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QuickBooks to SugarCRM Integration as a SaaS Service | SugarCon 2011
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SugarCRM to QuickBooks Integration 1 as a SaaS
description
QuickBooks to SugarCRM works with all versions of QuickBooks, locally hosted, cloud hosted or QuickBooks online and all versions of Sugar, including on-demand. Fully automatic, fully transparent, bi-directional integration (not a plug in). Increase efficiency and eliminate redundancy and error-prone re-entry of data. Multiple QuickBooks and SugarCRM objects can be synchronized which includes items like: * QuickBooks Customer / Sugar Accounts * Sugar Product Catalog / QuickBooks Item * Aging summary: 30-60-90 and current balance information loads to custom fields in the account object in SugarCRM. * Fully Itemized Invoices from Quotes: Products and items synchronized between Sugar and QuickBooks which allows fully itemized invoices in QuickBooks automatically from the Quote object once it transitions into a closed state. The synch is bi-directional so we can pull QB invoices over and load then into Sugar quote objects to create historical records for sales and customer service. * ...and much more Synchronization can occur nightly or near real-time depending on the speed of the networks and the platforms hosting both QuickBooks and SugarCRM. Watch for these other valuable integrations from RemoteLink: * Google to SugarCRM Integration * Basecamp to SugarCEM Integration * Magento eCommerce to SugarCRM Integration * Authorize.net payment gateway to SugarCRM Integration Presented by Bob Clinkert, VP Operations and Partner, RemoteLink, at SugarCon 2011
Transcript of QuickBooks to SugarCRM Integration as a SaaS Service | SugarCon 2011
SugarCRM to QuickBooksIntegration
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as a SaaS
Personal / Company Information
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▸ Bob Clinkert▸ VP of Operations, RemoteLink, Inc.▸ Main office in Chicago area (Aurora, Illinois)
▸ 18 employees▸ Branch office in Southeast Asia (Philippines)
▸ 15 employees▸ Custom software application development since
1995
RemoteLink’s SugarCRM to QuickBooks
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▸ Why this solution?▸ What does QB2SI do?▸ How does QB2SI work?
QB2SI
Why Integration?
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▸ Inconsistent product and pricing on quotes▸ Salespeople accessing QB▸ Customer service accessing QB▸ Adding Sugar Admin responsibilities to accounting
staff▸ QB Invoices that don't match the signed quotes▸ Dedicating data entry staff between QB and Sugar
▸ Error-prone▸ Unnecessary effort▸ Not timely and results in stale data
The Problems
Why Integration?
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▸ Integration that works▸ Works with your version of QB where it is hosted now▸ Works with your version of Sugar where it is hosted now
▸ Integration that keeps working▸ Doesn't crash / go down▸ Doesn't stop working with new releases of QB or Sugar
▸ Integration that is easy to setup and maintain▸ Doesn't require you to become an IT expert▸ Doesn't require you to dedicate vital IT resources
▸ Integration that does the whole job, not just parts of it▸ If you need quotes to itemized invoices, you don't get
anything less
The Ideal Solution
Why Integration?
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▸ Choosing the correct integration solution is important▸ Once you invest in one solution, its hard to start over
▸ QB is a large, complex, proprietary software product▸ Does not play nice with other software
▸ Robust integration configuration is complex▸ Requires expertise in both QB and Sugar▸ Requires expertise in all versions, all platforms of QB and
Sugar▸ Sugar Quote is a complicated object
▸ No standard way to import/export full set of quote data▸ SOAP interface unable to create quotes
The Reality
Why RemoteLink's Solution?
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▸ Compatibility▸ Ease of Use▸ RemoteLink Owns Setup and
Configuration ▸ Supports Data Provisioning / Migration▸ Fully Featured / Robust Implementation▸ RemoteLink Custom Software Expertise
What does QB2SI do?
Supports All Sugar Versions and Hosting Options
Supports All QuickBooksVersions and Hosting Options
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▸ Versions: ▸ Sugar
Community▸ Professional ▸ Enterprise
▸ Hosting: ▸ On-demand▸ Local-hosting▸ Cloud-hosting
▸ Versions: ▸ QB Pro▸ Premier▸ Enterprise▸ Online
▸ Hosting: ▸ Local▸ QuickBooks Online▸ Cloud-hosting
What Does QB2SI Do?
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Fully Transparent and Automatic
▸ We do everything (almost)▸ Setup▸ Configuration ▸ Performance tuning▸ Monitoring
▸ Ongoing synchronization runs automatically
▸ 24x7 monitoring of integration and interfaces
What Does QB2SI Do?
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Full Bi-directional, two-way integration
▸ Set direction(s) on a per-object basis to match your business processes
▸ One-way: Sugar <-> QB▸ One-way: QB <-> Sugar▸ Two-way: QB <-> Sugar
What Does QB2SI Do?
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Ongoing Data Synchronization
▸ Synchronization interval can be set at:
▸ Once per day▸ Once every few minutes▸ Anything in between
▸ Object Synchronization is Independent
▸ Each has its own individual synch interval
What Does QB2SI Do?
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Core Objects: ▸ Customers▸ Items▸ Invoice
Support for 11 QuickBooks Objects
Advanced Customer Objects: ▸ Jobs▸ Estimates▸ Sales orders▸ Sales receipts
Advanced Vendor Objects: ▸ Vendors▸ Purchase Orders▸ Checks▸ Bills
What Does QB2SI Do?
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Custom Fields Supported
▸ ALL QB and Sugar Objects
Simple Process to Handle Custom Fields
▸ Create Custom Field in Sugar or QB▸ Tell us which field to map it to:
▸ Existing Fields▸ Custom Field
▸ We create the mapping▸ Becomes part of the transparent/automated process
What Does QB2SI Do?
