QuickBooks Connector
QuickBooks Connector
Breadcrumbs

Client Prerequisite & On-Boarding Form

Questionnaire Overview

This questionnaire collects essential information required to configure and deploy the QuickBooks Online (QBO) and Salesforce integration solution. The responses provided will serve as the foundation for system configuration, data mapping, and implementation planning. Completion of all applicable sections is required to proceed with the implementation phase. Please allocate adequate time to gather information from stakeholders and system administrators before submission.

Prerequisites

Before completing this questionnaire, please confirm the following prerequisites are satisfied:

  • An active QuickBooks Online subscription with administrative access

  • Salesforce administrator access 

  • Verified understanding of Salesforce object structure and field architecture

  • Documentation of current data synchronization processes and pain points

Instructions:

  • Completion Scope: Complete all sections marked as Required. Optional sections may be deferred for later configuration.

  • Field References: When identifying Salesforce Field API Names, navigate to Setup > Object Manager > [Object Name] > Fields & Relationships. The API Name column displays the technical field identifier (e.g., BillingCity, Phone, Custom_Field__c).

  • Incomplete Fields: If uncertain about any response, leave the field blank and provide context in Section 6. Our implementation team will follow up as needed.

Section 1 — Source Object Mapping

Specify which Salesforce object should serve as the data source for each QuickBooks entity during integration.

Purpose

QuickBooks Connect utilizes these mappings to determine the origin of information when creating or updating records in QuickBooks Online. The objects selected in this section establish the foundational configuration for all subsequent mapping sections.

Mapping Configuration

Complete the following table by specifying the Salesforce object(s) that should be synchronized to each QuickBooks entity:

QuickBooks Entity

Salesforce Source Object(s)

QuickBooks Customer


QuickBooks Product


QuickBooks Invoice


QuickBooks Vendor


QuickBooks Sales Receipt


Section 2 — Field Mapping

Field mapping defines the relationship between Salesforce fields and QuickBooks data fields. Each organization stores information differently; these mappings ensure data reaches QuickBooks correctly.

Purpose

By providing explicit field-to-field mappings, you enable our implementation team to configure the integration to extract the correct information from Salesforce and populate QuickBooks fields during synchronization.

Important Notes

  • Required Fields: All fields marked as Required must be completed.

  • Optional Fields: Optional fields may be left blank if your organization does not require that data.

  • API Names Required: Use Salesforce Field API Name, not the field label (e.g., BillingCity, not Billing City).

2.1 QuickBooks Invoice Mapping

These fields determine what invoice information is sent from Salesforce to QuickBooks when an invoice is created or updated.

QuickBooks Field

Salesforce Field API Name

Description

Required?

txnDate


The date this transaction occurred (format: yyyy/MM/dd). Defaults to today if not provided.

Optional

dueDate


The payment due date. If not provided, calculated from your payment terms.

Optional

deposit


Any deposit amount already paid toward this invoice.

Optional

customerMemo


A message to the customer that appears on the invoice.

Optional

Customer Lookup Field


The Salesforce field linking to the related QuickBooks Customer record. E.g., if your invoice source is Opportunity, this is typically AccountId.

Required
2.1.1 Invoice Line Items (Optional)

Configure this section if you would like QuickBooks Connect to automatically populate invoice line items when creating an invoice in QuickBooks.

Why would I configure this?

When Invoice Line Item mappings are configured, QuickBooks Connect can automatically pull product, quantity, description, and other line item information from Salesforce and pre-populate the QuickBooks Invoice.

This allows users to review the invoice and create it without manually adding line items.

Example

Without Invoice Line Item Mapping

When creating an invoice in QuickBooks:

  • Customer information is populated automatically.

  • Users must manually add products, quantities, and descriptions before creating the invoice.

With Invoice Line Item Mapping

When creating an invoice in QuickBooks:

  • Customer information is populated automatically.

  • Products, quantities, and descriptions are automatically added to the invoice from Salesforce.

  • Users only need to review the information and create the invoice.

When should I complete this section?

Complete this section if your invoice data includes line items such as products or services that should automatically appear on QuickBooks invoices.

If your users prefer to manually add line items during invoice creation, this section can be left blank.

Field Name

Salesforce Field API Name

Description

Required?

sfProductId


Lookup field to the Salesforce product record used for QuickBooks Product sync (e.g., Product2Id).

Required

ProductName


Name of the product or service on the line item.

Optional

ProductDescription


Short description of the product or service.

Optional

ProductQuantity


Number of units for this line item.

Optional

qbClassId


Stores the QuickBooks Class ID used to assign the sales receipt line item to the appropriate QuickBooks class.

