The InterWeave Salesforce to QuickBooks integration is a sophisticated solution engineered to bridge the operational and financial data streams between customer relationship management (CRM) and enterprise resource planning (ERP) systems. This integration facilitates seamless, often real-time, data synchronization across critical business functions, including sales, finance, and operations. Its primary objective is to eliminate manual data entry, mitigate potential errors, and provide a unified, consistent view of customer and financial data across an organization’s ecosystem.  

The core value proposition of this integration lies in its ability to automate data flow for standard CRM objects such as Accounts, Contacts, Opportunities, and Products, mapping them to standard QuickBooks objects like Customers, Vendors, Sales Orders, Sales Receipts, Invoices, and Items. This data exchange can be configured as uni-directional (data flowing from Salesforce to QuickBooks, or vice versa) or bi-directional at the object level, encompassing both Accounts Receivable (A/R) and Accounts Payable (A/P) features in a highly configurable format. The platform offers adaptable solutions that align with specific business processes, workflows, and desired customer experiences, ultimately leading to enhanced real-time information flow, improved cross-functional collaboration, and more informed strategic business decisions.  

Successful deployment and ongoing maintenance of the InterWeave integration hinge on several critical factors. Meticulous initial setup is paramount, requiring precise custom field creation in both Salesforce and QuickBooks, along with robust network and API configurations. Furthermore, achieving operational excellence necessitates proactive monitoring of transaction flows and a clear understanding of the distinct roles and appropriate use cases for Scheduled (production) versus Utility (testing, bulk load) flows. Effective troubleshooting demands a systematic approach, beginning with verifying the status of QuickBooks and its associated API connections, then progressing to network connectivity diagnostics, and finally, detailed analysis of specific error messages. Organizations that effectively leverage InterWeave’s comprehensive training and support resources are best positioned to maximize the integration’s value and ensure uninterrupted business continuity.  

The digital transformation imperative has underscored the critical need for seamless data flow between disparate business applications. For organizations leveraging Salesforce as their customer relationship management (CRM) platform and QuickBooks for their accounting operations, the InterWeave SmartSolutions integration offers a robust framework to bridge these two essential systems. This integration is designed not merely as a technical bridge but as a strategic enabler, fostering enhanced collaboration, data accuracy, and operational efficiency across sales, finance, and other departments.

2.1 Purpose and Value Proposition of the Integration

The InterWeave QuickBooks integration for Salesforce leverages the sophisticated InterWeave SmartSolutions platform to facilitate either uni-directional or bi-directional data synchronization between Salesforce CRM and QuickBooks. This comprehensive approach is engineered to eliminate data silos that often impede organizational agility, substantially reduce the burden of manual data entry, and consequently enhance overall productivity by creating a cohesive link between sales and accounting functions. The fundamental objective is to transform disparate data points into actionable intelligence, thereby enabling smarter and faster decision-making.  

A primary benefit of this integration is the establishment of unified customer insights. By consolidating customer data from both CRM and accounting systems into a singular, comprehensive view, organizations gain a holistic understanding of their customer relationships, encompassing sales interactions, order history, and financial standing. This unified perspective is instrumental in improving customer service and accelerating sales processes. Furthermore, the integration ensures up-to-date data synchronization, which significantly minimizes the risk of errors commonly associated with manual data transfer. This precision in data handling streamlines operations, allowing teams to reallocate valuable time from administrative tasks to more strategic, value-added activities.  

The integration automates critical workflows, such as the automatic conversion of opportunities or orders initiated within Salesforce into corresponding customer records and invoices in QuickBooks. This automation extends to real-time updates for payment statuses, invoice records, and account balances across both systems. The flexibility of InterWeave allows these synchronizations to be configured for scheduled intervals or triggered dynamically based on specific actions within Salesforce, ensuring that sales and finance departments remain consistently aligned without the need for manual handoffs or redundant data entry.  

The InterWeave platform itself is architected as a comprehensive Software as a Service (SaaS) Integration Platform, which eliminates the need for additional hardware, software, or extensive in-house IT support, facilitating rapid deployment and reducing infrastructure overhead. Moreover, the platform is hosted in a PCI compliant (level 2) environment, ensuring robust data security and complete isolation of each customer’s data, which is paramount for sensitive financial information. This foundational security and operational efficiency underscore that the integration is not merely a technical undertaking but a critical business enabler for achieving operational excellence and strategic agility.  

2.2 Key Features and Capabilities of InterWeave SmartSolutions

InterWeave SmartSolutions are designed to provide a highly flexible and comprehensive integration experience between Salesforce and QuickBooks. The platform supports the synchronization of a broad spectrum of QuickBooks objects, including Customers, Vendors, Contacts, Sales Orders, Sales Receipts, Invoices, Estimates, Jobs, and Items. These can be seamlessly integrated with Salesforce’s standard and custom objects, such as Accounts, Contacts, Opportunities, Orders, Invoices, Products, and Cases. This extensive object-level integration ensures that nearly all relevant business data can flow between the CRM and accounting systems.  

Beyond core sales and customer data, the integration extends to encompass critical Accounts Payable and General Accounting features. This means functionalities such as Bills, Checks, Deposits, Account (COA), Journals, and Vendor Credits become directly accessible and manageable within Salesforce. This capability signifies a broader trend where CRM systems are evolving to serve as central hubs for financial data, providing a more holistic enterprise view. This allows for improved cross-departmental visibility and reduces the need for users to switch between multiple applications to access comprehensive financial information, ultimately enhancing the “Customer 360° View” directly within the CRM.  

Historical QuickBooks data, including past invoices and payment history, can also be made available within Salesforce, offering a complete and contextual financial overview for sales and service teams. This historical context is invaluable for informed decision-making and personalized customer interactions.  

A hallmark of InterWeave SmartSolutions is their high configurability. Users possess the ability to select and modify integration configurations at the object and field level, allowing the solution to be precisely aligned with unique business processes and workflows. This flexibility is a significant differentiator, as it mitigates the need for extensive custom coding, although the platform does support custom development for advanced requirements. This adaptability ensures that organizations are not confined to rigid, off-the-shelf integration models but can tailor the data flow to their specific operational needs.  

The platform incorporates comprehensive error management and monitoring tools, providing real-time connection monitoring, a detailed log viewer, and automated email or instant message notifications in the event of detected errors. This proactive error handling mechanism is crucial for maintaining data integrity and minimizing downtime. Customization and ongoing management of the integration are further facilitated through the user-friendly InterWeave Integration Manager Console.  

Furthermore, the platform supports advanced financial features essential for complex business environments, including multi-currency transactions, the use of multiple price books, and integration with multiple QuickBooks company files. These capabilities underscore InterWeave’s commitment to providing a comprehensive and adaptable integration solution for diverse business requirements.  

A successful and robust integration between Salesforce and QuickBooks necessitates meticulous preparation of both system environments. This includes the precise configuration of custom fields and objects, which are fundamental to ensuring accurate data mapping and seamless bi-directional data flow.

3.1 Salesforce Custom Field and Object Configuration

To support efficient bi-directional data flows, accelerate operational processes, and establish strong linkages with QuickBooks records, specific mandatory and optional custom fields and objects must be systematically created within the Salesforce environment. The volume and specificity of these fields highlight that successful integration is not a simple plug-and-play operation. The scope of desired data synchronization, such as the inclusion of 30/60/90-day aging terms or detailed inventory costs, directly influences the complexity of this pre-integration setup, thereby impacting overall implementation time and effort.  

Mandatory Custom Fields for Salesforce: A minimum set of custom fields is required across key Salesforce objects to ensure the foundational integrity of the integration :  

• Account Record:
  • QB Full Name: Text field, max length 210 characters.
  • QB LastModified: Date/Time field.
  • Active: Picklist field with “Yes” and “No” values, API name Active__c.
• Opportunity Record:
  • QB LastModified: Date/Time field.
• Product Record:
  • QB LastModified: Date/Time field.

