QuickBooks SharePoint Integration: Connect SharePoint with QuickBooks Desktop and Pro

With QuickBooks SharePoint integration, you can create invoices and process payment automatically in a QuickBooks account. In addition, users can manage all the documents and add new content in Sharepoint with ease.

Most users may find it difficult to get started with the integration as the process does not seem to be simple. Taking this into account, we are pleased to demonstrate how to integrate Microsoft SharePoint with QuickBooks Pro and Desktop. Continue to read more.

How to Integrate SharePoint with QuickBooks Desktop?

By integrating SharePoint with QuickBooks Desktop, you can sync the data without using code. You can even connect the supported data sources to the QuickBooks Desktop codeless. However, you need to configure the data entity. Let’s know more about integration settings and codeless data synchronization.

Particular QuickBooks Desktop Integration Settings

• You have to download and install the Remote Connector and configure it for QuickBooks. To do so, visit the Remote Connector website and follow the instructions for configuring the settings.
• Now, select QuickBooks as a Data Provider for the data entity.
• When connecting it, you will see a dialog in QuickBooks to authorize the application. Once you authorize it, you can easily execute your commands to the QuickBooks program.
• Then, pursue the vendor instructions to set up the connection string.
• Now, you can use SQL queries.
• To see the available views and tables, you can use the following:
• SELECT * FROM sys_views
• SELECT * FROM sys_tables S
• Users have to ensure that they define the appropriate primary key.
• No changes and installation are required with the data entity connected.
• Data can be synced manually in the Connection Manager in the background.
• Programming is not required for setting up the sync and connection.
• You don’t need to open the local network to access from outside.

These are the important details about the limitations, features, and services you can use when configuring the QuickBooks Desktop integration.

Also Read: How to Integrate Zoho with QuickBooks Online & Desktop?

Codeless Data Synchronization and Integration in QuickBooks Desktop

As stated earlier, the integration process can be followed without using code. If you are wondering how the integration helps you to sync the data and what all services can be used for synchronization, here the following details:

• You can sync with Microsoft Exchange for appointments and calendar events, offline availability, and mobile access. It also supports public folders.
• It can be synced with third-party tools such as CRM/CMS/ERP based on the SQL databases such as MySQL, Oracle, or Microsoft SQL Server.
• Sync with Office 365 and Microsoft SharePoint for better collaboration, e.g., partners or customers, or for the intranet publishing. Modify workflows and notifications are totally supported.
• You can even integrate Microsoft Dynamics ERP/CRM/NAV.

Now you are aware of all services you can integrate with Microsoft SharePoint and how you can sync services with SharePoint to advance your features. Once you integrate and sync both the services, you can perform activities at your ease.

Also Read: QuickBooks Integration with WooCommerce

How to Integrate SharePoint with QuickBooks Pro?

Microsoft SharePoint supports QuickBooks Pro versions. If you are using QuickBooks Pro, you can easily connect SharePoint without using codes. Thereafter, you can connect to the external data source, create one or two connections, and take advantage of other features.

Benefits of QuickBooks SharePoint Integration

There are several benefits of integrating SharePoint with QuickBooks Pro. For your information, we are listing a few:

• You can set up the integration easily. All you have to do is create a SharePoint list, select the “Connect to the external data source” option in the list settings, choose your data provider, add the data query and connection settings.
• It does not require any changes in the ODBC data source. In addition, no tools and programming are required.
• The list data connected to your account always remains up to date which means the ODBC data query automatically updates in the background.
• It offers one-way and two-way connections. Users can automatically write back the changes that were made in the SharePoint list to the ODBC external data source with CRUD functionality (Create/Update/Delete). SharePoint list can work as a full-featured front end for your external systems.
• BCS limitations and external list issues are solved. You can use several features such as views, filters, search, filters, managed metadata, and sorting and grouping. Additional columns, attachments, lookups can also be created. Other lists such as tasks, calendars, contacts, or custom lists are available to us. Users can also take external data offline using Outlook.
• Notifications and workflows on external data change. This means you can change notifications per RSS, use list workflows and email to take business actions in Microsoft SharePoint especially when the external ODBC records are changing.
• Application logging, notifications, and reporting. You can use the SharePoint list in order to store settings and your log details. SharePoint workflows and item versioning can be used in order to manage the notifications and reporting. It also supports direct notification in case you receive any errors.
• Best performance, highest security, and easy to maintain which means you can use SharePoint Secure Store to store your security configuration details securely in one place. Users can work with SharePoint lists as the external data cache using the highest performance and security. It also helps you to sync the large data sources.

