How to Sync Salesforce Data to QuickBooks Sales Receipts?

Overview

Many organizations need a seamless way to synchronize Salesforce donation data with QuickBooks Sales Receipts while ensuring customer, line item, and transaction details remain accurate. Because Salesforce and QuickBooks don’t provide native automation for creating Sales Receipts from Salesforce records, the miniOrange QuickBooks Integration package fills this gap by enabling low-code configuration using object mappings and Salesforce Flows.

The miniOrange QuickBooks Integration package allows you to define mappings between Salesforce objects and corresponding QuickBooks entities such as Customers, Sales Receipt Line Items, and Sales Receipts. By configuring these object and field mappings and building record-triggered flows, Salesforce data is automatically transformed and synchronized to QuickBooks without writing custom code.

Pre-requisites: Access and Setup

Before starting the QuickBooks authentication setup, ensure you have the following:

• Access to the Intuit Developer Portal
• A QuickBooks Sandbox or Production Account
• Salesforce Administrator Access
• The miniOrange QuickBooks Integration Package installed in Salesforce

Configuration Steps

Step 1: Create a Connected App in QuickBooks

• Log in to the Intuit Developer Portal.
• Select Workspace then navigate to the Apps tab.
• Click the + button to create a new application.

• Click Get Started button.

• Enter an App Name of your choice and click Next.

• Check the com.intuit.quickbooks.accounting and com.intuit.quickbooks.payment permissions, then click the Done button.

• Enable Show credentials to view the Development Client ID and Client Secret.

Named Credentials

• Login to your Salesforce instance and navigate to Setup.
• In the Quick Find box, search for Named Credentials.
• Click Named Credentials tab.

The following records are provided by the miniOrange package:

• Named Credential: mo QuickBooks Named Credential
• External Credential: moQuickBooksExternalCredential
• External Auth Identity Provider: moQuickBooksExternalAuthProvider

Configure External Auth Identity Providers Credentials

• Click the External Auth Identity Providers tab and Edit the moQuickBooksExternalAuthProvider record.

• Enter the Client ID and Client Secret copied from QuickBooks. Click on Save.

• Reopen the record, scroll to Identity Provider URLs section, and copy the Callback URL to use in QuickBooks Redirect URIs.

Add Redirect URI in QuickBooks

• Return to the Intuit Developer Portal and open the app dashboard.
• Navigate to Settings >> Redirect URIs.
• Select Development or Production based on your environment.
• Click Add URI.

• Paste the Callback URL (generated in previous step: External Auth Provider Credentials).
• Click Save.

Grant Profile Access for External Credential

• In Salesforce Setup, search for Profiles in the Quick Find Search Box.
• Navigate to Profile >> System Administrator profile.

• Hover over the Enabled External Credential Principal Access and click on the Edit button.

• Then select the moQuickBooksExternalCredintial - Connection and click on the Save.

Authenticate the QuickBooks Connection

• In Setup, navigate to Named Credentials >> External Credentials.
• Open moQuickBooksExternalCredential record.

• Scroll to the Principals section, for the Connection record and under Actions column, click Authenticate.

• You will be redirected to the QuickBooks login page. Select the Workspace used when creating the app, then click Next.

• Enter QuickBooks credentials and authenticate. Once authenticated, you are redirected back to Salesforce.

Configure QuickBooks Company Settings

• In Setup, search for Custom Metadata Types.
• Open Custom Metadata Types tab.
• Click Manage Records close to QuickBooks Settings.

• Click on Edit button for Default Record.
• Enter your Salesforce QuickBooks Company ID in the Company ID field.
• Click Save button.

Step 2: Field or Object Mapping

• Log in to Salesforce and navigate to the Setup tab.
• Click App Launcher and select View All to open the App Launcher window.

• Search for QuickBooks Integration by miniOrange.
• Open the app to access the miniOrange QuickBooks Integration Dashboard.

Object Mapping for Sales Receipt Customer

• To add new object mapping, click New Object Mapping button.

• From the QuickBooks Object dropdown, select Customer.
• From the Salesforce Object dropdown, select the object used to sync customer data. (In this case account is selected)
• Click Create Mapping button.

