How To Do InfusionSoft QuickBooks Integration?

The benefit of using a CRM tool is that it allows you to organize many of your business operations and contacts in one place. It allows small business owners to make the most of their time. Another benefit of using a CRM like InfusionSoft (formally known as Keep) is that you can integrate two systems without having to perform double entry if you're already using tools like QuickBooks.

When it comes to organizing all of your information in one place, it will be best to integrate these two software. Let’s look at how this integration process works and check out the detailed guide in this particular blog.

What is InfusionSoft?

Infusionsoft, now known as Keap, is a popular software used by businesses for customer relationship management (CRM) and email marketing. It offers sophisticated cloud-based solutions for sales and marketing needs. On January 29th, 2019, Infusionsoft changed itself to Keep. Infusionsoft is the industry’s longest-running and most powerful product. It provides businesses with a comprehensive solution, including advanced marketing and sales automation, customizable campaigns, and seamless integration with other applications.

What is QuickBooks?

QuickBooks is the most popular software for accounting and managing expenses or keeping track of daily health. In this, you can prepare invoices for customers, and pay bills, reports, and taxes. Multiple solutions are available to support a variety of business requirements, including in QuickBooks Product List: QuickBooks Online, QuickBooks Desktop, QuickBooks Payroll, QuickBooks Time, or QuickBooks Checking.

Why do you need to integrate InfusionSoft with QuickBooks?

APIs provided by QuickBooks and InfusionSoft, allow you to securely connect to and access your data. You can automate your critical procedures and save time and money by creating integration for your company.

Save valuable time and resources
Securely process high volumes of data
Reduce data entry errors by eliminating double-entry
Trust your data with real-time updates.

Advantages:

There will be a complete updating of all data. There is no need for manual entry because everything is done automatically.
It will assist you in improving your small business.
QuickBooks offers outstanding customer service as well as seamless integration.
Every data entered can be verified for accuracy.
By integrating inventory from any marketplace or retailer, it automates all of the tedious tasks.
Post data from your InfusionSoft store to your QuickBooks account automatically.
Track all your inventory, online orders, and shipping.
Inform your InfusionSoft marketing automation with real-time sales data.
It's no longer a problem to reconcile. Their sales and marketing teams may now connect to their accounting system of record, allowing them to spend less time balancing the books.
It is critical to have all of your contacts in one place, and InfusionSoft makes it simple to import all of your contacts from QuickBooks.
You may also effortlessly integrate your invoices and products, eliminating the need for double-entry. All you need to do now is sync your QuickBooks account to the infusionSoft software.

Supported Triggers and Actions

Triggers

New Action Sequence Triggered when a new action sequence is added.	New Company Triggers when you add a new company.
New Contact Triggers when you add a new contact.	New Affiliate Triggers when you add a new affiliate.
New Invoice Triggers when you add a new invoice.	Tag Added to Contact Triggers when a tag gets added to a contact.
New Contact Action Triggers when you add a new action for a contact (task, note, or appointment).	Credit Card Charge Triggers when a credit card charge is processed from Infusionsoft through a merchant account.
New Opportunity Triggers when you add a new opportunity.	New Invoice Triggers when you add a new invoice (with line item support).
New Payment Triggers when you add a new payment of any type (Cash, Refund, check, PayPal, etc.)	Cancelled Subscription Triggers when a contact unsubscribes from the plan.
New Subscription Triggers when a contact subscribes to a plan.	New Subscription Plan Triggers when you add a new subscription plan.
New Tag Triggers when you add a new tag.	New Product Triggers when you add a new product.
New Subscription Triggers when a contact subscribes to a plan.
New Account Triggered when you add a new account.	New Bill Triggers when a new bill is added.
New Customer Triggered when you add a new customer.	New Estimate Triggered when you add a new estimate.
New Expense Triggers when a new expense is added.	New Invoice Triggered when you add a new invoice.
New Invoice Triggered when you add a new invoice (with line item support).	New Sales Receipt Triggered when a new sales receipt is added (with line item support).
New Payment Triggered when a payment is received (with line item support).	New Purchase Order Triggers when a new purchase order is added.
New Sales Receipt Triggered when a new sales receipt is added.	Updated Customer Triggered when an existing customer is updated.
New Vendor Triggered when a new vendor is added.

Actions

Create Company Create a new company.	Send Email Create and send a new email to a contact or multiple contacts, as well as record the email in the contacts' email history.
Create/Update Contact Creates a new contact. Can be used to update existing contacts too.	Tag Existing Contact Applies a tag to an existing contact.
Create Note Creates a note on an existing contact	Create Product Create a new Product.
Update Contact. Updates an existing contact.	Create Order Creates a new order.
Create Expense Creates a new expense using a check, cash, or credit card.	Find a Contact Find a Contact by their Email Address or Username.
Find an Invoice Find an Invoice by specifying a Contact and Invoice details.
Create Bill (Item Based) Create a new bill, optionally tied to a customer.	Create Bill (Account Based) Create a new bill, optionally tied to a customer (with line item support).
Create Bill (Item Based) Create a new bill, optionally tied to a customer (with line item support).	Create Credit Memo Creates a new credit memo.
Create Customer Adds a new customer.	Create Estimate Create a new estimate (with line item support).
Create Time Activity Creates a new single-time activity.	Create Product/Service Creates a new product or service.
Create Journal Entry Creates a new journal entry.	Create Invoice Adds a new invoice (with line item support).
Create Sales Receipt Adds a new sales receipt (with line item support).	Create Payment Creates a new payment, optionally linked to an invoice.
Create Purchase Order Creates a new purchase order.	Create Refund Receipt Creates a new refund receipt.
Send Invoice Send an existing invoice.	Send Sales Receipt Send an existing sales receipt.
Find or Create a Customer Finds or creates a specific customer v2.	Update Customer Updates an existing customer.
Update Invoice Updates an existing invoice (with line item support).	Create Vendor Adds a new vendor.
Find Account Find an account by name.	Find Customer Find a customer by name or email address.
Find Invoice Find an invoice by number.	Find Product(s) Find a product by name (with line item support)
Find Vendor Find a vendor by name.	Find or Create a Vendor Finds or creates a specific vendor.
Find or Create a Vendor Finds or creates a specific vendor.

