Overview

DBSync for Litify & QuickBooks Online Integration is an easy to use application. It integrates Litify clients, matter, payees, expenses with QuickBooks Online Customers, jobs, vendors, bills ,checks, deposits. DBSync is also useful in migrating historical QuickBooks Online data into Litify or vice versa.

DBSync provides Bi-directional sync with pre-built field-to-field mapping along with flexibility for more complex and dynamic mapping capability. DBSync's automatic online update enables its customers to enjoy all the product updates and features that come with every new release.

Data Flow

Data flow of Bi-directional integration between Litify & QuickBooks Online is shown in the table below.

Process Map

Process Map of Bi-directional integration between Litify & QuickBooks Online is shown in the image below.

Prerequisites 

• Active subscription with Litify

• Active subscription with QuickBooks Online

• Active subscription with DBSync Cloud Workflow

• Install DBSync Litify Package

Procedure

• DBSync Profile Setup
• Litify Setup and Integration Mapping
• QuickBooks Online Setup and Integration Mapping

DBSync Profile Setup

Follow the steps below to successfully setup your DBSync profile. It also provides information on the process to access the pre-built template for Litify and QuickBooks Online integration.

• Login to DBSync Cloud Workflow from the app centre

• Enter your username and password provided at the time of registration and click ‘Sign In’ to successfully login to your account
• You will be redirected to the DBSync App centre

• Click on ‘Development Studio’ 
• You will be redirected to the DBSync ‘Projects’ Section where you can run the integration between the source and target

• DBSync Cloud Workflow provides pre-built templates to ease the integration. You need to add the template from the ‘Template Library’ to your ‘Project’ section to run the integration.
• Click on the ‘Template Library’ in the left navigation panel as shown below:

• Search for the ‘Litify & QuickBooks Online; integration’ template by using the search bar

• Click on ‘Add Now’ to add this template into your ‘Projects’
• You will be redirected to your ‘Projects’ and the Litify template would be reflecting on top of the list of projects.

Note: Litify is built on the Salesforce platform and it is a package managed in Salesforce

• Click on the pencil icon for this project or the ‘Project Name’ to access the processes and workflows within this project
• Once the project is selected, navigate to the ‘Connectors’ section from the left panel.
• DBSync automatically detects the required connectors for this project. 

• Click on each connector and authenticate your login credentials. The authentication can be automated with SSO.
• Once connected, navigate to the ‘Projects’ section and select the Litify & QuickBooksOnline project.
• There are 3 processes within this project as displayed below:

Let us understand each of these processes:

• SFtoQBOExpense

  This process contains individual line items. These are filtered in the query. Refer below section for more understanding on the query:

• Click on the pencil icon next to the process SFtoQBOExpense
• You will be redirected to the ‘Trigger’ and ‘Rules’ section. 
• In the ‘Trigger’ panel , refer the ‘Advanced Query Builder’ panel

• Conditions/filters applied:
  Integration_Sync_Status__c='Ready to Generate'

• Parent_Transaction__c=''

• Is_Header__c=false

• When these conditions are hidden, they belong to the individual line transaction. 
• These conditions address the creation of jobs,vendors, bills, purchase (check) and deposits in QuickBooks Online.
• Click on the ‘Setup’ icon to access the user forms as shown below:
  
  

• The form contains three questions which the user can fill based on relevance and integration requirement . Refer image below:
  
  

• The three questions and probable responses:

1. Select the ‘Type of QuickBooks’ account : Trusting or Operating: The default value is set to ‘Operating’. 

   Note: This parameter is a pick list value and does not impact the sync process 

1. Define the name of the ‘Customer Job’ in QuickBooks: Matter Name or Matter Number. The default is set to ‘Matter Number’

2. Verify if a custom transaction number must be generated in QuickBooks: Yes or No.

   Note: In QuickBooks the auto generated transaction number can be enabled and it will generate the transaction number automatically.Default is set to ‘Yes’

• SFtoQBOExpenseGrouping
  This process contains individual line items. These are filtered in the query.
  Refer below section for more understanding on the query:
  Click on the pencil icon next to the process SFtoQBOExpenseGrouping

• You will be redirected to the ‘Trigger’ and ‘Rules’ section. 

• In the ‘Trigger’ panel , refer the ‘Advanced Query Builder’ panel
  
  
• Conditions/filters applied:
• Is_Header__c=true

• Click on the ‘Setup’ icon to access the user forms as shown below:
  
  

• The form contains three questions which the user can fill based on relevance and integration requirement . Refer image below:
  
  

• The three questions and probable responses:

1. Select the ‘Type of QuickBooks’ account : Trusting or Operating: The default value is set to ‘Operating’. 

Note: This parameter is a pick list value and does not impact the sync process 

1. Define the name of the ‘Customer Job’ in QuickBooks: Matter Name or Matter Number. The default is set to ‘Matter Number’

2. Verify if a custom transaction number must be generated in QuickBooks: Yes or No.

Note: In QuickBooks the auto generated transaction number can be enabled and it will generate the transaction number automatically.Default is set to ‘Yes’

• QBOtoSFTransaction

• Click on the ‘Setup’ icon as shown below

• Use the toggle button under the ‘Status’ column to turn the workflow ON or OFF . 
• This workflow should be ON if a bidirectional sync between QuickBooks and Litify is required.
• The form contains two questions as shown below:

• The two questions and probable responses:
• Define if the need to update Transaction Number in Salesforce as Yes or No. 
• Note: This parameter would create a document number or transaction number in Salesforce for a purchase, bill or deposit transaction.
• Define the ‘Type of Transaction’ as ‘Bill’, ‘Purchase’, or ‘Deposit’ for which the transaction number must be generated and updated in Salesforce.

Note: To run the integrations use the toggle button under the ‘Status’ column to turn the workflow ON or OFF and click on the Run icon. To verify the status navigate to the ‘Logs’ section from the left navigation panel.

Litify Setup and Integration Mapping

• Login to your Litify account 
• Open the transaction that you would like to generate a sync.
• Navigate to the ‘QuickBook Sync’ details tab and define the ‘Integration Sync Status’ to ‘Ready to Generate’ as shown below:

• Click Save
• On successful integration, an Integration ID is generated and reflected in the screen above in the ‘Integration ID’ field
• In case of a failure, an error message is generated and reflected in the screen above under the ‘Integration Error Message’ Field.
• Define the type of transaction that you want to sync by navigating to the ‘Method’ field as shown below:

• You can choose to generate checks, transfers, deposits, bills etc as shown below:

• The payee would be created as a vendor in QuickBooks
• The matter number and customer name as shown below:

QuickBooks Online Setup and Integration Mapping

1. Login to QuickBooks Online

2. Navigate to the ‘Expenses’ tab

3. The details of updation can be seen as below