custom field.

Contacts Module

Zoho CRM Module QuickBooks Module
Contacts Customers

The following table provides details on the fields that are already mapped and the ones that are mandatory to be mapped.

Zoho CRM QuickBooks
The following cannot be remapped
Email Email
It is recommended that you map the following fields
<Any Field> Customer Name
<Any Field> Company Name
<Any Field> Last Name

Note

  • If you want to sync Zoho CRM Contacts with QuickBooks Customer, you need to map Last Name in CRM with the Customer Name in QuickBooks.
  • If you want to sync Zoho CRM Accounts with QuickBooks Customer, you need to map Account Name in CRM with the Customer Name in QuickBooks.

Products Module

Zoho CRM Module QuickBooks Module
Products Items


The following table provides details on the fields that are already mapped and the ones that are mandatory to be mapped.

Zoho CRM QuickBooks
The following cannot be remapped
Product Name Product Name
It is mandatory that you map the following fields
<Any Text Field> Account Name

While mapping the fields for Products module, it is mandatory that you map two more additional fields - the Product Type and Account Type fields. These fields are:

  • Picklist fields in QuickBooks
  • Fields with a set of default picklist values that cannot be changed
  • Mandatory in QuickBooks

Product Type field -It is mandatory that you map this fields also. The following values are available in QuickBooks but they may not be part of the selected Zoho CRM's pick list field.

  • Service
  • Discount
  • Sub total
  • Non-inventory Part
  • Other Charge
  • Discount(%)
  • Payment

Account Type field -It is mandatory that you map this fields also. The following values are available in QuickBooks but they may not be part of the selected Zoho CRM's pick list field.

  • Bank
  • Cost Of Goods Sold
  • Expense
  • Income
  • Other Asset
  • Other Current Liability
  • Other Income
  • CreditCard
  • Equity
  • Fixed Asset
  • Long Term Liability
  • Other Curren tAsset
  • Other Expense

When you map the Product Type and Account Type picklist fields, the values mentioned above may not be part of the selected Zoho CRM's pick list field. A record in Zoho CRM needs to have one of those mandatory values available in QuickBooks. If any other value is selected for that picklist, the record will not be exported from Zoho CRM to QuickBooks.

So, you need to select the Add the values to the selected Pick List field check box. This will add the values in the Zoho CRM pick list field. Then you need to make sure that an appropriate value is selected for each record (in Zoho CRM) that you want to export to QuickBooks.

Quotes Module

Zoho CRM Module QuickBooks Module
Quotes Estimates

The following table provides details on the fields that are already mapped. Make sure that the Zoho CRM fields mentioned below are not hidden in the Quotes module. See Also Customize Page Layout

Zoho CRM QuickBooks
The following cannot be remapped
Subject Estimate Number
Contact Name Customer Name
Product Name Product Name
Qty Ordered Quantity
List Price Rate

Sales Orders Module

Zoho CRM Module QuickBooks Module
Sales Orders Sales Orders

The following table provides details on the fields that are already mapped. Make sure that the Zoho CRM fields mentioned below are not hidden in the Sales Orders module. See Also Customize Page Layout

Zoho CRM QuickBooks
The following cannot be remapped
Subject Sales Order Name
Contact Name Customer Name
<Any Field> Company Name
<Any Field> Last Name

Invoices Module

Zoho CRM Module Quick Books Module
Invoices Invoices

The following table provides details on the fields that are already mapped. Make sure that the Zoho CRM fields mentioned below are not hidden in the Invoices module. See Also Customize Page Layout

Zoho CRM QuickBooks
The following cannot be remapped
Subject Invoice Number
Contact Name Customer Name
Product Name Product Name
Qty Ordered Quantity
List Price Rate

Vendors Module

Zoho CRM Module QuickBooks Module
Vendors Vendors

The following table provides details on the fields that are already mapped.

Zoho CRM QuickBooks
The following cannot be remapped
Vendor Name Vendor Name

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