Steps to sync QuickBooks with InfusionSoft

On the Settings page, click on the “Integrations”
Hover over the QuickBooks cards and then click on the “Enable” button
Now, you’ll prompted to sign in to the QB account
Fill out an email or user ID and password then click “Sign-in”
After a few seconds, you’ll prompt a message at the bottom right-hand corner of the page allowing your QuickBooks account that has been connected successfully.

Detailed steps to setup QuickBooks with InfusionSoft

With this integration, you can export invoice and payment data such as cash payments, refunds, refunds, returns, and credits) from InfusionSoft and use it to update QuickBooks. Let’s start from the beginning:

Step 1: Getting Standard

The QuickBooks integration is disabled by default. Make sure you review QuickBooks integration documentation thoroughly before you begin using this feature. Follow the QB setup instructions in order. Do not skip or re-order any of the steps and also back up your QuickBooks data before every import.

Step 2: Prepare Products for import into QuickBooks

Go to the E-Commerce >>> Products and then click on the product’s name
Next, move to the QuickBooks information tab to enter:
QuickBooks Product Name: The QuickBooks Product Name must be identical to the name or number you gave the product in QB
QuickBooks Account Name: The Account Name on your QuickBooks Profit & Loss report must match the Account Name in QuickBooks. With a colon, not a space, separate the Account and the sub-account
Now, save the product information
You have to repeat the same process for the remaining products.

Step 3: Map InfusionSoft to QuickBooks: Accounts & Non-standard Products Types

Start with navigating E-Commerce >>> Settings and then click on the QuickBooks within the Settings menu
Next, enter QuickBooks Account Names into Max Classic
Make sure that the account and sub-account names on your QB Profit & Loss Report match exactly
Separate the account and sub-account names with a colon and no space; for example., Initial Licenses: InfusionSoft
- Invoice Debit Account: Enter QuickBooks account name and applicable sub-accounts that update when a debit account is invoiced; for example, Accounts Receivable. This account may also differ based on your accounting method
- Payment Debit Account: Enter the name of the QuickBooks account and any appropriate sub-accounts that update when a debit account payment is made, such as Undeposited Funds or a bank name
- Payment Credit Account, Credit Account, and Refund Credit Account: Enter the names of the QB accounts that are updated when Accounts Receivable is credited. These parameters control what happens in QuickBooks when someone pays you (Payments Credit), when you give a customer a credit (Credit Credit), or when you give a refund (Refund Credit) (Refund Credit)
- Credit Debit Account, Refund Debit Account: Enter the names of the QuickBooks Debit Accounts that are updated when Accounts Receivable receives a credit or refund
Add more Max Classic Product Types to QuickBooks (for manual orders). 'Product' is the default type. The information you provide into individual product and subscription records maps to QuickBooks for this type. When placing a manual order, your team has the option of selecting one of the following extra types: Program, Shipping Tax, Unknown Type, Service and misc, Finance Charge, and Special
Fill in the remaining fields on this screen to map the other product types
The following fields are found in each new product section, such as Tax:
- Item Name Default: This is given to items that do not have a product item name in the order line item, such as Shipping
- Pass Item Description as the Name: Set to Yes to override the Product Name and send the item description instead of the item name to QuickBooks
- Item Account Default: This field associates the item type with a QuickBooks account, for example, shipping to a QuickBooks Account. The account and sub-account names must match those on your QuickBooks Profit & Loss Report. With a colon and no space, separate the account and sub-account names; for example, Initial Licenses: InfusionSoft (Keap)

Step 4: Train your Manual Order Entry Team

During manual order entry, your order entry team must appropriately classify line items (product, program, shipping, tax, etc.) so that QuickBooks can map them to the correct QuickBooks account during IIF file import.

How Infusionsoft QuickBooks Integrations Work?

Authenticate Infusionsoft and QuickBooks.
Pick one of the apps as a trigger, which will kick off your automation.
Choose a resulting action from the other app.
Select the data you want to send from one app to the other.

Conclusion!

Your QuickBooks contacts, products, and invoices will be linked to your infusionSoft application, and vice versa with InfusionSoft QuickBooks integration. Your invoices and products will be synced between infusionSoft and QuickBooks, which saves you time on double data entry. Spend less time reconciling two separate accounting systems and more time doing what boosts your business productivity.

InfusionSoft QuickBooks integration