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Frequently Asked Questions

What is the Boomi Widget for Salesforce and QuickBooks and what does it do?
The Boomi Widget for Salesforce and QuickBooks ("Widget") is the easiest and quickest way to integrate your Salesforce data with QuickBooks. The Widget is a complete set of pre-built integration processes that does the following:

Syncs Customer/Account master data along with Billing Contacts
Syncs newly won Opportunities from Salesforce to your choice of Invoice, Sales Order, or Sales Receipt in QuickBooks
Syncs QuickBooks Items to Salesforce Products (one-way)
Updates Inventory Item quantities in Salesforce (one-way, QuickBooks Desktop Widget only)
Syncs Invoices created in QuickBooks to Salesforce
Migrates historical Invoices from QuickBooks to Salesforce

Installing and configuring the Widget requires only a handful of steps via a simple web-based wizard, and in a matter of minutes you can be up and running.

What exactly does "pre-built integration" mean?
Pre-built integration means the Widget is out of the box functionality. The scope of the Widget is limited to the predefined objects and business processes and cannot be modified substantially. If you need to integrate additional and/or customized work flows and objects, please contact sales@boomi.com to inquire about our full-featured AtomSphere integration platform.

How does the Account/Customer Sync work?
The Account/Customer Sync is a bidirectional sync that ensures Customer master information is kept up to date in both applications. As you add and modify Salesforce Account records, the changes are automatically synced to QuickBooks Customer records and vice versa. If you have existing Account/Customer records, they will be matched based on exact Name comparison (Name is required to be unique in QuickBooks). By default, only Salesforce Accounts with at least one closed/won Opportunity will be synced. Only "Active" QuickBooks Customers will be synced. In the event of a conflicting update, the QuickBooks version will "win".

How does the Opportunity Sync work?
The Opportunity Sync exports closed/won Opportunities (along with their Opportunity Products and Primary Contact) from Salesforce and creates an Invoice, Sales Order, or Sales Receipt in QuickBooks. You can choose the QuickBooks Transaction Type per Opportunity. Opportunities must have at least one Opportunity Line Item. You can override the Bill To and/or Ship To address for the Opportunity by choosing a primary Opportunity Contact Role, and populating its Mailing and Other Address, respectively. By default, subsequent changes made to the Opportunity or QuickBooks transaction will be synced, including changes to line items (preferences and restrictions apply). Sales transactions originating in QuickBooks are not synced at this time, however the Invoice Sync (described below) does gives you the option to create Opportunities for invoices created directly in QuickBooks. Note: QuickBooks Desktop Professional Edition and QuickBooks Online Edition do not support the Sales Order transaction type.

How does the QuickBooks Item Sync work?
The Item Sync is a one-way sync that exports Item records from QuickBooks, and creates new Products in Salesforce and adds them to the Standard Pricebook. Subsequent changes to QuickBooks Items will be synced to Salesforce. It does not replicate the QuickBooks Item hierarchy in Salesforce. Existing Salesforce Products are not synced to QuickBooks as new Items. The following QuickBooks Item types are supported: Services, Inventory Parts, Non-Inventory Parts, Other Charges, Discounts, Fixed Assets, and Item Assemblies (note: Assembly components are not indicated in Salesforce). Item Groups are not supported. You also have the option to sync inventory quantities (current on hand and allocated) for Inventory Part Items.

How does the Invoice Sync work?
The Invoice Sync exports Invoices created in QuickBooks and syncs them to Salesforce as a custom Invoice object. If the Invoice is associated with an Opportunity, the Widget creates a link between the two records for reference. If not, you have the option to create a new Opportunity. Invoices are also linked to the Account record to enable invoice reporting by customer. The outstanding invoice balance is kept up to date in Salesforce as payments are received in QuickBooks.

How does the Invoice Migration work?
The Invoice Migration works very similar to the Invoice Sync, with respect to Invoice and Opportunity creation, but with two notable differences: 1) you specify the date from which the Invoices are extracted and 2) the Invoices are never linked to existing Opportunities (although you can choose to create a new Opportunity if you would like).

What are my support options if I have questions or problems?
If you have questions or run into issues during your trial or subscription, we want to help! We offer a variety of options to get help including LiveChat (8am-8pm EST, weekdays), online help guide and troubleshooting tips, and online Knowledge Base and Forums. Please note we do not offer phone support for Standard or Premium Widgets.

How do I get the Widget?
To learn more about integrating Salesforce and QuickBooks, please contact sales.

Is there anything I need to do before installing?
Yes. Please review the "Before You Begin" section of the Install Guide (QB Desktop, QB Online) to best prepare your Salesforce and QuickBooks data for a successful implementation.

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Which Salesforce editions are supported?
Professional (with Products), Enterprise, Unlimited, and Developer editions.

Which QuickBooks editions are supported?
The QuickBooks Desktop Widget supports Professional and Premier 2007 or later, Enterprise 7.0 or later. Non-US editions are not supported at this time. Only Windows versions are supported. Multi-currency is not supported.

The QuickBooks Online Widget supports all QuickBooks Online editions.