Additional Optional Fields in Salesforce (Dependent on Configuration Selections): The requirement for these additional fields is contingent upon the specific integration options selected within the InterWeave Solutions Portal. Their presence enables more granular and comprehensive data synchronization :  

• Contact Object: If the primary contact for an account is determined by a contact-level custom field, a Level Picklist field with values “Primary,” “Secondary,” and “Tertiary” is necessary.
• Account Object:
  • For organizations opting for 30/60/90-day aging options, specific Currency(9,2) fields are required: Curr Bal Pymts, Acc Recv Over30, Acc Recv Over60, and Acc Recv Over90.
  • Standard Salesforce fields (e.g., Account Number, Description, Phone, Website) must be accessible by the integration user. For Salesforce.com Professional, these fields must be explicitly dragged to the Page Layout to ensure visibility.
  • If the primary contact for an account is determined via a contact lookup, a custom label Primary Contact with a field name Primary_Contact of type Lookup Relationship (Contacts) is needed.
• Opportunity Object:
  • When transaction numbers are generated within Salesforce, a unique, auto-numbered custom field is necessary to store the corresponding QuickBooks Transaction Number.
  • If the primary contact for an account is determined by a contact lookup, a Primary Contact Lookup (Contact) field is required.
  • For integrating Opportunities with Sales Orders, Sales Receipts, Invoices, or Purchase Orders, unique Text (11) fields are needed in the QuickBooks Integration section (e.g., Sales Order Number, Invoice Number).
  • If custom billing and shipping address fields are utilized, they should have corresponding Text(210) fields (e.g., Billing Company Name, Billing City).
• Product Object:
  • If “Salesforce Support for Inventory items cost required” is enabled, custom fields for QB Parent Name (Text, 41), Unit Cost (Currency, 10,2), and Vendor (Text, 41) are needed.
  • If “Salesforce Support for Item weight required” is enabled, a custom field named Weight of Number (10,2) type is required.

The consistent use of specific API names and precise data types (e.g., Active__c for the “Active” picklist, Text(210) for names, Currency(9,2) for financial values) is not arbitrary. This adherence to technical specifications is paramount for the integration engine to correctly identify and map data, preventing common errors related to data type mismatches or incorrect field references. This underscores the necessity for meticulous setup by technical personnel to ensure seamless data exchange.

Salesforce Custom Objects to Support Financial Data Integration: Beyond individual fields, the integration requires the creation of entirely new custom objects within Salesforce. These objects are particularly essential for receiving payment and credit memo information from QuickBooks, especially in scenarios where a Payment Gateway is not utilized. This requirement positions Salesforce as a central repository for key financial transactions, extending its role beyond a traditional CRM. This allows businesses to achieve a more comprehensive “Customer 360° View” directly within their CRM, reducing the need to constantly switch between systems for financial insights and enabling more informed sales and service interactions.  

• Payment Object (Payment QB): To enable Salesforce to receive payment information from QuickBooks, a dedicated Payment Object must be defined and linked to the relevant Account, Opportunity, or Invoice Custom object. Key Custom Fields within this object include: Payment Number (Text, 13 characters, external ID, unique), Ref Number (Text, 20 characters), Opportunity (Master/Detail or Lookup), Total Amount (Currency, 15,2), and Transaction Date (Date).  
• Credit Memo Object (Credit Memo): Similarly, to receive Credit Memo information from QuickBooks, a Credit Memo Object must be defined and linked to the appropriate Account, Opportunity, or Invoice Custom object. Key Custom Fields include: Ref Number (Text, 11 characters, external ID, unique), Credit Remaining (Currency, 10,2), Opportunity (Master/Detail or Lookup), Total Amount (Currency, 15,2), and Transaction Date (Date).  
• Transaction Object Detail for Salesforce to QuickBooks (Mandatory for Payment Processing): For organizations implementing real-time, batch, and recurring payment processing capabilities within Salesforce, a Transaction Object and its associated fields are mandatory. Essential fields and relationships in Salesforce include: Amount (Currency, 10,2), Approval Status (Picklist), Stripe Transaction ID (Text, 50), Authorization (Text, 50), Client (Master-Detail, linked to Opportunity), Date Ran (Date), Date Received (Date), Date Sent (Date), Declined Comments (Text Area, 255), Due Date Override (Checkbox), First Recurring (Picklist), Payment Type (Picklist), Record Type (Picklist), Routing Bank (Text, 80), Transaction Amount (Currency, 10,2), Transaction Status (Picklist), and Transaction Type (Picklist).  

The following tables summarize the mandatory custom fields and custom objects required in Salesforce for this integration.

Table 1: Mandatory Custom Fields for Salesforce to QuickBooks Integration

Table 2: Salesforce Custom Objects for Financial Data Synchronization

3.2 QuickBooks Custom Field Configuration

Proper data binding and synchronization with Salesforce also necessitate the configuration of specific custom fields within QuickBooks. These fields serve as crucial anchors for linking records between the two systems.  

Required Custom Fields for QuickBooks:

• Customer Object: A custom field named AccountID is always required. This field functions as a critical link, directly correlating to the corresponding Salesforce Account record.  
• Vendor Object: Similarly, for Accounts Payable integration, a custom field named AccountID is always necessary for the Vendor object. This field facilitates the binding of QuickBooks vendor records with Salesforce Account records.  
• Inventory Item Object:
  • If the binding mechanism between Salesforce products and QuickBooks inventory items is based on a product code or item SKU, a custom field named ItemCode is required in QuickBooks to store the SKU.  
  • If “SF Support for Item weight required” is enabled, a custom field named Weight is necessary to store the item’s weight.  

It is important to note the nuances in custom field capabilities, particularly with QuickBooks Online Advanced. While InterWeave specifies certain required fields, QuickBooks Online Advanced imposes a limit of up to 12 active custom fields for each form type (e.g., invoice, estimate, purchase order, expense, bill) and profile type (customer, vendor). These fields can be configured with various data types, including Text and number, Number only, Date, or Dropdown list, and can be categorized as Customer, Transaction, Vendor, or Project fields. A maximum of 3 custom fields can be set to print on forms. This presents a consideration for organizations: while InterWeave mandates specific fields, QuickBooks Online’s native limitations might influence the overall custom field strategy. Careful balancing of InterWeave’s requirements with QuickBooks’ native constraints may be necessary, particularly for QuickBooks Online users, to optimize the use of available custom fields.  

The emphasis on creating AccountID in QuickBooks Customer/Vendor objects and QB Full Name in Salesforce Account records highlights a critical prerequisite for bi-directional data flow. These fields serve as unique identifiers or “binding” points for records across both systems. Without their consistent and precise setup, bi-directional data flow, especially for updates, would be impossible or highly prone to errors, potentially leading to duplicate records or data inconsistencies. Therefore, meticulous and consistent configuration of these linking custom fields is foundational for achieving robust bi-directional synchronization and maintaining data integrity across the Salesforce and QuickBooks environments.

3.3 QuickBooks Environment Preparation

The operational environment of QuickBooks must be meticulously configured to ensure uninterrupted integration flows. The operational state of the QuickBooks application itself is a critical dependency; any deviation from the required configurations can immediately disrupt outbound connections and prevent data reception, effectively halting the integration. This makes QuickBooks a potential single point of failure for the entire data flow, underscoring the need for robust operational procedures and user training.

General Requirements for QuickBooks Operation:

• QuickBooks must be actively running on the server where the integration connector is installed.  
• QuickBooks should consistently operate in multi-user mode during integration periods. Operating in single-user mode will disrupt and halt transformation flows.  
• All pop-up windows or dialogue boxes within QuickBooks, such as registration requests, upgrade prompts, backup reminders, or online banking prompts, must be suppressed or addressed promptly. These pop-ups can lock the application, preventing outbound connections or data reception. It is advisable to perform online banking activities only when integration flows are temporarily stopped to avoid conflicts.  
• Organizations may consider assigning a dedicated QuickBooks Client License solely for integration purposes if persistent issues related to user access or mode conflicts are encountered.  
• The InterWeave administrator (integration user) should never manually log into the QuickBooks company file while integration flows are active. Such manual intervention can interfere with the automated processes and lead to disruptions.  
• The QuickBooks company file should be closed when not actively being used for manual operations, particularly before initiating integration flows.  
• For QuickBooks Desktop connections, the full version of QuickBooks must be installed on the designated server to ensure all necessary components are present.  