• Click Configure Field Mapping for the newly created object mapping.

• Click New Field Mapping.

• In the Salesforce Field dropdown, select the field containing the customer name. (In this setup guide, Account Name is selected).
• In the QuickBooks Field dropdown, select DisplayName.
• In Field Type, select Primary Key if you want QuickBooks to check for existing customers and prevent duplicates. Otherwise, leave it as default.
• Click Create Mappings to save the configuration.

Object Mapping for Sales Receipt Line Items

• Click New Object Mapping.
• From the QuickBooks Object dropdown, select Sales Receipt Line Items.
• From the Salesforce Object dropdown, select the object used to sync line item data. (In this setup guide donation_c is selected).
• Click Create Mapping.

• Click Configure Field Mapping for the created object mapping.
• Click New Field Mapping.
• From the Product/Service dropdown, select the QuickBooks Product or Service to be synced as a line item.
• In the Salesforce Field Input, enter the Salesforce field API name containing the amount in the following format: ${Salesforce_Field_API_Name}
• If the value is from a related object, use the following format: ${Related_Object_API_Name.Related_Field_API_Name}

• Click Create Mappings to save the configuration.

Object Mapping for Sales Receipt

• Click New Object Mapping.
• From the QuickBooks Object dropdown, select Sales Receipt.
• From the Salesforce Object dropdown, select the object used to sync sales receipt data. (In this setup guide donation_c is selected).
• Click Create Mapping.

• Click Configure Field Mapping for the created object mapping.
• Click New Field Mapping.
• In the Salesforce Field Input, enter the Salesforce field value using the following format: ${Salesforce_Field_API_Name}
• For related object fields, use: ${Related_Object_API_Name.Related_Field_API_Name}
• From the QuickBooks Field dropdown, select the QuickBooks field where the value should be synced.

• Click Create Mappings to save the configuration.

Step 3: Salesforce Flows

Create Record-Triggered Flow for Donation Object

• Navigate to the Setup tab in Salesforce.
• In the Quick Find search box, search for Flows.
• Navigate to Flows >> New Flow.

• Select Record-Triggered Flow.

• From the Object dropdown, select Donation.
• Under Configure Trigger, select A record is created.

• Scroll down and enable Add Asynchronous Path toggle under Is this flow making an external callout or connecting to an external system?

Add Flow Element – Create QuickBooks Customer and Payment Method

• In the Run Asynchronously path, click the + icon.
• Search for and select Create QuickBooks Customer and Payment Method.

• Enter the Label and API Name.
• Under Set Input Values section, configure the following:
• Record ID: Select the current triggered Donation record ID
• Enable Customer Record ID and select the field referencing the Account object
• Enable Payment Method Name and select the field containing the payment method
• Enable Transaction Date and select the donation transaction date field
• Click Save then click Activate to activate the flow.

Create Record-Triggered Flow for QB Customer and Payment Method Reference

• Navigate to Flows >> New Flow again.
• Select Record-Triggered Flow.
• From the Object dropdown, select QB Customer and Payment Method Reference.
• Under Configure Trigger, select A record is created option.

• Enable Add Asynchronous Path toggle.

Add Flow Element – Create Sales Receipt Line Items

• In the Run Asynchronously path, click the + icon.
• Search for and select Create Sales Receipt Line Items for QuickBooks.

• Enter the Label and API Name.
• Under Set Input Values, pass the current triggered record ID as the Salesforce Record ID.

Add Flow Element – Create Sales Receipt in QuickBooks

• Click the + icon again to add another flow element.
• Search for and select Create Sales Receipt in QuickBooks.

• Enter the Label and API Name.
• Under Set Input Values, configure the following:
• Customer ID: Pass the QuickBooks Customer ID from the QB Customer and Payment Method Reference record
• Line Items JSON: Pass the Line Items output from the previous flow element
• Salesforce Record ID: Pass the Salesforce Record ID from the reference object

• Click Save button.

• Click Activate to activate the flow.

Test the Configuration

• Create a new Donation record in Salesforce.

• The flow triggers automatically and creates a Sales Receipt in QuickBooks.

• Verify the Salesforce Donation Record and the corresponding QuickBooks Sales Receipt Record.

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