Do I have to install anything locally?
Yes, for the QuickBooks Desktop Widget. In order to access your QuickBooks data residing behind your company's firewall, the Widget installs a lightweight Java executable (called an "Atom") that makes a direct, secure connection between your QuickBooks PC and Salesforce. However, because of Boomi's Atom technology, there is no need to modify your network or firewall settings to enable the sync: all traffic is outbound, originating from the Atom.

No, for the QuickBooks Online Widget. With the QuickBooks Online Widget, the entire integration is completely hosted within Boomi's AtomSphere Integration Cloud so there's nothing to install.

Is there anything I need to do to my QuickBooks company or Salesforce organization before installing the Widget?
Yes. Please carefully read the "Before You Begin" section of the Install Guide (QB Desktop, QB Online) to understand the prerequisites and best practices before installing the Widget.

How will the Widget affect my Salesforce organization?
The Widget will install a "Managed Package" that includes a number of custom fields, objects, and Apex triggers to enable the integration. You can choose to use one of the predefined Salesforce Page Layouts included by the Widget or customize your existing Page Layouts and add the Widget's custom fields to display QuickBooks information to end users.

Can the Widget use my existing Salesforce custom fields?
Yes! The Premium version allows you to override the default field mappings to and from QuickBooks, including your Salesforce custom fields. See the User Guide for details. QuickBooks "custom" fields or "Data Extensions" are not supported.

Can the Widget use my existing Salesforce custom objects?
Because the Widget is a pre-packaged integration, custom objects are not supported. Please contact sales to inquire about our full-featured AtomSphere Integration Platform to meet your custom integration need requirements.

Can I migrate my QuickBooks Customers' complete order history into Salesforce?
Yes, you can import your QuickBooks Invoices from a specific date with the Invoice Migration feature.

Will the Widget sync all my existing closed/won Opportunities to QuickBooks?
No. The Widget will start syncing closed/won Opportunities that are created/updated from the time it was installed. It does not perform a historical migration of all past Opportunities. However, if you have previous Opportunities you would like to sync, you can simply edit each Opportunity and select a Transaction Type.

Which Salesforce Contact(s) are synced?
Because QuickBooks does not have the concept of multiple Contacts for a given Account, only a single billing Contact is synced. For Accounts, the billing Contact is identified by a custom "Is Billing Contact" field on the Contact object. The Widget does not use the Salesforce native AccountContactRole relationship. For Opportunities, the billing Contact is identified using the OpportunityContactRole. Note: if no primary OpportunityContactRole is specified, the QuickBooks transaction will be created with the address and other information from the corresponding QuickBooks Customer record.

How does the Widget handle multiple Salesforce Record Types?
All Account and Opportunity records are processed the same regardless of Record Type. The Widget work flows and field mappings cannot be tailored for specific Record Types.

Are Salesforce Person Accounts supported?
Person Accounts are not supported at this time.

Are Account/Customer hierarchies supported?
Yes, in both directions. See the FAQ about Jobs below.

How are QuickBooks Jobs synced?
The Widget ignores QuickBooks Jobs. A Job is defined as a Customer record with a Job Status not equal to "None". Customer records with Job Status equal to "None" are treated as "sub-customers" comprising a corporate hierarchy and are synced to Salesforce as such.

Are QuickBooks Price Levels supported?
Price Levels are not synced with Salesforce Pricebooks at this time. Items exported from QuickBooks are only added to the Standard Pricebook, with the Base Price/Rate mapped to the Standard Price.

How are record deletions handled?
Deleting records is not supported at this time. Although we usually recommend "soft" deletes anyway (such as updating a record to an inactive status), if a physical delete is desired, it can be done by manually deleting the corresponding records from Salesforce and QuickBooks between scheduled syncs.

How will the Widget handle duplicate records?
The Widget attempts to match Accounts/Customers/Contacts based on exact name matching. If it finds an exact match, it will link the two. This means "Company ABC" and "Company ABC, Inc." will be considered different records, for example As with any integration effort, data cleansing is highly recommended before using the Widget.

How often does the sync run?
The Widget runs automatically in the background on a schedule you define. Our advanced scheduler lets you fine tune when exactly you want the Widget to run. In addition, you always have the ability to kick off the sync manually through the Widget user interface. Note: during your trial you can only run the sync manually. The scheduler is only enabled for active Widgets. To avoid hitting Salesforce and QuickBooks API limits, we strongly recommend scheduling the sync to run no more frequently than every 10 minutes.

What if I need to make changes to my Salesforce credentials or QuickBooks company file location?
If you moved your QuickBooks company file or reset your Salesforce password, you can easily update the configuration via the Widget user interface.

Can I install the Widget into my Salesforce sandbox organization?
No. The widget can only be installed into a Salesforce production organization.

Can I use the Widget to sync multiple QuickBooks company files and/or multiple Salesforce organizations?
No. The Widget is intended to sync a single QuickBooks company file with a single Salesforce organization. Attempting to change connection credentials between different companies/organizations will corrupt the record linkages, resulting in unexpected sync behavior including errors, duplicate records, and/or overwritten records.

Frequently Asked Questions

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