Troubleshooting Connection Failures in Microsoft and QuickBooks Environment: Common issues that can disrupt the connectivity between Salesforce, InterWeave, and QuickBooks often stem from the underlying IT infrastructure. The troubleshooting guide identifies several recurring problems and their resolutions :  

• Networking Changes: Modifications to external or internal IP addresses, or changes in router configurations (e.g., port forwarding), can impact integration settings. These activities necessitate coordination with support@interweave.biz to update configurations.  
• QuickBooks Locked: If QuickBooks becomes locked by pop-ups or operations requiring exclusive access (such as online banking, backups, or other integration applications), these issues must be resolved. Suppressing pop-ups and pausing integration flows during such exclusive operations are critical corrective actions.  
• Connector Status: It is imperative to ensure that the IBIZ QuickBooks connector is actively running. If it is not, the connector must be started, and integration flows restarted. If multiple connectors are found running simultaneously, all must be stopped, and only the correct one should be restarted.  
• Windows Registry Changes: Unauthorized or inadvertent modifications to the Windows Registry can impact connector settings. Such issues require coordination with support@interweave.biz for resolution.  
• Company File Relocation or Configuration Changes: If the QuickBooks Company file is moved to a new location or its internal configuration changes, the Integration Manager Configuration needs to be updated with the new path or settings. support@interweave.biz should be contacted for assistance with these updates.  
• Other Windows Issues: Windows updates or reboots can cause the connector to stop running if no user is logged in. Windows Server 2019 is recommended for stability, and the ITX “auto-user” approach can help mitigate issues related to reboots.  

The frequent occurrence of “Connection Failures” due to networking changes, Windows registry modifications, or company file relocation highlights that the underlying IT infrastructure (network, server OS, file location) is not just a prerequisite but a continuous factor influencing integration stability. Any instability or uncoordinated changes in this environment directly cause integration disruptions. This emphasizes that ongoing IT collaboration and adherence to environmental best practices, such as maintaining a stable server OS and consistent file paths, are as crucial as the integration configuration itself for ensuring long-term reliability.

Resetting Your QuickBooks Connection: If integration flows are running but no activity is observed within QuickBooks, indicating a potential issue with the IBIZ Connector, a systematic five-step process can be followed to restore the connection :  

1. Reboot the server where the connector is installed. This often resolves transient issues.  
2. Log in to the server using the same user account under which the connector is installed. Verify that the connector is running.  
3. Double-click the QuickBooks company file in Windows Explorer to open it. This ensures QuickBooks is properly initialized.  
4. Upon QuickBooks opening, ensure no pop-ups appear. If any pop-ups are present, address them, close QuickBooks, and repeat steps 3 and 4 until a clean startup is achieved.  
5. Close QuickBooks. If any error messages appear during the closing process, repeat steps 3, 4, and 5 until QuickBooks closes without errors.  

Establishing secure and reliable connectivity between Salesforce, the InterWeave platform, and QuickBooks is a foundational step in the integration process. This is followed by the initial setup and configuration within the InterWeave Solutions Portal, which defines the specific data flows and mappings.

4.1 QuickBooks Connection Methods

InterWeave supports connectivity with both QuickBooks Online and QuickBooks Desktop, each requiring distinct setup procedures to ensure secure and efficient data exchange. The security of customer data is a priority, with InterWeave being hosted in a PCI compliant (level 2) environment that ensures full isolation of customer data on its community servers.  

Connecting with QuickBooks Online: The process for QuickBooks Online involves obtaining a “Ticket GUID” from the QODBC online portal (http://www.qodbc.com/QODBConline.htm) after establishing the initial connection within QuickBooks Online. During this setup, it is generally recommended to select “No Security” for the QODBC connection to facilitate the initial key exchange. The generated Ticket GUID key must then be securely transmitted to InterWeave support for finalization and activation of the connection.  

Connecting with QuickBooks Desktop (using The FlexQuarters QODBC (IBIZ) Connector or QRemote): For QuickBooks Desktop environments, two primary methods are supported, both relying on the QODBC driver, which is integral to the connection from InterWeave’s cloud-based servers to the customer’s QuickBooks server.  

1. Using The FlexQuarters QODBC (IBIZ) Connector:
   • The full version of QuickBooks Desktop must be installed on the designated server.  
   • The IW_QBConnector.zip package must be downloaded from http://interweave.biz/downloads/IW_QBConnector.zip.  
   • The contents of the ZIP file, specifically the IW_QBConnector folder, should be copied to C:\Program Files.  
   • Within this folder, RunMe.reg (or RunMe) must be double-clicked and confirmed to update the Windows Registry.  
   • Finally, connector.exe should be double-clicked. A brief white window may appear, followed by a square tray icon with the “IBiz QuickBooks” tooltip, indicating the connector is running.  
   • Port 2080 and Firewall Configuration: The firewall protecting the QuickBooks company file server must allow inbound connections on port 2080. Coordination with the hosting provider or IT support may be necessary to ensure this port is open.  
   • Once network access is confirmed, the static IP address of the QuickBooks server, along with the precise location (including filename) of the QuickBooks company file(s) and any test company file copies, must be provided to InterWeave support.  
2. Using The QRemote Connector Installation:
   • The QODBC driver (QRemote) must be installed following instructions at http://www.qodbc.com/qodbcinstall.htm. The license step can be skipped initially, as the CD Key will be provided by InterWeave during the QuickBooks connection setup meeting. The QODBC driver can be downloaded from  

http://www.qodbc.com/qodbcDownload.htm, specifying “InterWeave (Integration Technologies Inc.)” as the referral source.  

1. • An integration user, such as interweaveQR, with Full Access role, must be created in QuickBooks. A custom field named AccountID must also be created in QuickBooks Customer or Vendor objects, active for the relevant AR/AP integration.  
   • A 32-bit System DSN (Data Source Name) must be created in QODBC on the server using the “QODBC Driver for QuickBooks,” with the Optimizer option turned off.  
   • Connectivity to the QuickBooks company file(s) must be established using the DSN and the created QuickBooks user.  
   • For remote connectivity, the QRemote server component of the QODBC driver is utilized.  
   • Port 4500 and Firewall/Networking Configuration: Port 4500 must be forwarded to the server where the QRemote connector is installed. This port must be open for inbound and outbound secure (encrypted) TCP communication in both external (router) and internal (server) firewalls.  
   • Testing Connectivity: The connection can be tested using telnet from another computer within the local network (telnet LLL.LL.LL.LLL 4500 where LLL.LL.LL.LLL is the local IP) and from outside the local network (telnet XXX.XX.XX.XXX 4500 where XXX.XX.XX.XXX is the external IP). A successful test will open a telnet window and generate a log entry in the QRemote server log.  
   • Notify InterWeave when these steps are complete and you are ready for a Go-To-Meeting (GTM) session to activate the license and establish the connection.  
   • InterWeave can assist with QODBC-based connectivity installation on the QuickBooks server, requiring direct RDP access from InterWeave’s whitelisted IP addresses or via a LogMeIn client. It is important to note that VPN-based connectivity or MFA mechanisms requiring component installation in InterWeave’s production environment are not supported due to security policies.  

The meticulous configuration of network settings and firewall rules for both IBIZ and QRemote connectors is paramount. The explicit requirement for whitelisting InterWeave’s IP addresses and ensuring specific ports are open highlights that network security and accessibility are not merely technical details but foundational elements for the integration’s success. Any misconfiguration in this area can lead to complete communication failure, rendering the entire integration inoperable. This emphasizes the need for close collaboration with IT and network administrators during the setup phase.

4.2 Ensuring Connectivity for InterWeave Servers in Salesforce

For InterWeave servers to communicate effectively with Salesforce, it is essential to configure network access within Salesforce itself. This involves whitelisting specific IP addresses to allow inbound connections from InterWeave’s infrastructure.

In Salesforce, navigation to Setup, then Security Controls, then Network Access, and selecting New is required. The following IP addresses (each specified as a from/to range) must be entered :  

• For the IBIZ Connector: 72.3.142.149, 71.235.4.1, 74.205.126.77, 173.34.63.79, 72.32.50.205, 67.192.84.146, 199.195.139.97, 199.195.139.96. If a Credit Card Payment Gateway is integrated, its server’s IP address must also be entered into Salesforce.  
• For the QRemote Connector: 67.192.84.146, 72.32.50.205, 173.34.63.79, 199.195.139.102, 71.235.4.1, 74.205.126.77, 199.195.139.96, 199.195.139.109, 72.3.142.149, 99.232.241.169, 199.195.139.97, 199.195.139.129. If a Credit Card Payment Gateway is used, its server’s IP address must also be entered into Salesforce.  