Optional

📌 Note: The child object is the Salesforce object holding your line item records (e.g., OpportunityLineItem). The sfProductId field must point to the same object you mapped as your QuickBooks Product source in Section 1.

2.2 QuickBooks Customer Mapping

These fields determine what customer information is sent from Salesforce to QuickBooks when a customer record is synchronized.

QuickBooks Field

Salesforce Field API Name

Description

Required?

displayName


The name displayed for this customer in QuickBooks. If not provided, built from name components below.

Required

fullyQualifiedName


Full hierarchical name (includes parent company if applicable).

Optional

email


Primary email address. Must be a valid email format.

Optional

suffix


Name suffix, e.g., "Jr." or "III".

Optional

title


Title such as "Mr.", "Dr.", "Ms."

Optional

firstName


Customer's first name.

Optional

middleName


Customer's middle name.

Optional

lastName


Customer's last name.

Optional

notes


Free-form notes about this customer.

Optional

phone


Primary phone number.

Optional

companyName


Company or organisation name.

Optional

billingAddress.city


Billing address – City.

Optional

billingAddress.stateCode


Billing address – State or Province code (e.g., "CA", "NY").

Optional

billingAddress.country


Billing address – Country.

Optional

billingAddress.addressLine1


Billing address – Street line 1.

Optional

billingAddress.postalCode


Billing address – ZIP or Postal code.

Optional

shippingAddress.city


Shipping address – City.

Optional

shippingAddress.stateCode


Shipping address – StateCode or ProvinceCode.

Optional

shippingAddress.country


Shipping address – Country.

Optional

shippingAddress.addressLine1


Shipping address – Street line 1.

Optional

shippingAddress.postalCode


Shipping address – ZIP or Postal code.

Optional

balance


Outstanding balance owed. For new customers, sets the opening balance.

Optional

2.3 QuickBooks Vendor Mapping

These fields determine what vendor information is sent from Salesforce to QuickBooks when a vendor record is synchronized.

QuickBooks Field

Salesforce Field API Name

Description

Required?

displayName


The name displayed for this vendor in QuickBooks. Must be unique across all vendors, customers, and employees.

Required

fullyQualifiedName


Full hierarchical name (used when the vendor is a sub-vendor).

Optional

email


Primary email address.

Optional

suffix


Name suffix, e.g., "Jr."

Optional

title


Title such as "Mr.", "Dr.", "Ms."

Optional

firstName


Vendor contact's first name.

Optional

middleName


Vendor contact's middle name.

Optional

lastName


Vendor contact's last name.

Optional

notes


Free-form notes about this vendor.

Optional

phone


Primary phone number.

Optional

companyName


Company or organisation name.

Optional

billingAddress.city


Billing address – City.

Optional

billingAddress.stateCode


Billing address – StateCode or Province code.

Optional

billingAddress.country


Billing address – Country.

Optional

billingAddress.addressLine1


Billing address – Street line 1.

Optional

billingAddress.postalCode


Billing address – ZIP or Postal code.

Optional

balance


Outstanding balance for this vendor.

Optional

2.4 QuickBooks Product Mapping

These fields determine what product or service information is sent from Salesforce to QuickBooks when a product record is synchronized.

QuickBooks Field

Salesforce Field API Name

Description

Required?

name


Product or service name as it appears in QuickBooks. Must be unique.

Required

fullyQualifiedName


Full hierarchical name including any parent category (e.g., "Services:Consulting").

Required

typeOfProduct


Item classification: Inventory (tracked stock), Service (non-tangible), or NonInventory (goods not tracked).

Required

active


Set to true if this product is currently active and available.

Optional

unitPrice


Selling price per unit. For discounts/tax rates, use a decimal (e.g., 0.10 for 10%).

Optional

purchaseCost


Cost paid when purchasing or ordering this item.

Optional

trackQty


Set to true to track quantity on hand. Applies to Inventory type only. Cannot be reversed once set.

Optional

quantityOnHand


Current available quantity. Required for Inventory type items only.

Optional

inventoryStartDate


Start date for inventory tracking (format: yyyy/MM/dd). Required for Inventory type items only.

Optional

taxable


Set to true if transactions for this product should be taxed.

Optional

2.5 QuickBooks Sales Receipt Mapping

These fields determine what sales receipt information is sent from Salesforce to QuickBooks when a sales receipt is created or updated.

QuickBooks Field

Salesforce Field API Name

Description

Required?

txnDate


The date this transaction occurred (format: yyyy/MM/dd). Defaults to today if not provided.

Optional

paymentRefNum


The reference number for the payment applied to the sales receipt, such as a check number or transaction reference.

Optional

customerMemo


A message to the customer that appears on the sales receipt.

