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:

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Prerequisites

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

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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.

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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.

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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)

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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.

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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.

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Salesforce Opportunity:

Field	Value
Name	ACME Software Project
Amount	$12,500
Close Date	04/30/2025
Account	ACME Inc.
Stage	Closed Won
Line Items	Setup Fee ($2,500), License ($10,000)

Automatically becomes a QuickBooks Invoice:

Field	Value
Customer	ACME Inc.
Invoice Date	04/30/2025
Line Items	Setup Fee, License
Total	$12,500

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Benefits of This Sync:

Advantage	Description
No manual re-entry	Sales closes the deal, finance sees it instantly
Consistent data	Clean mapping avoids errors or duplicates
Faster invoicing	Revenue recognition starts immediately
Sales visibility	Invoice status and payment tracked in Salesforce
Scalable process	Handles thousands of transactions with ease