A Practical Walkthrough Using InterWeave SmartSolutions

Syncing Salesforce Opportunities with QuickBooks Invoices ensures your sales and finance teams are aligned, automates your quote-to-cash process, and eliminates manual data entry. With InterWeave SmartSolutions, this integration is fully configurable and requires no custom code.

Here’s a step-by-step guide to set it up:

Prerequisites

• Salesforce account with Opportunities configured
• QuickBooks Online or Desktop account
• InterWeave SmartSolutions account with access to the Integration Manager

Step 1: Define Your Business Logic Profile in InterWeave

Think of a “Profile” as your custom integration template.

1. Log into your InterWeave SmartSolutions portal
2. Navigate to Profile Manager → Create New Profile
3. Choose:
   • Source: Salesforce → Object: Opportunity
   • Target: QuickBooks → Object: Invoice
4. Name your profile: e.g., Opportunity-to-Invoice-Sync

💡 This profile controls how and when Salesforce Opportunities convert into QuickBooks Invoices.

Step 2: Map Fields Between Salesforce and QuickBooks

1. Open the Field Mapping section of the profile
2. Drag and map:
   • Opportunity Name → Invoice Memo
   • Amount → Invoice Total
   • Close Date → Invoice Date
   • Account Name → Customer Name
   • Opportunity Line Items → Invoice Line Items

💡 InterWeave allows conditional field logic, transformations (e.g., date formats), and custom field mappings.

Step 3: Set Sync Triggers and Conditions

1. Go to the Workflow Trigger Settings
2. Choose your automation type:
   • Trigger when Opportunity Stage = Closed Won
   • OR run on a schedule (e.g., every 15 minutes)
3. Optionally:
   • Add filters (e.g., only sync Opportunities over $1,000)
   • Add approval logic (e.g., only sync if checkbox “Approved for Invoicing” = true)

Step 4: Enable Real-Time Sync and Security Settings

1. Activate Real-Time Sync (or batch if preferred)
2. Confirm:
   • OAuth 2.0 credentials are connected for both Salesforce and QuickBooks
   • Data encryption and tokenization are enabled (default PCI-compliant)

💡 InterWeave logs every sync event, with retry handling for failures.

Step 5: Test and Deploy the Integration

1. Create a test Opportunity in Salesforce
2. Set it to Closed-Won and review the result in QuickBooks
3. Open InterWeave’s Dashboard → Logs to confirm successful sync
4. Activate the profile for live data

QuickBooks Invoice is automatically created, with line items and customer linked.

Salesforce Opportunity:

Automatically becomes a QuickBooks Invoice:

Benefits of This Sync: