Invoice

Syncing Invoices

Next, we will cover how to sync invoices between QuickBooks and Salesforce. There are a few things that need to be configured before syncing with the two systems. These are:

• Linking products between QuickBooks and Salesforce
• Setting up the invoice terms

Syncing Terms

Invoice terms are unique per instance of QuickBooks. Companies can also add additional custom invoice terms within QuickBooks. Thus, we need a way to sync the terms between environments. To do this, there are two places that the invoice terms are stored under:

• Terms custom field on the Invoice object.
• QB Terms custom setting to store the id mapping.

The Terms picklist on the Invoice object allows companies to show what terms are available to sync, while the QB Terms custom setting syncs all terms object stored within QuickBooks.

To add invoice terms:

1. Go to Setup -> Object Manager
2. Find the Invoice object
3. Find the Terms field under the Fields & Relationships section
4. Under the values section, add the terms that will be available to map to invoices.

To sync invoice term IDs:

1. Open the Developer Console
2. Run the following code snippet:

qime.QBTermBatch batch= new qime.QBTermBatch();
Database.executeBatch(batch, 50);

Syncing Invoices from QBO -> Salesforce

Syncing invoices from QuickBooks to Salesforce is essential for any QuickBooks integration. This allows data like payment date, balance due, and more to be synced with Salesforce, even if the invoice data is originating from Salesforce. First, let’s take a look at how fields from QuickBooks are mapped to Salesforce.

QuickBooks Field	Salesforce Label	Salesforce API Name
AllowOnlineACHPayment	Allow Online ACH Payment	qime__Allow_Online_ACH_Payment__c
AllowOnlineCreditCardPayment	Allow Online CC Payment	qime__Allow_Online_CC_Payment__c
AutoDocNumber	True*	True
TotalTax	Tax	qime__tax__c
BillEmail	Emails	qime__emails__c
Customer Id	Customer Id	qime__Customer_Id__c
SyncToken	QB SyncToken	qime__QB_SyncToken__c
DocNumber	Document Number	qime__Document_Number__c
DocNumber	Name	'INV-' + qime__Document_Number__c
Txn Date	Transaction Date	qime__Transaction_Date__c
BCC Emails	BCC Emails	qime__bcc_emails__c
CC Emails	CC Emails	qime__cc_emails__c
Balance	Balance	qime__Balance__c
Terms	Terms	qime__Terms__c
Private Note	Message On Statement	Message_on_Statement__c
Delivery TIme	Delivery Time	qime__Delivery_Time__c
Due Date	Due Date	qime__Due_Date__c
Total	Total	qime__Total__c
Memo	Memo	qime__Memo__c

* Value is hard-coded

Schedule Invoice Sync From QuickBooks -> Salesforce

Invoices can be brought over hourly. To schedule Invoices syncing, use the scheduled jobs tab in the QIME app. To manually schedule, perform the following:

1. Open the Developer Console
2. Run the following code snippet

System.schedule('QB Invoice Sync XX:00', '0 0 * * * ?', new qime.QBInvoiceBatch());

This will sync invoices from QuickBooks to Salesforce at the top of every hour.

Sync All Invoices From QuickBooks -> Salesforce

During an initial setup, it is advised to sync all invoices from QuickBooks to Salesforce. To bring all invoices from QuickBooks to Salesforce, perform the following:

1. Open the Developer Console
2. Run the following code snippet

System.enqueueJob(new qime.QBInvoiceQueueable(0, 0, 50, 0));

Custom Fields

Custom fields can be set based on your business needs. To create a custom field, use the following guide to create the desired custom field in QB. At this time the maximum custom fields supported is 3.

Now that the custom field is created, we need the custom field’s id to link inside of Salesforce. The easiest way of retrieving the id is using Postman, and querying invoice endpoint. You will find a custom field definition like so:

"CustomField": [
    {
        "DefinitionId": "1",
        "Name": "Test 123",
        "Type": "StringType",
        "StringValue": "Val"
    }
],

Take the DefinitionId field, and go to Salesforce -> Setup -> Custom Metadata -> QIME Config -> Default, and paste it in the Custom Field 1 Id field.

This can be done up to 3 times.

To add your own data to these fields, I reccomend using a flow to copy the data from a custom field e.g. Sales_Rep__c to the QB_Custom_Field_1__c. Please keep in mind that at this time QB only allows strings, so you must convert your custom field value to a string.

The following are the relationship between the Invoice Custom fields and metadata config:

Invoice Field	Config Id Field
QB_Custom_Field_1__c	Custom_Field_1_Id__c
QB_Custom_Field_2__c	Custom_Field_2_Id__c
QB_Custom_Field_3__c	Custom_Field_3_Id__c

Setting A Tax Id

International companies need to specify a tax code, or will recieve the following error:

Make sure all your transactions have a GST/HST rate before you save

To use this feature, go to custom metadata -> QIME Config -> Default,

and ensure that qime__Use_Tax_Id__c is set to true.

Additionally, you will need a default tax id. This can be set under qime__Default_Tax_Id__c.

To see the default Id, the easiest way is to go to an account in SF and press Pull from QB, and read the QB_Default_Tax_Code__c field.

NOTE: The integration will use the tax code set on the customer over the default code if it is present.