Salesforce also offers robust IP address restriction features that can limit user logins to specific IP ranges, a common practice for enhanced security, especially for sensitive data. This can be configured at the user or role level. This layered approach to security, combining InterWeave’s whitelisting requirements with Salesforce’s native IP restrictions, exemplifies a comprehensive security posture. It ensures that not only is the integration communication secure, but access to the Salesforce platform itself is controlled, mitigating unauthorized access risks.  

4.3 InterWeave Solutions Portal (ISP) Registration & Solution Configuration

The InterWeave Solutions Portal (ISP) serves as the central hub for registering a new company, selecting the specific integration solution, and configuring its detailed operational parameters. This process is typically guided by an InterWeave Solutions Specialist to ensure optimal setup.  

The registration process begins on the ISP home page by selecting “New Company? Please register here.” Users are required to enter their Company/Organization name precisely as desired, along with the Administrator’s E-Mail Address, First Name, Last Name, and Password. Following this, the specific Integration Solution, such as “Salesforce to QuickBooks,” is selected.  

With the direct assistance of an InterWeave Solutions Specialist, the Configuration Options are then selected. These options define the desired object and field-level configuration for the integration. During this crucial step, custom fields created in Salesforce (as detailed in Section 3.1) are correlated to their corresponding QuickBooks fields and entered into the Configuration options. It is imperative that all mandatory and selected optional fields in both Salesforce and QuickBooks are created as per the guidelines in Section 3.1 and 3.2 prior to this configuration step. This guided setup and meticulous configuration, particularly the correlation of custom fields, are essential. They ensure that the integration precisely aligns with the organization’s unique business processes and data structures, minimizing the potential for data mismatches and operational inefficiencies.  

The InterWeave Solutions Portal also provides a profile management feature, allowing users to review and modify their company profile information via the “Edit company profile” link on the main login page. This involves entering the company name (exactly as specified during initial setup), administrator email, and password, then clicking “Load Company Profile.” Users can navigate through various settings using the “Next” button and must click “Finish” on the final page to commit any configuration changes. It is critical to verify the accuracy of all configuration information, especially the Salesforce login credentials and the QODBC URI (provided by support). Any changes made to profile settings necessitate logging out and then logging back in from the Transaction Flow Manager screen to ensure the updates take effect.  

The InterWeave Salesforce to QuickBooks integration offers extensive data synchronization and mapping capabilities, allowing organizations to precisely define how data flows between their CRM and accounting systems. This configurability is a cornerstone of the InterWeave SmartSolutions platform, enabling tailored solutions rather than rigid, one-size-fits-all approaches.

5.1 General Synchronization Directions

For most primary object integrations between Salesforce and QuickBooks, the synchronization direction can be selected from a pull-down menu within the InterWeave Solutions Portal. This flexibility allows organizations to align data flow with their specific business processes and master data strategies. The available options typically include:  

• None: No integration is performed for the selected object.  
• SF_QB Uni-directional: Data flows exclusively from Salesforce to QuickBooks.  
• QB_SF Uni-directional: Data flows exclusively from QuickBooks to Salesforce.  
• Bi-directional: Data flows in both directions between Salesforce and QuickBooks, ensuring consistency across both systems.  

This directional flexibility applies to a wide array of core business objects, including:

• SF Account/Contact to QB Customer/Job  
• SF Person Account to QB Customer/Job  
• SF Account/Contact to QB Vendor  
• SF Opportunity to QB Job  
• SF Opportunity to QB Sales Order  
• SF Opportunity to QB Purchase Order  
• SF Opportunity to QB Invoice  
• SF Opportunity to QB Sales Receipt  
• SF Opportunity to QB Estimate  
• SF Opportunity to QB Bill  
• SF Opportunity to QB Check  
• SF Product to QB Item  

5.2 Detailed Object-Level Mapping Options

InterWeave provides granular control over data mapping, allowing for precise field-level synchronization and the application of business logic. This level of detail is crucial for ensuring data integrity and consistency across the integrated platforms.

• SF Account/Contact to QB Customer:
  • Binding: Options include binding a Salesforce custom field with the QuickBooks ListID or QB Full Name. Alternatively, binding criteria such as Name, Name/Phone, Name/Address (excluding street), or Name/Phone/Address (excluding street) can be selected for merging records. Normalization of names for binding is also an option.  
  • Field Synchronization: A specific custom Salesforce field can be selected to synchronize with the QuickBooks Customer Name.  
  • Primary Contact Selection: The method for selecting the primary contact in Salesforce (e.g., Account/Contact Role, Contact Level Custom Field, Contact Lookup in Account) can be configured, along with a default primary role name.  
  • Address Synchronization: Options for synchronizing contact mail addresses and account billing addresses (No, For Primary Contact, For All Contacts) are available. The method for populating QuickBooks Customer Billing and Shipping Street Addresses (e.g., As SF Account, Name/Address) can also be defined.  
  • Hierarchy Propagation: Salesforce hierarchy can be propagated to QuickBooks Customer/Job Hierarchy, optionally using a custom object, with configurable hierarchy levels for creating QuickBooks Jobs.  
  • Custom Fields: Specific Salesforce custom fields can be mapped to QuickBooks Customer Terms, Total Balance, and Contact Middle Name.  
  • Synchronization Operations: Permitted sync operations from Salesforce Accounts to QuickBooks Customers can be set to None, Create and Update, Create Only, or Update Only.  
  • Creation Triggers: New QuickBooks Customers can be created based on various triggers, such as when a Salesforce Account is created, a Salesforce Opportunity reaches a certain stage, or a Salesforce custom field has a specific value. The relevant stage or field value can be defined.  
  • Merging: Options for merging new Salesforce Accounts with existing QuickBooks Customers (e.g., Do not merge, Name/Phone/Address (no street)) are available.  
  • QB to SF Sync: Permitted sync operations from QuickBooks Customers to Salesforce Accounts (None, Create and Update, Create Only, Update Only) and triggers for Salesforce Account creation/update (e.g., QB Customer created/modified, QB Customer field value) can be configured. Merging options for new QuickBooks Customers with existing Salesforce Accounts are also available.  
  • Additional Features: Options for creating Salesforce Contact Records, synchronizing QB Account Number to SF, supporting 30/60/90 terms (requiring specific SF custom fields), using QB Full Name for merging, mapping SF Account Owner to QB Sales Rep, custom field mapping (up to 10 additional fields), Credit Card Info Synchronization, and Primary SF Contact Synchronization to QB Customer Contact Area are available.  
• SF Person Account to QB Customer: Provides similar address synchronization, hierarchy propagation, and sync operations as SF Account to QB Customer, specifically tailored for Salesforce Person Accounts.  
• SF Account/Contact to QB Vendor: Offers similar binding options, primary contact selection, address synchronization, custom field synchronization, permitted sync operations, and creation/merging triggers as SF Account/Contact to QB Customer, but specifically for Vendor records.  
• SF Opportunity to QB Job: Includes options for binding SF Opportunity fields to QB ListID, defining binding criteria, mapping SF Opportunity Field to QB Job Name, and setting permitted sync operations. Address population (Billing and Shipping) can be sourced from SF Account, Opportunity custom fields, or Primary Contact. QuickBooks Job Initial Status, Start Date, Projected End Date, Type, and Description can be synchronized. Up to 10 additional custom field mappings are supported.  
• SF Opportunity to QB Purchase Order, Sales Order, Invoice, Sales Receipt, Estimate, Check, Bill: Each of these transaction types offers detailed configuration :  
  • Transaction Number: The source for generating the QuickBooks transaction number (SF or QB) can be specified.
  • Creation Triggers: New QuickBooks transactions can be created based on SF Opportunity creation, specific stages, custom field values, or when an Opportunity is Won.
  • Address Population: Billing and Shipping addresses can be populated from various SF sources (Account, Opportunity custom fields, Primary Contact) and mapped to QuickBooks fields.
  • Line Item Description: QuickBooks line item descriptions can be created by overwriting or concatenating SF Product Line and Product information.
  • Filtering & Templates: Custom SF fields can be specified for filtering operations (e.g., for Purchase Order/Sales Order/Invoice to be Printed/Emailed), and a default template name can be set for each transaction type.
  • Amount Updates: Options to update SF Opportunity amounts with calculated QuickBooks amounts (Never, For Line Items Only, For Line Items and Total) are available.
  • Group Product Expansion: Support for expanding SF Group Product after QB Group Item is expanded.
  • Opportunity Creation without Line Items: An option to create opportunities without line items.
  • Multiple Identical Line Items: Support for scenarios involving multiple identical line items.
  • Custom Field Synchronization: Extensive custom field mapping options are available for syncing various SF Opportunity fields (e.g., Remaining Balance, Customer/Job Name, PO/Invoice/Sales Receipt Date, Purchase Order #, Is Paid checkbox, Terms, Shipping Method, Class, Created Number) to corresponding QuickBooks fields.
  • Duplicate Prevention: A SF field can be designated for duplicate prevention.
  • Fast Search: Option for fast search for customers or vendors.
  • QB Check Specifics: For QB Check integration, custom objects for QB Commission Check, fields for Check #, Bank Account Name, GL Account Name, Amount, Date, and Payee Reference are configurable.
• QB Multiple Transaction Supported: A SF Opportunity field can be used to select the transaction criterion, with specific values for Invoice, Sales Receipt, Estimate, or Bill selection.  
• SF Products to QB Items:
  • Binding: Binding between SF Product and QuickBooks Inventory Item can be based on Product Name to Item Name/SKU, or Product Code to Item SKU/Name.  
  • Custom Object Name: A custom object name can be specified for creating QuickBooks Items.  
  • Product Grouping: SF Product fields containing Product Group Name and Item Name for sub-items can be synchronized.  
  • Inventory Support: Options for “Salesforce Support for Inventory items cost required” (requiring QB Parent Name, Unit Cost, Vendor fields) and “SF Support for Item weight required” (requiring Weight field) are available.  
  • Synchronization Operations: Permitted sync operations from SF Products to QB Inventory Items (None, Create and Update, Create Only, Update Only).  
  • Item Type/Account Mapping: SF Product fields can be mapped to select QB Item Type, Item Account, and Inventory Item COGS Account. Default Income, COGS, and Asset Accounts can be set for various item types (Inventory, Non-Inventory, Service, Other Charge, Discount).  
  • QB to SF Sync: Permitted sync operations from QB Inventory Items to SF Products, including options for a QB Custom Field to Suppress Transaction, populating SF Product Code with Item Name/Description/SKU, and uploading Inactive QB Items.  