These are tons of benefits of QuickBooks SharePoint integration. The integration supports more than 100 external systems including Office 365, Dynamic CRM/ERP, Exchange, RSS/XML, vendor data providers, and more.

SharePoint List Configuration for QuickBooks Pro Integration

To begin with the integration process, one has to install the CData ADO.NET Provider for your QuickBooks program on both systems. Besides that, you need to have the QuickBooks host machine and SharePoint server.

• On your QuickBooks program, you have to configure the CData Remote Connecter. This can be done by adding the QB user that you wish to use.
• Then, you have to make sure that Remote Connector is running and the QuickBooks company file is open.
• If you access QuickBooks Pro via the 2080 port then you should consult with the administrator to make sure that port 2080 is opened so that you can access it on the QuickBooks host.
• Thereafter, you can switch to your SharePoint service and ensure the CData provider is already installed.
• After that, click on the “Connect to the external data source” in the SharePoint General List Settings”.
• Now, choose the “CData ADO.NET Provider” for your QuickBooks account. You can select it from a list of data providers.
• Once done, you can run the validation and return it to the QuickBooks machine. Here, you will see a new window open asking to access QuickBooks Pro along with the information you have added before in the Remote Connector.
• Make sure you set the primary key manually.
• Now, map the data fields to external source fields. Here, you need to take care of the data types. Remember it supports simple-type conversions.
• It also supports the bi-directional sync. This should be noted when you insert a new entry, you need to add a random ID value as your primary key. QuickBooks Pro generates its own key. Once you insert it successfully, you can run the BDLC update. By doing so, the list will retrieve the right ID. This will also delete the new item and insert the complete new version of the item from QuickBooks.
• Users have to make sure that the QuickBooks company file remains open in the multi-user mode. If you don’t follow the requirement then the process of synchronization might fall. As a result, you will confront an error stating QuickBooks cannot currently be accessed.
• It does not require any changes or installation at the data destination or data source despite the CData providers.
• To set up the connection or sync, the process does not require programming.
• Also, you don’t need to access the local network to access from the outside.

Since you are aware of the integration configuration, you can easily proceed with the synchronization and access the QB data in SharePoint external lists. If required, you can give permission to your SharePoint users to access it.

Also Read: How to Connect HubSpot and QuickBooks Seamlessly?

How to Access QuickBooks Data in SharePoint External Lists?

Once you connect SharePoint with QuickBooks, you have the ability to access your data from QuickBooks in the SharePoint external lists. This way you can provide the data to your SharePoint users as the external lists so that they can access and update it.

To do so, you can take the help of the CData API Server along with the ADO.NET Provider. In the following discussion, we will show you how you can access the QuickBooks data in SharePoint External Lists.

Before getting started, you need to set up your API server and then connect it to QuickBooks. Once done, you can authorize the API server users from the settings. Thereafter, you can create the external content type and import it.

Create External List

• Go to the “SharePoint” website.
• Select the “Site Contents”.
• Click on the “Add an App”.
• Click the “External Lists”.
• Now, choose the “Select External Content-Type” icon.
• Click on the external content type which you just created.
• Hit the “Create” button.

Import External Content Type (SharePoint 2013)

• Click on the “SharePoint central admin portal”.
• Then, click on the link to manage the service applications.
• Now, click on the “Business Data Connectivity Service”.
• Choose the “External Content Types” in the menu.
• Hit the “Import” button.
• Click on the “Choose File” in the “BDC Model” section and choose the .ect file.

Import External Content Type (SharePoint Online)

• Go to the “SharePoint admin center”.
• Click on the “BCS” from the menu.
• Select the “Manage BDC Models and External Content Types”.
• Click on the “External Content Types”.
• Hit the “Import” button.
• Select the “Choose File” button in the “BDC Model” section.

This is how you can import the external content type into the SharePoint Online or 2013 version after creating the .ect file.

Final Note

Integrating SharePoint with QuickBooks can be beneficial in certain ways. For instance, you can generate invoices and process payments automatically in your QuickBooks account. Besides that, you can manage all the documents and add new content in Sharepoint.

In this guide, we have shown the QuickBooks Desktop integration settings, the procedure of codeless data synchronization and integration, and SharePoint list configuration on QuickBooks Pro. You can even access the QuickBooks Data in SharePoint external lists, create an external list, import external content type in SharePoint 2013 and Online version.

Learn here how you can level up your business with QuickBooks CRM integration.