A regulated consumer-products manufacturer selling wholesale to retailers
Salesforce and QuickBooks Desktop kept in step every hour, with nothing re-keyed between them.
A manufacturer of packaged consumer products, selling wholesale to retail stores across its state, ran its customers in Salesforce and its books in QuickBooks Desktop, and kept the two in agreement by hand. Cloudoxia put QuickBooks Desktop where a connector could reach it, mapped the three record types that matter, scheduled the sync hourly, and built the ordering, inventory and reporting the team had been doing in spreadsheets.
At a glance
- Client
- A regulated consumer-products manufacturer selling wholesale to retailers
- Engagement
- Implementation and integration
- Sector
- Consumer Goods
- Based in
- New Mexico, United States
The stack
01
The situation
What they were working against.
Retail customers’ orders were entered in Salesforce and again in QuickBooks. Invoices were duplicated, inventory in the two systems disagreed, and reporting on invoices and customers meant exporting from both and reconciling by hand.
QuickBooks Desktop is a desktop product, so before anything could sync, the accounting system had to be somewhere an integration could reach it.
02
What was built
The build, in the order it happened.
QuickBooks onto a reachable server
The Desktop edition moved to an online server so the connector could reach it on a schedule.
Three mappings, one contract
Salesforce Accounts to QuickBooks Customers, Products to Items, and won Opportunities to Invoices, with match keys defined so the same invoice is never created twice.
An hourly job
A scheduled sync every hour, so neither team waits for the other and neither re-keys.
Ordering and inventory on the platform
Bulk ordering for retail accounts, inventory management and a more interactive UI built as custom features on Salesforce, so the work happens where the data already is.
Dashboards for decisions
A dashboard of invoice and customer reports so performance and data quality are visible without an export.
03
The results
One place to look, and nothing typed twice.
Data that used to come from several places is managed in one, removing the effort, time and human error of syncing by hand. Bulk ordering, account and product sync, and inventory management made the system the team’s working tool rather than a record they had to keep up to date, and the client reported an increase in return on the investment.
- Record types in sync: accounts, products and won opportunities to customers, items and invoices
- 3
- Scheduled sync, replacing manual entry in two systems
- Hourly
- Finance and operations time saved per week on double entry and reconciliation (Cloudoxia estimate)
- est. 8–10 h
Delivered by Cloudoxia. Client name withheld at their request. Figures marked estimate are ours, from comparable engagements; the rest describe the delivery.
04
What we would do again
The three decisions that made it work.
These are the calls we would make again on the same brief, and the service line each belongs to.
Match keys decide the project
Duplicate invoices are an integration design fault, not a QuickBooks quirk. We define what makes a customer, an item and an invoice unique before the first record moves.
Integrations 02Build the workflow where the data lives
Bulk order and inventory could have stayed in spreadsheets beside the CRM. Putting them on the platform is what made the sync worth having.
Salesforce Development 03A scheduled job needs an owner
Hourly syncs fail quietly when a field changes. Monitoring and a named admin are the difference between an integration and an incident.
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ReadSound like your Tuesday afternoon?
Thirty minutes with the architect who scoped this one. Bring the spreadsheet, the legacy system or the inbox that is doing the job today, and we will tell you what it takes to replace it: which products, how many weeks, and what we would leave out.