Previously, sales teams had to rely on manual exports or costly third-party tools to connect CRM data with QuickBooks. This often resulted in duplicate entries, inconsistent data, and a lack of visibility between the sales and finance teams.

Now, with this native integration, salespeople can create and manage records directly in Zoho CRM using native modules, while all updates are automatically synced to QuickBooks. This saves time, reduces errors, and gives sales teams complete visibility into the financial status of their deals, without switching between systems.

With this integration, you can:

• Sync Contacts, Accounts, Vendors, and Products between Zoho CRM and QuickBooks.
• Import Quotes, Invoices, and Purchase Orders from QuickBooks into Zoho CRM.
• Manage duplicates, create field mappings, and customize sync settings to suit your business needs.
• Maintain consistent currency configurations and transaction records across both systems.
• Leverage Zoho CRM features like Blueprints and Workflow Automation to streamline sales and approval processes.

Availability

Editions: Works in all paid editions that support custom layouts.

Data Centers: Available across all DCs

Prerequisites

Before enabling QuickBooks integration, ensure the following:

1. Identical Home Currency: While individual records can use different currencies, all transactions and exchange rate calculations depend on matching home currencies in both systems. Therefore, the home currency in Zoho CRM and QuickBooks must be identical.
   
2. Multi-Currency Settings: If multi-currency is enabled in Zoho CRM, a notification will appear prompting you to enable it in QuickBooks. If it is already enabled in QuickBooks, it will be automatically enabled in Zoho CRM.  

Notes:

• Module configuration cannot be completed if the custom layout limit for Inventory modules has been exceeded.
• Likewise, configuration will fail if the custom field limit has been reached in any of the six modules.
• The currencies created through the integration will have a default exchange rate of one. You will need to manually update the exchange rate if required.
  

Enable QuickBooks Integration

Super Admins can enable QuickBooks integration from the Zoho CRM setup page. Once enabled, users can configure module-level synchronization and manage field mappings.

To enable QuickBooks integration in Zoho CRM:

1. Go to Market Place > Integration > QuickBooks > Install
   
2. Log in to your QuickBooks account. 
3. If you have multiple company, you will have to choose the QuickBooks Company you want to connect. 
4. On the Authorization page, click Connect.
5. You will be redirected to the CRM’s module configuration page, where you can choose which modules to sync and define the field mappings. 
   
   

Synchronization between Zoho CRM and QuickBooks

Zoho CRM supports synchronization for six modules in QuickBooks:

Configuring SFA Modules (Contacts/Accounts, Vendors, and Products) 

Once redirected to the configuration page:

1. Choose the module (Contacts/Accounts, Vendors, or Products). 
2. Select a custom view available under that module to sync only specific records. If no view is selected, all records will be considered for sync. 
3. You can define criteria for which records should be synced.
4. You can manage duplicates by selecting one of the following options:

• Skip – Ignore duplicates.
• Overwrite – Choose whether CRM should overwrite QuickBooks data or vice versa.
• Clone – Create duplicate entries.

5. If required, enable delete sync to ensure that record deletions are reflected in both systems.
   
6. Now Map fields between QuickBooks and Zoho CRM. If the same field is mapped twice, a popup will appear to confirm overwriting.
   
7. If there isn’t a matching field in Zoho CRM for a QuickBooks field, you can create a custom field directly from the configuration page:

• Click on Create New Field you will be redirected to the module’s layout, where you can add the custom field. 
• After adding the field, click Refresh and include the new custom field in the mapping.
   

8. Fields are auto populated by default for easy mapping.
9. Once the configuration is done, a new view QBO Records is created in the above mentioned modules. 
   

Notes:

• You can either choose Contact or Accounts module, you can't choose both and once chosen it cannot be edited. 
  

Configuring Inventory Modules (Orders, Invoices and Purchase Orders)

For Orders, Invoices and Purchase Orders, only QuickBooks records are synced into Zoho CRM, records from Zoho CRM cannot be synced to QuickBooks. To configure, 

1. Map the fields between QuickBooks and CRM.
2. Once configuration is complete, the synchronization begins automatically.
3. You will receive a notification once the sync is finished.

Notes:

• The QuickBooks Inventory modules will be set to Read-Only in the data sharing rules.
  

Creating and Syncing Records

When you create a record in Zoho CRM or QuickBooks:

• The record will be automatically synced across both systems.
• For one-way synced modules (Quotes, Invoices, and Purchase Orders), the records imported from QuickBooks are locked in Zoho CRM and cannot be edited.
  
• For one-way synced modules (Quotes, Invoices, and Purchase Orders), a new field called QuickBooks Record Link is added in Zoho CRM, which contains the corresponding QuickBooks record URL.
  

Notes: 

• Once the integration is configured, users will no longer be able to create native Quotes, Invoices, or Purchase Orders in Zoho CRM.

• When an inventory record is deleted in QuickBooks, it will also be permanently deleted from Zoho CRM.
  

Managing Errors and Sync

During synchronization:

• If some records fail to sync, the configuration page will display error messages indicating the reason.
  
• Once you make the necessary corrections, the record will get synced again. 
• For Contacts, Accounts, Vendors, and Products, you can pause the sync at any time. 
  
• Records that remain unsynced will be moved to the error records list, with the reason stated as sync stopped.
  

Error types:

Errors are classified into two categories, those that occur during CRM-to-QuickBooks sync and those that occur during QuickBooks-to-CRM sync.

Notes

• Only Super Admins can enable and configure QuickBooks integration.
• Each Zoho CRM account can be linked to only one QuickBooks company at a time. If you wish to connect to another company, you must first disconnect the current integration.
  

QuickBooks Layout

A QuickBooks-specific layout will be added to Inventory modules. This layout cannot be modified, and new layouts cannot be created. 

QuickBooks Reports

A new folder will be created under the Reports module containing the QuickBooks data. If required, you can edit data within this Reports module.

Disable QuickBooks Integration

To deactivate the integration go to Market Place > Integration > QuickBooks > Uninstall. If sync is in process, you cannot uninstall. 

Disabling will:

• Remove authorization between Zoho CRM and QuickBooks.
• Stop all future syncs between Zoho CRM and QuickBooks.
• Retain synced data in CRM, but no further updates will be made. The QuickBooks record link in the modules, will also be retained.
• Retain layouts created during integration. 

Notes: 

• If you reinstall the integration, it will create new layouts. The previous integration setup will not continue, a fresh integration will be initiated instead.