This comprehensive mapping capability highlights that integration is highly customizable. It allows organizations to tailor the data flow and mapping to their precise operational needs, ensuring that data relevant to their specific business processes is accurately exchanged. This level of configurability is crucial for maintaining data integrity and consistency, which are fundamental to effective business operations.

5.3 Price Book and Company File Configuration

The integration platform also supports advanced configurations related to financial structures:

• SF Price Book Name: Users can specify a Salesforce Price Book name other than the standard Salesforce default Price Book, enabling integration with specific pricing structures.  
• Number of QB Company Files: The number of QuickBooks Company Files that Salesforce will be integrating with can be defined, allowing for multi-company or multi-entity accounting scenarios.  

5.4 Salesforce / QB Credentials and General Integration Settings

Secure credential management and general integration settings are critical for the reliable and secure operation of the InterWeave solution. These settings are configured within the InterWeave Solutions Portal.  

• Salesforce / QuickBooks Credentials:
  • SF Integration User: The Salesforce.com User ID for the dedicated integration user.  
  • SF Integration Password: The corresponding password.  
  • Confirm SF Integration Password: Confirmation of the password.  
  • QB Integration URL: The QuickBooks ID.  
  • QB Integration User: The QuickBooks User ID for the integration.  
  • QB Integration Password/Token: The QuickBooks Password/Token.  
  • Confirm QB Integration Password/Token: Confirmation of the password/token.  
• Other Properties (General Integration Settings):
  • QB Version/Local: Specifies the QuickBooks version and regional localization (e.g., USA, Canada, Australia, New Zealand, South East Asia).  
  • Environment to connect: Defines the target environment (e.g., Production A, B, C, D, Development).  
  • Multi-currency support: Options to convert to base currency or propagate transaction currency are available for multi-currency environments.  
  • Extended Connection Timeout required: A setting to enable extended connection timeouts if necessary.  
  • Email Notification Mode: Configurable options for email notifications, ranging from None to Connection Failures Only, After Every Error, Connection Failures and Full Daily Report, Connection Failures and Error Daily Report, Error Daily Report Only, or Full Daily Report Only.  
  • Use Admin e-mail for Notification: Option to use the administrator’s email for notifications.  
  • CC/BCC Email Notification Addresses: Additional email addresses for Carbon Copy (CC) and Blind Carbon Copy (BCC) notifications.  
  • Hosting Provider Email Notification Addresses: Specific email addresses for the hosting provider to receive notifications.  
  • Stop Scheduled Transaction: Defines when scheduled transactions should stop (Never, After Every Connection Failure, After Every Error).  
  • Sleep Window: Configurable start and end times in hh:mm:ss format for a “sleep window” during which transactions are paused.  
  • Time Zone Shift: Specify the relevant time zone shift (e.g., Est, CST, MST, PST).  

The extensive configuration options for data synchronization and general integration settings underscore the platform’s commitment to adaptability. This level of customization ensures that the integration can be finely tuned to an organization’s specific operational needs and regulatory requirements, supporting complex business scenarios like multi-currency operations and multiple company files. The detailed notification settings and automated stopping mechanisms demonstrate a proactive approach to data integrity and system stability, allowing administrators to maintain oversight and respond to issues efficiently.

Effective management and monitoring of integration flows are crucial for maintaining the health and reliability of the Salesforce to QuickBooks connection. The InterWeave Integration Manager provides the tools necessary for this ongoing oversight.

6.1 InterWeave Integration Manager Overview

The InterWeave Integration Manager serves as the central interface for managing all transaction flows. Upon logging in with the InterWeave administrator credentials, users are presented with a table divided into two primary partitions: “Scheduled Flows” and “Utility Flows”.  

• Scheduled Flows: These are designed for regular, daily production data integration, operating as batch processes that transfer specific data subsets between Salesforce (or a website) and the InterWeave community server, and then between the InterWeave community server and the QuickBooks server. By default, these flows run every 10 minutes, providing near real-time synchronization. These flows should generally not be altered or restarted unless absolutely necessary due to system or transaction failure.  
• Utility Flows: These flows are intended for specific, non-production purposes such as testing, bulk loading, and catching up on missing data. They are typically organized uni-directionally for testing configuration changes or addressing record rejections. There are three main types of utility flows:  
  • Binding Flows: Used for a one-time binding process between two systems (e.g., SFAcct2QBCustBind, for initial data linkage).  
  • Bulk Load Flows (DR or DRS): Designed for loading large amounts of data, allowing users to specify a date range and batch size (e.g., QBCust2SFAcctDR or QBInvoices2SFAcctOppDRS, for large-scale data catch-up).  
  • Single Run Flows (NF or N): Used for one-time transaction synchronizations or for testing specific scenarios (e.g., QBCust2SFAcctNF or QBInvoices2SFAcctOppN).  
  • Important Notes for Utility Flows: Single utility flows do not support ampersands (&) or quotation marks (“) in their names. Flow intervals are measured in milliseconds (1 second = 1,000 milliseconds).  

It is crucial to understand that scheduled flows and utility flows cannot be used simultaneously. Scheduled flows must be stopped before running any utility flows.  

6.2 Operating and Monitoring Flows

The InterWeave Integration Manager provides intuitive controls for initiating, tracking, and halting integration flows.

