Legrand CRM integrates tightly with QuickBooks Online enabling your sales and customer service teams to be informed on the customer’s purchase history.
Legrand Cloud CRM imports the following information from QuickBooks Online:
· Vendors (selected)
· Product and Service items
· Sales invoices
· Sales balances (Aged Receivables)
· Employees (for time billing)
Legrand Cloud CRM can create the following information in QuickBooks Online:
- New customers
- New Timecards and Timesheets
In this article we will cover:
- Setting up the link
- Synchronisation Settings and Sync Logs
- Import QuickBooks Online Customers into Legrand Cloud CRM
- QuickBooks Financial Summary & Transactions in Legrand Cloud CRM
- Transferring new Legrand CRM customers to QuickBooks Online
- Linking an existing QuickBooks customer to an Existing CRM Contact
- Import QuickBooks Products & Services into Legrand CRM
- Search & Import QuickBooks Suppliers into Legrand Cloud CRM
- Import QuickBooks Employee Records into Legrand Cloud CRM
- Clear QuickBooks Online Accounting Link
Navigate to the administration panel in Legrand Cloud CRM to integrate QuickBooks Online with your CRM database. Click on the settings icon and under 'Account', click on 'Accounting Link'.
Synchronisation Settings and Sync Logs:
Once you have successfully linked your Legrand Cloud CRM with QuickBooks Online, a 'QuickBooks' tab will be available in the module bar. Click on the QuickBooks module and select 'Sync Settings'.
Legrand enables you to specify the sync settings for contact updates, 'Display Name' field updates, sync frequency and whether you want to import suppliers. Once you have specified your sync settings, click Save Settings. After you define your sync settings, you can proceed to import your QuickBooks Contacts into Legrand Cloud CRM.
Legrand Cloud CRM requires a minimum amount of contact information in QuickBooks Online to sync successfully.
A valid QuickBooks customer record requires a 'Display Name' as the minimum information in QuickBooks. However, to sync QuickBooks customers into Legrand Cloud CRM, you also need to have a Company Name or Contact Name in the QuickBooks record. Therefore, ensure that information in QuickBooks is accurate before you sync with Legrand Cloud CRM. The Display Name and Company Name should be the same for every customer record in QuickBooks. If a Contact Name is missing, enter the name of the primary Accounting Contact (whose invoices will be mailed to) in the name field. In addition, enter the email address and phone number if available. The highlighted text is the minimum contact information required in QuickBooks to successfully sync customers to Legrand Cloud CRM.
To illustrate further, the screenshot below is a valid QuickBooks customer record but it cannot be transferred to Legrand Cloud CRM because the only information in the QuickBooks customer record is the Display Name. Because there only a Display Name and no Company Name or Contact Name, this QuickBooks Customer will not import into Legrand Cloud CRM.
Import QuickBooks Online Customers into Legrand Cloud CRM:
Once you have set up your sync settings, please click 'Sync Now' to import your QuickBooks Contacts into Legrand Cloud CRM. You can also sync QuickBooks sales transactions using the same function. After you click sync, a Legrand pop-up message will appear to notify you that the sync request has been queued. Depending on the number of requests in the queue, your sync request may take between 3 to 10 minutes. You can continue to use Legrand CRM as your request will continue to run in the background.
Click on 'View Log' and select the refresh icon to check if the QuickBooks customers and sales transactions have been successfully imported into Legrand Cloud CRM.
To view detailed sales transactions, click on the tab 'View Sales' and click on the refresh icon to view sales transactions that have been imported into Legrand CRM. Alternatively, you can view detailed sales transactions for a selected QuickBooks customer in the Companies or Contacts module.
QuickBooks Financial Summary & Transactions in Legrand Cloud CRM:
Legrand enables you to view detailed QuickBooks transactions for a selected customer in the Companies or Contacts module. Simply navigate to the Legrand module and select the customer linked to your QuickBooks Account. Within the Legrand CRM record, expand the 'QuickBooks' section. The 'Financial Summary' tab displays the customer's accounting information, sales history, and account balance. Select 'Get Update' to retrieve an update of the customer's financial summary.
Furthermore, you can run an Advanced Search within Legrand Cloud CRM to report on QuickBooks financial data for Companies and Contacts.
To do so, in the Companies/Contacts search screen, click on Accounting Search, and provide the accounting criteria you would like to search by.
Transfer new Legrand CRM customers to QuickBooks Online:
Legrand Cloud CRM enables you to record a new QuickBooks Contact in your accounting system from within your CRM database. Go to the Contacts module and select an existing LCRM contact record. In the list of actions within the contact record click on 'Create in QuickBooks'. Click OK in the Legrand pop-up messages to confirm your decision.
Once you have created a new QuickBooks contact, you can open the record in QuickBooks from within your CRM database. Simply select 'Open in QuickBooks' from the list of actions in Legrand. In addition, sales transactions from QuickBooks for the selected customer is stored within the record.
If the customer is a consumer contact Legrand CRM, i.e. the contact is not linked to a company, the contact’s personal address will be used for billing and shipping addresses in QuickBooks. If the customer is linked to a company in Legrand CRM, the company billing/shipping address will be used.
Linking an Existing QuickBooks Customer to an Existing Legrand CRM Contact:
Legrand enables you to link existing LCRM records to existing customers in QuickBooks Online. Simply navigate to the LCRM contact record and click on 'Link in QuickBooks'. In the pop-up, enter in the QuickBooks customer ID number and click OK to confirm. The customer ID number is the value after 'nameId=' in the url address bar when you open the customer in QuickBooks.
Locating the QuickBooks Customer ID:
The customer ID number can be found in the url address when you open a selected customer in QuickBooks Online. In the example, the customer ID number for Tom Davis is '12'.
Import QuickBooks Products & Services into Legrand CRM:
The integration with QuickBooks Online enables you to import your products and services into your CRM database. Go to the QuickBooks module in Legrand Cloud CRM and select 'Import Products & Services'. A pop-up message in Legrand will display once your QuickBooks products and services have been imported.
The list of all your QuickBooks Online products and services can be accessed through the administration panel. Under the heading 'Settings' click on 'Products & Services'. The chain icon indicates that the product or service is linked to your accounting system.
Search & Import QuickBooks Suppliers into Legrand Cloud CRM:
To import QuickBooks suppliers into Legrand Cloud CRM, go to the QuickBooks module and select 'Search & Import Vendors'. In the pop-up search window, type in the name of the supplier and click 'Import'.
Import QuickBooks Employee Records into Legrand Cloud CRM:
To import QuickBooks employee records into Legrand Cloud CRM, go to the QuickBooks module and select 'Import Employees'.
After you import the employee record, go to the administration panel and select 'Users' to view the QuickBooks employee record. The QuickBooks employee record is displayed under the heading 'People with no CRM login'. You can now proceed to record employees timed activities in the Jobs module.
Clear QuickBooks Online Accounting Link:
To disconnect the QuickBooks accounting link, go to the administration panel in Legrand Cloud CRM and select 'Disconnect from QuickBooks'.
Alternatively, Legrand enables you to remove the link between a selected LCRM record and QuickBooks record. To remove the link, go to the Companies or Contacts module in Legrand Cloud CRM and select 'Unlink from QuickBooks' in the 'Financial Summary' tab.
Note: If you remove the accounting link, QuickBooks customer records will still be visible in Legrand Cloud CRM, however, you will not retrieve any updates.