Integrate Salesforce and QuickBooks: Step-by-Step Guide

Has your finance team marked an invoice as paid in QuickBooks, but your sales team still can’t see it in Salesforce? It’s a common situation. Finance works in QuickBooks to manage invoices, payments, and expenses, while sales teams live in Salesforce to track deals and customers. When these systems don’t share information, both sides lose time checking updates and correcting numbers.

Imagine a salesperson or account manager calling a customer to ask about an overdue payment, unaware that it was already made last week. Or a finance team preparing end-of-month reports while sales still show unpaid deals. These small disconnects cause confusion, repeated work, and sometimes frustration between teams.

Did you know that most businesses use many different apps, but very few actually work together? While 95% of companies say connecting their software is important for growth, only about 29% of their apps are fully integrated. This means most data still sits in separate systems, and teams often spend extra time moving information between them.

QuickBooks online integration with Salesforce solves this. Once linked, payment details, invoices, and customer data move automatically between both systems. Sales can see up-to-date payment status right in Salesforce, and finance can rely on accurate records without chasing updates.

This article explains how the integration works, what to expect during setup, and the best ways to keep both systems aligned and reliable over time.

So we understood the main issue: teams waste time re-entering information, and mistakes happen when customer and financial data live in separate systems. But are there other reasons companies choose to implement Salesforce QuickBooks integration?

Businesses have three main ways to make QuickBooks integration Salesforce: custom integrations, iPaaS solutions or connectors, and AppExchange solutions.

QuickBooks integration on AppExchange

Breadwinner connects Salesforce directly with QuickBooks. So, we will use it to show the main benefits of connecting Salesforce with QuickBooks.

As we’ve seen, the easiest way to connect Salesforce and QuickBooks is to use a ready-made AppExchange tool that is designed specifically for Salesforce users and doesn’t require coding or complex setup. Let’s take a quick look at how to set it up:

Go to the Breadwinner listing on AppExchange and click Get It Now. Choose whether to install it in your production org or a sandbox for testing first.

Breadwinner on AppExchange

After installation, open the app in Salesforce. You’ll be prompted to sign in with your QuickBooks credentials. Breadwinner uses secure authentication to connect your data safely.

Breadwinner Setup

Decide what data you want to share between systems, such as invoices, payments, and customers. You can set up sync depending on how your teams work.

Run a few test records, like creating an Opportunity in Salesforce and checking that an invoice appears in QuickBooks. Review the logs to ensure the sync works correctly.

Once testing looks good, activate the connection for all users. The app will automatically sync your Salesforce and QuickBooks data going forward.

Using Breadwinner saves time and avoids the complexity of building a custom integration. With just a few setup steps, your sales and finance data will start working together seamlessly, so your teams can focus on results, not manual updates.

Integrating Salesforce with QuickBooks keeps data consistent across both systems, reducing manual work and errors. Customer names, invoices, payments, and product details can flow automatically, saving time for both sales and finance teams.

This is especially important when respondents report that their businesses spend 25 hours a week on manual data entry or reconciling data across apps and over $3,000 a month on unused software. Connecting systems helps recover both time and money while keeping records accurate.

A successful integration begins with preparation. Taking the right steps before building Salesforce and QuickBooks online integration helps avoid errors and keeps data accurate.

Even when the setup looks simple, several common mistakes can cause data mismatches or failed syncs in Salesforce integration with QuickBooks online. Paying attention to these details helps keep your integration reliable and accurate.

Trying to sync all records in one go can overload the system and create duplicate entries. It’s better to start with key objects like customers or invoices, check that everything matches, and then add more fields step by step. This approach helps identify mapping issues early.

Skipping the testing phase is one of the biggest risks. Always test your integration in a sandbox or with sample data before connecting real records. Testing helps confirm that invoices, payments, and customer data move correctly between systems and prevent financial reporting errors later.

Make sure every user has the right level of access. If permissions are too limited, data may fail to sync. If they’re too open, sensitive financial data could be exposed. Set clear access rules for sales, accounting, and admin teams before launch.

Integration is not a one-time task. Both Salesforce and QuickBooks receive regular updates, which can change how data flows. Reviewing your connection every few months helps ensure the sync still runs correctly and catches small issues before they affect reports.

Using a trusted Salesforce Quickbooks connector helps reduce these risks. It includes built-in checks and logs that make it easier to monitor syncs, manage permissions, and keep both systems aligned over time.

Salesforce integration for QuickBooks online brings sales and finance together in one workflow. It eliminates duplicate data entry, reduces errors, and gives teams a shared, real-time view of customers, payments, and revenue.

While the integration process isn’t overly complex, success depends on preparation and the right tools. Clean up your data, define user roles, and test everything before launch. Once connected, review and maintain the setup regularly to keep it stable as both systems evolve.

Done right, the integration doesn’t just save time, it creates a more connected business where teams work from the same information and make faster, smarter decisions.

Using a dedicated connector will simplify this process. It’s built specifically for Salesforce and helps keep financial and customer data consistent without heavy customization. You can get a free trial of Breadwinner to see how easily your Salesforce and QuickBooks systems can work together.