Optional

billingEmail


The billing email address associated with the sales receipt customer. If not populated related customer email will be used.

Optional

Payment Method Reference field

(paymentMethodLookupFieldName)


The Salesforce field that references the QuickBooks payment method to apply to the sales receipt.

Optional

Quickbooks Account Reference field
(depositAccountLookupFieldName)


The Salesforce field that references the QuickBooks deposit account where the sales receipt payment should be deposited.

Required

Customer Lookup Field


The Salesforce field linking to the related QuickBooks Customer record. E.g., if your sales receipt source is Opportunity, this is typically AccountId.

Required
2.5.1 Sales Receipt Line Items (Optional)

Configure this section if you would like QuickBooks Connect to automatically populate sales receipt line items when creating a sales receipt in QuickBooks.

Why would I configure this?

When Sales Receipt Line Item mappings are configured, QuickBooks Connect can automatically pull product, quantity, description, and other line item information from Salesforce and pre-populate the QuickBooks Sales Receipt.

This allows users to review the sales receipt and create it without manually adding line items.

Example

Without Sales Receipt Line Item Mapping

When creating a sales receipt in QuickBooks:

  • Customer information is populated automatically.

  • Users must manually add products, quantities, and descriptions before creating the sales receipt.

With Sales Receipt Line Item Mapping

When creating a sales receipt in QuickBooks:

  • Customer information is populated automatically.

  • Products, quantities, and descriptions are automatically added to the sales receipt from Salesforce.

  • Users only need to review the information and create the sales receipt.

When should I complete this section?

Complete this section if your sales receipt data includes line items such as products or services that should automatically appear on QuickBooks sales receipts.

If your users prefer to manually add line items during sales receipt creation, this section can be left blank.

Field Name

Salesforce Field API Name

Description

Required?

sfProductId


Lookup field to the Salesforce product record used for QuickBooks Product sync (e.g., Product2Id).

Required

ProductUnitPrice


Selling price per unit for the product or service on the sales receipt line item.

Optional

ProductDescription


Short description of the product or service.

Optional

ProductQuantity


Number of units for this line item.

Optional

qbClassId


Stores the QuickBooks Class ID used to assign the sales receipt line item to the appropriate QuickBooks class.

Optional

📌 Note: The child object is the Salesforce object holding your line item records (e.g., OpportunityLineItem). The sfProductId field must point to the same object you mapped as your QuickBooks Product source in Section 1.

Section 3 — Reverse Synchronization (Optional)

By default, QuickBooks Connect synchronizes data from Salesforce to QuickBooks Online. Reverse Sync enables QuickBooks data to flow back to the originating Salesforce record after successful synchronization.

Purpose & Value

Reverse Sync captures QB-generated identifiers and status information back on Salesforce records, enabling visibility, downstream automation, and complete audit trails.

How Reverse Sync Works

  • Salesforce record synchronizes to QuickBooks

  • QuickBooks creates/updates record with QB ID and data

  • Reverse Sync writes QB field values to Salesforce custom fields

  • Salesforce fields populate for reporting and workflow automation

Common Use Cases

  • Store QB Customer ID on Account records for reference

  • Capture QB Invoice ID and Invoice Number on Opportunities

  • Track QB Transaction Status (Draft, Submitted, Voided)

  • Trigger Salesforce workflows based on QB status changes

Reverse Sync Configuration by Entity

Specify which QB fields should be captured for each entity:

Customer Entity

  • Enable Reverse Sync? Yes / No

  • QB Fields to Capture: (specify mapping e.g., Id → QB_Customer_Id__c)

Product Entity

  • Enable Reverse Sync? Yes / No

  • QB Fields to Capture: (specify mapping)

 Invoice Entity

  • Enable Reverse Sync? Yes / No

  • QB Fields to Capture: (specify mapping e.g., Id → QB_Invoice_Id__c; DocNumber → QB_Invoice_Number__c)

Sales Receipt Entity

  • Enable Reverse Sync? Yes / No

  • QB Fields to Capture: (specify mapping e.g., Id → QB_Sales_Receipt_Id__c; DocNumber → QB_Sales_Receipt_Number__c)

Vendor Entity

  • Enable Reverse Sync? Yes / No

  • QB Fields to Capture: (specify mapping)

Important Reverse Sync Considerations

  • Read-Only Fields: Reverse sync fields must be read-only to prevent user edits from conflicting with integration updates

  • Field Visibility: Restrict field visibility to administrators and reporting users only

  • Field Security: Apply field-level security for sensitive QB data

Section 4: Salesforce Page Layout Configuration

Specify which Salesforce Page Layouts should display QuickBooks Connect components, including related lists and action buttons.