• Starting a Flow: To initiate a desired flow, users must first locate the flow name within the table, check the corresponding “START” checkbox, and then click the “Submit” button, which is conveniently located at either the top or bottom of the table.  
• Active Flows: Once a flow is running, its status will display as “RUNNING” and be highlighted in magenta. Flows that are in a waiting state will show “STARTED” and appear in blue.  
• Checking Status: To ascertain the current status of any flow, users can simply refresh the page by clicking the “Submit” button without any checkboxes selected.  
• Stopping a Flow: To halt an active flow, users should check the “STOP” checkbox next to its name and then click “Submit”. Once successfully stopped, the flow’s status indicator will turn white, signifying its “STOPPED” state. If, after attempting to stop a flow, its indicator turns yellow, this indicates that the flow is currently completing its ongoing run and will transition to a white “STOPPED” state once its current task is finished. A critical operational consideration is that if any properties of a running transaction require modification, the transaction must first be shut down before any changes can be applied.  
• Monitoring Transactions: For a comprehensive overview of transaction status, the “IW Monitor” link in the top right-hand corner of the screen can be selected. A new window will display the status of all transactions assigned to the user’s login profile and those they have initiated. If no transactions have been started, all statuses will show as “stopped.” This screen is vital for checking status before stopping or altering any accessible transactions.  

These operational best practices are critical for maintaining continuous data synchronization. The ability to precisely control and monitor flows allows administrators to respond proactively to any anomalies, ensuring that data discrepancies are minimized and the integration remains a reliable conduit for business information.

6.3 Troubleshooting Flow Discrepancies and Data Catch-Up

Addressing flow discrepancies and catching up on missing data are common operational challenges that require specific procedures to maintain data integrity.

• Catching Up with Missing Data: If a scheduled transaction flow has stopped running for an extended period (more than 1-2 days) or when a significant volume of data is found to be missing, the use of bulk load utility flows becomes essential to bring data up to date.  
  1. Identify Missing Data: Begin by running reports or queries in Salesforce or reviewing logs and reports in QuickBooks to precisely pinpoint the missing records, such as invoices, customer records, or payments.  
  2. Export Data: Export the identified affected records from either Salesforce or QuickBooks into a CSV (Comma Separated Values) file format.  
  3. Prepare Data: Thoroughly clean and format the exported CSV data to ensure it strictly adheres to the specific requirements of both InterWeave and QuickBooks. This step is critical for preventing data validation errors during the import process.  
  4. Stop Scheduled Flows: This is a crucial and non-negotiable step. All scheduled production flows must be stopped before initiating any bulk load operations. Additionally, if the “Query Starts” date for scheduled flows is older than 1-2 days, it should be manually reset to the current date.  
  5. Configure Bulk Load Flow: Within the InterWeave Flows Manager, select the appropriate bulk load utility flow (typically designated as DR or DRS). Configure the flow by specifying the relevant date range and batch size for the data to be processed. For particularly large datasets, ensure that the “Bulk Load Flow” option is enabled within InterWeave to optimize performance.  
  6. Run Bulk Load: Initiate the bulk load flow. It is imperative to run only one bulk load flow at a time to prevent system overload and potential data conflicts.  
  7. Monitor Progress: Utilize the InterWeave dashboard to continuously monitor the progress of the bulk load job. This allows users to track successful records and identify any failures in real-time.  
  8. Handle Errors & Reprocess: InterWeave generates detailed error logs for any records that fail to synchronize. Review these logs to understand the cause of the errors (e.g., validation issues, missing required fields, data mismatches). Correct the errors either in the original CSV file or directly within the source system (Salesforce or QuickBooks), and then reprocess the failed records using the same Bulk Load Flow process.  
  9. Restart Scheduled Flows: Once the entire bulk loading process is complete and all data has been successfully synchronized, restart the scheduled production flows to resume normal operations.  
• Switching QuickBooks Company File to Single-User Mode: If a need arises to switch the QuickBooks company file to single-user mode for specific tasks, a defined procedure must be followed to avoid integration disruptions :  

• 1. Log in to the Flows Manager: Access the InterWeave Flows Manager using the InterWeave username and password.  
  2. Stop All Scheduled Flows: Ensure that all scheduled flows have transitioned to a white “STOPPED” state before proceeding.  
  3. Log into the QuickBooks Server: Verify that the InterWeave user is not logged into the QuickBooks file. If they are, manually log them out.  
  4. Switch to Single-User Mode: Perform any required tasks within QuickBooks in single-user mode.  
  5. Return to Multi-User Mode: Once tasks are complete, switch QuickBooks back to multi-user mode.  
  6. Restart Scheduled Flows: Log back into the Flows Manager and restart the scheduled flows.  

These detailed procedures for managing flow discrepancies and data catch-up are critical for maintaining data integrity and ensuring business continuity. The emphasis on systematic error review, data correction, and strategic use of bulk load flows highlights a proactive approach to data management. This ensures that even in the face of integration stoppages, data can be accurately reconciled, minimizing the impact of potential data inconsistencies on business operations.

Despite meticulous setup and diligent management, integration environments can encounter errors. InterWeave provides comprehensive guidance for interpreting and resolving specific error messages issued by its own Smart Solutions, QuickBooks, and the QODBC connector. Understanding these errors is essential for efficient troubleshooting and maintaining continuous operations.

7.1 InterWeave Issued Errors

InterWeave SmartSolutions generate various error messages, primarily indicating connection or data-related issues. The documentation details several common InterWeave errors, their descriptions, and recommended corrective actions :  

• “ERROR XmlsqParams.statement” – A Parameter Statement error: This error frequently points to encoding issues or the presence of whitespace characters preceding the XML Declaration. It often signifies a special character within the Salesforce record (e.g.,!, @, #, $, %, ^, &, *, +, {, }, [, ],?, >, <) that the MSSQL database cannot accept.
  • Corrective Action: Identify and rectify the special characters in the problematic Salesforce record. The corrected record will be processed in the subsequent flow run.  
• “ERROR – ProcessDataMap Error Connection Failed” – Process Map Data Error / Connection timed out: These errors occur when a record is being inserted into the MSSQL database, and the connection was severed or disrupted either at the initiation or during the record insertion.
  • Corrective Action: Verify the connection status to QuickBooks. If QuickBooks is hosted, contact the provider to restart the connection.  
• “XmlSql.go Connection Failed” – A Connection error: This error suggests an issue when the XML process statement, containing QuickBooks Customer/Invoice information, attempts to write to the Salesforce.com database or access the QODBC driver to connect with the QuickBooks Company file.
  • Corrective Action: Check the connection status to QuickBooks. If QuickBooks is hosted, contact the provider to restart the connection.  
• “You have an error in your SQL syntax” – SQL Syntax error: This error indicates a syntax problem caused by data within the record, often due to special characters that interfere with SQL parsing.
  • Corrective Action: Review the data in the specific Salesforce.com record for any special characters and correct them. The corrected record will be automatically processed in the next run.  
• “ERROR – execute Transaction Connection reset” – Transaction Connection Reset error: This error signifies that the transaction connection was reset during execution, similar to other connection failures.
  • Corrective Action: Check the connection status to QuickBooks. If QuickBooks is hosted, contact the provider to restart the connection.  
• “ERROR – execute Transaction no protocol” – No Protocol error: This is an Apex error that occurs when the flow attempts to connect with Salesforce.com.
  • Corrective Action: Contact support@interweave.biz for assistance.  
• “ERROR IWXsltcImpl.execute No more DTM IDs are available” – No DTM ID’s available: This is a known bug in the Xerses/Xalan XSLT processor, typically occurring with numerous invoices containing many line items. A fix has reportedly been applied, and this error should ideally not occur.
  • Corrective Action: Contact support@interweave.biz for assistance.  
• “Scheduled CMS Lead to SF transaction flow was not executed” – Not running Utility Flows for Volume Loads error: This error indicates that the volume of objects intended for import exceeded the standard thresholds for scheduled processing flows, causing the scheduled transaction to skip an interval.
  • Corrective Action: For batches of this size, the corresponding Utility Flow should be used instead of a scheduled flow.  

7.2 QuickBooks Issued Errors

QuickBooks generates various error codes, often categorized by their series, indicating issues related to company file access, networking, installation, or data integrity. For detailed resolution, Intuit’s official support resources are typically referenced.  

