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
- Viewing Customer Sales History and Balances
- Transferring new Legrand CRM customers to QuickBooks
- Linking an existing QuickBooks customer to an existing CRM Contact
a) Navigate to the accounting link page in Legrand CRM by clicking on the gear icon
b) Select QuickBooks Online as the accounting application, and click save. Click on ‘Connect to QuickBooks’ to start the process.
c) In the pop-up, please enter your QuickBooks account login details.
d) Once you have signed in, select the QuickBooks company you with to link with Legrand CRM (some organisations have more than one company).
e) As Legrand CRM will be accessing your data in QuickBooks, please select Authorize to continue.
f) Congratulations! Legrand CRM and QuickBooks are now connected!
g) You can disconnect at any time by clicking on the Disconnect from QuickBooks link.
Synchronisation Settings and Sync Logs:
Once you have linked your Legrand CRM with QuickBooks Online, you will see a QuickBooks tab available in the Legrand Module bar.
Please navigate to this page to start the sync process.
Legrand Cloud CRM requires a minimum amount of contact information in QuickBooks Online to sync successfully.
In order to create a company record there must at least be a company name, and to create a contact record there must at least be a last name. This sounds logical, however QuickBooks Online allows you to create customer records that do not have a contact name or even a company name
The first step is to review your sync settings.
Please navigate to the Sync Settings tab available on the sidebar.
Direction of transfer
By default, the direction of transfer is from QuickBooks Online to Legrand Cloud CRM. However, if you wish to have new contacts created in the CRM transferred to QuickBooks Online without having to do so manually, you can change the direction of transfer to be from Legrand Cloud CRM to QuickBooks Online.
Before you sync QuickBooks with Legrand Cloud CRM for the first time, please carefully review your QuickBooks Customer information for accuracy. Verify that the Display name and the Company Name are the same for every customer record in QuickBooks. If a Contact Name is missing, enter the name of the primary Accounting Contact (who invoices will be mailed to) in the name field. If available, enter the email address and phone number. All this information will transfer to Legrand Cloud CRM with the first sync.
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.
When you are happy with the sync settings, please click Sync Now to start the information transfer.
The sync command will queue your request for the sync service. 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.
The results of the sync operation can be viewed in the sync log. It will also give you a detailed log of what was not imported and why.
The list of transactions imported from QuickBooks Online to Legrand Cloud CRM can be viewed in the sales log.
Viewing Customer Sales History and Balances:
You can view a customer's purchase history by expanding the QuickBooks drop-down in their contact screen in Legrand CRM.
The financial summary tab shows basic customer information, a summary of their sales history, and their existing account balance.
The transactions tab provides a more detailed view of previous sales.
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:
To transfer a contact/company from Legrand CRM to QuickBooks Online, simply click on the ‘Create in QuickBooks’ button in the contacts menu.
This will create the customer in using the contact and company information in Legrand CRM.
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:
If you have a customer in Legrand CRM and would like to link them to an existing customer in QuickBooks Online, simply click on the Link in QuickBooks button and enter in the QuickBooks customer ID number.
The customer ID number is the value after “nameId=” in the address bar once you open a customer in QuickBooks.
E.g. the customers ID number is 1.