Connect Salesforce to QuickBooks

Sales works in Salesforce. Finance works in QuickBooks. Without a link, someone re-types every closed deal into QuickBooks as an invoice, the customer name is spelled three ways, and the AE has to ask finance whether the customer has paid before starting the renewal conversation.

• A closed-won opportunity creates a QuickBooks invoice with the products, quantities, and prices from the opportunity line items
• Customers are matched, not duplicated, on a stored QuickBooks ID, falling back to a normalized name and email
• When QuickBooks records a payment, the opportunity shows paid, partially paid, or overdue, so sales and CS see it without asking
• An approval step can hold any invoice over a threshold, or with a non-standard discount, before it posts

The quote-to-cash flow most teams turn on first.

A closed-won Salesforce opportunity becomes a QuickBooks invoice, payment status back

Started by the polled opportunity trigger, safe to repeat on the opportunity ID.

1. 1
   Trigger: Salesforce New or updated opportunity, polled on the schedule you set, with a Filter for StageName = Closed Won. A SOQL query then reads the account, the owner, and the OpportunityLineItem rows.
2. 2
   Resolve customer: find the QuickBooks customer by Account.QuickBooks_Customer_Id__c. If empty, search by normalized name and billing email, and on a match write the ID back to the account.
3. 3
   Idempotency: query QuickBooks for an invoice whose DocNumber or private note holds the opportunity ID. If one exists, stop.
4. 4
   Map lines: for each line item, resolve the QuickBooks item by product code, carry quantity and unit price, and apply the QuickBooks tax code from a lookup.
5. 5
   Approval: if the amount is over the threshold or the blended discount exceeds the limit, a Wait for form step sends finance an approval task. Otherwise continue.
6. 6
   Create invoice: QuickBooks Create Invoice with the lines, the customer, the terms from the account, and the opportunity ID in the private note.
7. 7
   Write back: set Opportunity.Invoice_Number__c and Invoice_Status__c = Sent. A second flow polls QuickBooks with the Change Data Capture operation, and a payment for that invoice updates the status to Paid or Partially Paid.

The starting map for the opportunity to QuickBooks Invoice step.

• Invoices. A closed-won opportunity creates an invoice with mapped items, quantities, prices, terms, and tax. (Salesforce to QuickBooks)
• Customers. A new or changed account creates or updates the QuickBooks customer, matched on a stored ID. (Salesforce to QuickBooks)
• Payment status. Payments and credit memos, picked up by polling, update the opportunity's invoice status and paid date. (QuickBooks to Salesforce)
• AR aging (optional). A nightly roll-up writes total open AR and days overdue onto the account for the CS and collections view. (QuickBooks to Salesforce)

The same controls apply to this sync as to every other Neblex workload.

• Run history. Every invoice is a run with the opportunity, the resolved customer, the mapped lines, and the QuickBooks response. A failed run can be replayed from the step that failed, and the invoice check stops a second posting.
• Approval steps. Invoices over a threshold, or with a non-standard discount, wait for a named approver, so finance sees anything unusual before it is booked.
• Scoped access. Salesforce uses a connected app limited to Opportunity, Account, and Product objects. QuickBooks uses an OAuth connection to one company file.
• Environments. Build against a Salesforce sandbox and a QuickBooks sandbox company, then promote the same flow to production.