• H200 Series Errors (e.g., H101, H202, H303, H505): These errors commonly arise when attempting to open a company file in multi-user mode, indicating network or server configuration problems.  
• 6000 Series Errors with Text (e.g., -6190, -83; -6189; -6177, 0; -6190, -82; -6000, -301; -6123, 0): These errors generally signify QuickBooks’ inability to open or access the company file, often due to issues with the file itself or network access.  
• 6000 Errors with no text (e.g., -6189, -82; -6000, -301; -6123, 0): Similar to the above, these typically point to problems with opening the company file, particularly when located on network-attached storage or when attempting to operate in multi-user mode.  
• 1000 Series Errors (e.g., 1335, 1328, 1327, 1334, 1321, 1311, 1303): These errors are usually associated with QuickBooks installation issues, corrupt files, or insufficient user privileges during software updates or installations.  
• Error numbers greater than 10,000 (e.g., 15240, 15270, 15103-15107, 99937, 80070057, 16026, 12002, 12007, 12009, 12029, 12031): This broad category covers a range of issues including payroll or QuickBooks update failures, connection loss, permission problems, and parameter errors.  
• Data Integrity (e.g., C=342): This error occurs when attempting to open a company file and indicates underlying data corruption.  

For each of these QuickBooks error series, specific Intuit support links are provided in the comprehensive documentation for detailed troubleshooting steps and resolution.  

7.3 QODBC Issued Errors

QODBC serves as the software connector and driver that facilitates communication between InterWeave and QuickBooks. QODBC error codes include status attributes—statusCode, statusSeverity, and statusMessage—to convey the nature and severity of an error.  

• statusSeverity Levels:
  • 0-499 INFO: Indicates that the request was processed successfully, and data was returned.  
  • 500-999 WARNING: The request was processed, and data was returned, but the results might not be as expected.  
  • 1000-1999 ERROR: A general error occurred, and no data was returned.  
  • 2000-2999 ERROR: The request is not supported for the specific QuickBooks version or configuration, and no data was returned.  
  • 3000-3099 ERROR: A format error occurred, preventing data return.  
  • 3100-9099 ERROR: Other unspecified errors, with no data returned.  
  • 9100-9199 ERROR: Errors related to macros, with no data returned.  
• Specific QODBC Error Codes (Examples with English Translation and Description):
  • 0 (Status OK): The QuickBooks server successfully processed the request.  
  • 1 (No match): Filters in the query request did not yield matching objects.  
  • 500 (One or more objects cannot be found): A required element could not be located in QuickBooks.  
  • 501 (Object not in this qbXML specification): The object cannot be represented in the current qbXML version.  
  • 510 (Object cannot be returned): The system is unable to return the requested object.  
  • 530 (Unsupported field): The specified field is not supported.  
  • 531 (Unsupported enum value): The enumerated value within the field is not supported.  
  • 550 (Cannot save notes): The object was saved, but the associated notes record could not be saved.  
  • 560 (Deprecated field used): A deprecated field was used, which may not always be supported in future versions.  
  • 570 (Cannot link to transaction): Unable to link to a transaction that is already closed.  
  • 1000 (Internal error): An internal error occurred during request processing.  
  • 1010 (System not available): The system is currently unavailable.  
  • 1030 (Unsupported message): The request is not supported by the current implementation.  
  • 3000 (Invalid object ID): The provided object ID (e.g., Salesforce Account Number, QuickBooks Customer ID) is invalid.  
  • 3010-3090 (Invalid data type errors): Errors related to converting or storing boolean, date, string range, time interval, amount, price, percentage, quantity, GUID, or number values; or strings being too long or invalid; or invalid object names.  
  • 3100 (Name is not unique): The name of the list element is already in use, leading to a potential duplicate.  
  • 3101 (Resulting amount too large): The multiplication of rate and quantity exceeds the maximum allowable amount.  
  • 3120 (Object not found): The object specified in the request cannot be found.  
  • 3121 (OwnerID not found): Data Extension Definitions specified by OwnerID were not found.  
  • 3130 (Parent reference not found): An invalid reference to a parent in the objectName list.  
  • 3140 (Reference not found): An invalid reference to a QuickBooks field, potentially caused by a QuickBooks UI operation locking out the customer list.  
  • 3150-3153 (Missing/Invalid elements): Errors indicating a missing required element, an element not usable in the request, an invalid enumerated value, or a conflict between elements in the request.  
  • 3160-3162 (Object cannot be deleted/modified): Errors preventing deletion or modification of objects due to various reasons, including being before the closing date, or operations not allowed in multi-user mode.  
  • 3170-3177 (Object in use/modification errors): Errors related to modifying field values, attempting modifications before closing/condense dates, related objects being deleted/modified or in use, or duplicate AppliedToTxn IDs.  
  • 3180 (Object cannot be added): Error saving a field value.  
  • 3185 (Object cannot be voided): Cannot void the specified object.  
  • 3190 (Cannot clear required element): Cannot clear the element in the field.  
  • 3200 (Outdated edit sequence): The provided edit sequence is out-of-date.  
  • 3205 (Invalid address): Error composing an address.  
  • 3210 (Other validation error): A field contains an invalid value.  
  • 3220 (Not authorized operation): Insufficient permissions or a feature is disabled in QuickBooks.  
  • 3231 (Status unprocessed): The request was not processed.  
  • 3240 (Time creation mismatch): The object specified in the request cannot be found due to a time creation mismatch.  
  • 3250 (Feature not enabled): The required feature is not enabled or available in the current QuickBooks version.  
  • 3260-3263 (Insufficient permissions/subscriptions): Errors indicating insufficient permission levels, lack of sensitive data permission, requiring a payroll subscription, or only read-only access being granted.  
  • 3270 (Missing posting account): A required posting account is missing.  
  • 3290 (Item line out of order): Line items in the request are out of order.  
  • 3300-3360: A range of other specific errors related to windows, unattended mode, employee time status, report generation, GUIDs, data event callbacks, custom field lists, and callback application verification.  
  • 9001-9005: Error recovery related issues.  
  • 9100-9103: Macro-related errors.  
• QODBC Error Codes (800404xx series): These are more general QODBC errors often related to XML parsing, QuickBooks access, or installation issues. They indicate problems such as:  
  • 80040400: QuickBooks encountered an error parsing the provided XML text stream.  
  • 80040401, 80040408: Could not access or start QuickBooks, potentially due to incomplete installation.  
  • 80040403, 80040409, 8004040A, 8004040B: Issues with opening or accessing the specified QuickBooks company data file, version mismatches, or conflicts with already open files.  
  • 80040405, 80040407: qbXML components are not installed, or QuickBooks installation appears incomplete, requiring reinstallation.  
  • 8004040E: Insufficient memory to complete the request.  
  • 80040414: A modal dialog box is active in the QuickBooks user interface, blocking access.  
  • 80040418, 8004041A, 8004041D, 8004041E, 80040420: Permission-related issues, including first-time access requiring administrator grant, denied access, or expired/invalid application certificates.  
  • 8004041F, 80040423, 80040427: QuickBooks version incompatibility (e.g., QuickBooks Basic not supporting XML requests), unsupported qbXML versions, or unregistered QuickBooks.  
  • RDS Client/Server Errors: Errors like 80040402, 80040407, 8004040D, 80040414, 8004041A, 80040420, 80040421 relate to issues with the Remote Data Sharing Client or Server, often requiring QODBC support or specific actions like dismissing dialog boxes or checking security settings.  

The comprehensive categorization and detailed descriptions of errors from InterWeave, QuickBooks, and QODBC are crucial for systematic error analysis. The presence of specific error codes and their associated meanings allows technical teams to quickly diagnose problems, determine the root cause (e.g., data issue, connection failure, permission problem), and apply targeted corrective actions. This structured approach to error management significantly reduces troubleshooting time and ensures that integration disruptions are resolved efficiently, minimizing their impact on business operations. The frequent need to engage InterWeave or Intuit support for certain complex errors underscores the value of leveraging expert assistance for specialized issues.

InterWeave provides a robust ecosystem of support plans, training courses, and established best practices to ensure customers can effectively implement, manage, and optimize their Salesforce to QuickBooks integration. These resources are designed to empower users and maximize the return on their InterWeave investment.

8.1 InterWeave Support Plans

InterWeave offers a tiered support structure, providing varying levels of service to meet diverse customer needs.  