Purpose

Page layouts control which components appear on user records. QuickBooks Connect adds related lists and sync buttons to enable users to view synchronized QB records and manually trigger synchronization.

Components Added to Layouts

  • QuickBooks Related List - Shows all QB records created from this Salesforce record

  • Sync to QuickBooks Action Button - Allows users to manually trigger synchronization

  • Sync Status Indicator - Displays last sync timestamp and status

  • Reverse Sync Fields Display - Shows QB identifiers captured on the record

Components Added to Layouts

  • QuickBooks Related List - Shows all QB records created from this Salesforce record

  • Sync to QuickBooks Action Button - Allows users to manually trigger synchronization

  • Sync Status Indicator - Displays last sync timestamp and status

  • Reverse Sync Fields Display - Shows QB identifiers captured on the record

Page Layout Mapping

Provide the exact page layout names for each QB entity source object:

Salesforce Source Object

Salesforce Source Object Page Layout Name(s)

QuickBooks Customer

(e.g., Account)


QuickBooks Product

(e.g., Product2)


QuickBooks Invoice

(e.g., Opportunity)


QuickBooks Vendor

(e.g., Account)


QuickBooks Sales Receipt

(e.g., Opportunity)


Section 5: Salesforce Lightning Page Configuration

Specify which Salesforce Lightning Record Pages should display the Sync to QuickBooks action.

Purpose

Lightning Record Pages determine which actions are available to users on a record. QuickBooks Connect adds the Sync to QuickBooks action, allowing users to manually synchronize Salesforce records with QuickBooks Online directly from the Lightning Record Page.

Components Added to Lightning Pages

  • Sync to QuickBooks Action - Allows users to manually trigger synchronization from the Salesforce record.

How to Find Your Lightning Record Pages

  • Navigate to Setup.

  • Open Lightning App Builder.

  • Search for the Salesforce object listed in Section 1.

  • Locate the Lightning Record Page used by your users.

  • Enter the name(s) of the Lightning Record Page(s) below.

Lightning Page Mapping

Provide the exact Lightning Record Page names for each QuickBooks entity source object.

QuickBooks Entity

Salesforce Source Object

Salesforce Source Object Lightning Page Name(s)

QuickBooks Customer

(e.g., Account)


QuickBooks Product

(e.g., Product2)


QuickBooks Invoice

(e.g., Opportunity)


QuickBooks Vendor

(e.g., Account)


QuickBooks Invoice

(e.g., Opportunity)


Section 6: Business Requirements & Implementation Context

Every organization has unique business processes, data structures, and constraints. This section helps us understand your specific requirements and ensure the integration is configured to meet your operational needs.

For each topic below, provide as much detail as possible. If a topic does not apply to your organization, indicate N/A. This information is critical for accurate configuration and successful implementation

6.1 Multi-Company QuickBooks Setup

If your organization operates multiple QuickBooks Online companies, specify which QB company each Salesforce entity should synchronize to.

Questions to Consider:

  • How many QuickBooks companies do you have?

  • Are different Salesforce business units/regions syncing to different QB companies?

  • Is there a field on Account/Opportunity that indicates which QB company to use?

Your Response:

6.2 Conditional Synchronization Logic

Specify any business rules that should determine whether a record synchronizes to QuickBooks.

Examples of Conditional Logic:

  • Only sync Opportunities with Stage = 'Closed Won'

  • Only sync Accounts with Type = 'Customer' (exclude 'Prospect')

  • Do not sync if a specific 'Exclude from QB Sync' checkbox is checked

Your Conditional Logic Requirements:

6.3 Data Migration & Historical Data

Specify whether historical Salesforce or QuickBooks data should be migrated to the other system, and the scope of that migration.

Questions to Consider:

  • Do you want to migrate historical QB invoices into Salesforce? If yes, how many years of data?

  • Do you want to migrate historical Salesforce Opportunities/Accounts to QB? If yes, what date range?

  • What is the approximate volume of records to migrate (e.g., 5,000 invoices, 1,000 accounts)?

6.5 Security, Compliance & Data Governance

Identify security, compliance, and data governance requirements that impact the integration.

Questions to Consider:

  • Do you have data residency requirements (data must stay in specific geographic regions)?

  • Are you subject to compliance mandates (SOC 2, HIPAA, GDPR)?

  • Are there fields that should NOT be synchronized (e.g., sensitive financial data, PII)?

Your Security, Compliance & Governance Requirements:

What Happens Next?

Once you return this form, the Cloud Maven team will:

  1. Review your field mappings and follow up with any clarifying questions

  2. Set up the integration environment and validate all mappings

  3. Walk you through testing before go-live

Questions? Contact us at support@cloudmaveninc.com