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Facilitates Initial Data Migration / Population
▸ Sugar▸ QuickBooks▸ Both
Mass Load on a Per-object Basis
▸ Populate Sugar objects from QuickBooks objects▸ Populate QuickBooks objects from Sugar objects▸ Mass load done prior to launch and/or off-hours
What Does QB2SI Do?
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Facilitates Initial Data Migration / Population
Object Match Between QB and Sugar
▸ Identify text errors in manual data entry between QB and Sugar
▸ Helps ensure the mapping between objects in Sugar and QB is correct
▸ Facilitates data-cleansing efforts
New to Sugar? QB2SI gets you migrated fast!
What Does QB2SI Do?
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RemoteLink's Custom Software Expertise
▸ Member of the SugarCRM Open+ Partner Program
▸ Full Access to Software Codebase and Engineering Team
▸ Benefits with QuickBooks to Sugar Integration
▸ Fixed a long-standing bug in Sugar SOAP-API Quote Creation
▸ Upcoming Invoice History functionality for Sugar Community Edition
▸ Additional Sugar Integrations ComingMore Later in Presentation
Why SaaS?
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Lower Costs for the Customer
▸ No integration hosting hardware to buy, maintain, upgrade
▸ No administrative effort or staffing required
Increased Reliability and Security
▸ Fewer outages and performance issues▸ Security is managed by experts▸ Transparent software and hardware upgrades▸ 24x7 Monitoring / Support
How QB2SI Works…
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Core Package
Primary Object Peers
▸ QuickBooks Customer <-> Sugar Account▸ QuickBooks Item <-> Sugar Product Catalog▸ QuickBooks Invoice <-> Sugar Quote
How QB2SI Works…
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Core Package
Create fully-itemized invoices in QuickBooks▸ Directly from Sugar Quotes▸ Transparently and automatically▸ QuickBooks Customers Match Sugar Accounts▸ QuickBooks Items Match Sugar Products
How QB2SI Works…
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Core Package
A/R Aging Information
▸ From QuickBooks into Sugar▸ Custom Fields Created in Sugar Account Object
(Total balance due, 0-30, 30-60, 60-90, over 90)▸ On-going updates roughly every 15 minutes
How QB2SI Works…
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Core Package
Initial Data Load of Primary Objects
▸ Typically from QuickBooks to Sugar▸ Load QuickBooks invoice history into Sugar Quotes
▸ Proper Account Association is Made▸ Load QuickBooks customers into Sugar Accounts▸ Load QuickBooks items into Sugar Product Catalog
Several additional options and data configurations available with core package
How QB2SI Works…
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Advanced Customer Objects
• QuickBooks Sales Orders <-> Sugar Quotes• QuickBooks Sales Receipts <-> Sugar Quotes• QuickBooks Estimates <-> Sugar Quotes• QuickBooks Jobs <-> Sugar Opportunities
How QB2SI Works…
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Advanced Vendor Objects
• QuickBooks Purchase Orders <-> Sugar Quotes• QuickBooks Vendors <-> Sugar Accounts• QuickBooks Checks <-> Sugar Quotes• QuickBooks Bills <-> Sugar Quotes
How QB2SI Works…
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QuickBooks Connectivity
Network
▸ Static, external IP address / domain to server hosting the QuickBooks company file
▸ Port 2080 open to communicate to FLEXquarters QODBC Connector
How QB2SI Works…
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QuickBooks Connectivity
Connector Software
▸ FLEXquarters QODBC Connector▸ Does Intuit support this connector?
▸ Yes! In fact, the read-only version is INCLUDED in the Enterprise version!
How QB2SI Works…
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QuickBooks Connectivity
Security▸ SSL Encryption and Shared Certificate▸ Lock down IP addresses to our Integration Servers
How QB2SI Works…
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Sugar Connectivity
Network Static, external IP address / domain to server hosting
SugarCRM
Connector Software Standard SugarCRM SOAP Interface
Security HTTPS Encryption
How QB2SI Works…
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Discovery
▸ Understand Customer's Current Process▸ How Sales prepares estimates, quotes?▸ How Customers get invoiced?▸ How Sales activity makes it into QuickBooks ?
▸ What objects to be integrated initially?▸ QuickBooks Version and Hosting▸ Sugar Version and Hosting
How QB2SI Works…
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Annual Licensing▸ Covers
▸ 24x7 monitoring▸ Technical support▸ Integration software updates
▸ Core Package includes three objects▸ QuickBooks customers, items, invoices▸ Can substitute any other object for invoices
▸ Additional Objects▸ Additional license fees apply per object
New Integrations Coming Soon!
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Basecamp to Sugar Integration
▸ Peer Objects▸ Sugar Project to Basecamp Project▸ Sugar Project Task to Basecamp Milestone▸ Sugar Project Task custom field
▸ Tracks Basecamp ToDo completion▸ Automatic Basecamp Project Creation
▸ From Sugar Project object▸ Selectable template field in Sugar Project
▸ Sugar Updated from Basecamp▸ Transparent, Automatic▸ 15 minute ongoing updates
New Integrations Coming Soon!
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Google to Sugar Integration
▸ Google Contacts synched with Sugar Accounts▸ GMail replaces Sugar Mail▸ Google Calendar replaces Sugar Calendar▸ Google Docs auto-created from GMail integration
▸ Sugar integrates with Google Docs in version 6.2!
Custom Integrations between Sugar and…
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Discovery Fee Waived ($300 value)
Local QuickBooks Set-up Fee Waived ($500 value)
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