• SMART Standard Plan: This foundational plan is included with every license and offers essential support. It provides access to the “Getting Started” online course catalog, online assistance through knowledge articles and community resources, and online case submission. The standard response time for inquiries is 2 business days. This plan is suitable for organizations requiring basic guidance during the initial phases of InterWeave adoption.  
• SMART Plus Support Plan: Designed for customers seeking a more accelerated response and comprehensive support, this plan includes a 1-hour initial response for critical issues and priority access to InterWeave’s most skilled technical resources. It also provides troubleshooting and solutions reviews to help streamline integration solutions. A significant benefit is unlimited access to over 100 online training courses for all roles, along with structured training plans and role-based learning paths. Customizable training templates are also provided for internal use. For companies with over 200 CRM users, an assigned success resource delivers personalized reviews and recommendations.  
• SMART Plus + Success Plan: This plan encompasses all the benefits of the SMART Plus plan and augments them with additional solution and administration services. It includes over 100 administration services for ongoing solutions support and provides direct access to the InterWeave Solutions team, where an internal InterWeave Solutions specialist collaborates with certified experts to update the InterWeave configuration.  
• Mission Critical Success: Representing the highest level of service, this plan is tailored for large enterprises running mission-critical processes and applications. Its objective is to ensure business continuity, proactively prevent issues, and maximize technology investment. Benefits include direct access to qualified support specialists and a global team of technical experts who understand the customer’s business. It guarantees a rapid 15-minute initial response for severity 1 issues, a personalized action plan for critical issues (including a customer bridge staffed by specialists and 30-minute updates), proactive monitoring (remote organization limits, trend analysis, governance), and advanced solution support covering InterWeave best practices and configuration troubleshooting.  

InterWeave Customer Support can be reached through various channels, including phone numbers specific to different regions (e.g., Americas: (800) 671-8692 x3, Canada: (416) 242-7910) and email addresses for general inquiries and support (support@interweave.biz, info@interweave.biz, sales@interweave.biz, partners@interweave.biz, webmaster@interweave.biz). Additional contact information for corporate and regional offices is also available.  

8.2 Training and Education Resources

InterWeave offers a comprehensive suite of training and education resources designed to equip users with the knowledge and skills required for effective integration management.

• Online Course Catalog: Customers have access to a “Getting Started” online course catalog, providing foundational knowledge for new users.  
• Extensive Training for SMART Plus Plans: For those on SMART Plus Support Plans, unlimited access to over 100 online training courses is provided for all roles. These courses include structured training plans and role-based learning paths, along with customizable training templates that organizations can adapt for their internal delivery.  
• Salesforce-Specific Courses: InterWeave Academy offers specialized courses tailored for Salesforce users, taught by the InterWeave Education Team. These include “InterWeave Salesforce SmartApps for Administrators,” “InterWeave Certification Program,” “InterWeave Advanced IDE Solution Building,” “InterWeave Advanced Fundamentals” (8 hours), “InterWeave Fundamentals” (4 hours), “InterWeave for Business Analysts,” and “InterWeave Training Pre-requisites”.  

The availability of these extensive training and support resources underscores a commitment to customer success. This comprehensive educational framework allows organizations to continuously improve their integration management capabilities, ensuring that teams are well-versed in best practices and can maximize the return on their InterWeave investment by leveraging the full potential of the integrated systems.

8.3 Best Practices for Integration Management

InterWeave promotes a structured approach to integration management, emphasizing best practices throughout the solution lifecycle, from design to ongoing operations.

• Design Review and Analysis: Every standard InterWeave Solution is based on established best practices, offering full configurability from the source application’s object/field to the target application’s object/field. An InterWeave Specialist works closely with the customer’s team to understand their unique business processes and workflows, providing recommendations and guidelines for transaction processing in the target application.  
• Custom Solution Development: Following the customer’s sign-off on the Design Review and Analysis, the custom solution is developed by InterWeave according to an agreed project timeline.  
• Solution Deployment and Testing: InterWeave Solutions are highly configurable by the customer, utilizing pick lists, drop-downs, custom objects, and custom fields. An InterWeave Specialist assists with configuring the solution and generating flows in a master dashboard format, providing detailed instructions for testing. Customer testing is conducted using “Utility Flows” for one-to-one testing, while “Scheduled Flows” are reserved for sophisticated production processing logic. Once testing is completed, the Scheduled Flows are activated.  
• Binding and Production: Upon completion of testing, a case is created in the InterWeave Support System to initiate the binding flows, which link Salesforce accounts to QuickBooks customers. This step formalizes the relationship between records across the two systems for production use.  
• Ongoing Management and Monitoring:
  • Regular Monitoring: Regularly monitoring sync jobs through InterWeave is crucial to ensure continuous data synchronization and prevent future data loss or missing fields.  
  • Data Backup: Before implementing any large-scale changes or bulk data operations, backing up both Salesforce and QuickBooks data is a critical preventative measure to safeguard against data loss.  
  • Batch Processing: For managing large datasets, breaking the data into smaller batches is recommended. This approach avoids overwhelming the system and significantly reduces the risk of errors during processing.  
  • Error Log Utilization: Leveraging detailed error logs and implementing retry mechanisms are essential for identifying and correcting any failed records, ensuring data accuracy and completeness.  

These best practices collectively highlight a proactive approach to integration management and risk mitigation. By following a structured design, development, testing, and operational framework, organizations can ensure the long-term reliability and efficiency of their Salesforce to QuickBooks integration, minimizing potential disruptions and maximizing the strategic value derived from synchronized data.

The integration of Salesforce and QuickBooks via InterWeave SmartSolutions offers a transformative capability for organizations seeking to unify their customer relationship management and accounting operations. This report has detailed the intricate steps and considerations involved, from the foundational planning and meticulous system preparation to the nuanced aspects of data synchronization, flow management, and error resolution.

The analysis underscores that this integration extends beyond a simple data transfer mechanism; it fundamentally reshapes business processes by eliminating data silos, automating workflows, and providing a singular, comprehensive view of customer and financial data. The configurable nature of the InterWeave platform allows for a tailored solution that aligns precisely with an organization’s unique operational requirements, a significant advantage over rigid, off-the-shelf alternatives.

Successful implementation hinges on precise custom field and object configuration in both Salesforce and QuickBooks, ensuring robust data binding and bi-directional flow. The critical importance of network connectivity and the careful management of the QuickBooks operational environment cannot be overstated, as these elements represent potential single points of failure that demand continuous vigilance and adherence to best practices.

Furthermore, the comprehensive support and training resources offered by InterWeave are vital for sustained operational excellence. These resources empower technical and business users alike to manage, monitor, and troubleshoot the integration effectively, thereby maximizing its strategic value and ensuring a high return on investment.

In essence, the InterWeave Salesforce to QuickBooks integration, when implemented with due diligence and managed proactively, serves as a powerful catalyst for operational efficiency, enhanced data integrity, and improved cross-departmental collaboration, ultimately enabling more informed and agile business decision-making. Organizations embarking on this integration are advised to prioritize meticulous planning, adhere to technical specifications, invest in continuous monitoring, and leverage the available expert support to realize the full spectrum of benefits this unified system can deliver.

Recommendations for Organizations Managing InterWeave Salesforce to QuickBooks Integration:

1. Invest in Meticulous Upfront Planning and Configuration: Conduct a comprehensive design review, ideally with InterWeave specialists, to define all required custom fields (mandatory and optional) and ensure network and API configurations precisely meet integration specifications. Proactive implementation of future-proof fields will prevent costly re-configurations.  
2. Establish a “Single Source of Truth” Strategy: Clearly define which system (Salesforce or QuickBooks) is the authoritative source for each critical data element. This strategic decision is vital for preventing data conflicts, duplicates, and ensuring consistency across bi-directional flows.  
3. Implement Robust Flow Management Procedures: Develop detailed operational runbooks for managing scheduled and utility flows. Ensure administrators understand the distinct purposes of each flow type and adhere strictly to procedures for starting, stopping, and handling data catch-ups, especially when performing QuickBooks maintenance.  
4. Prioritize Proactive Monitoring: Implement continuous monitoring of integration flows to detect and address issues promptly. Leverage InterWeave’s monitoring tools and consider integrating them with broader IT alerting systems to ensure timely intervention.  
5. Develop In-House Expertise and Leverage Support: Encourage administrators and business analysts to undergo InterWeave Academy training, particularly in Salesforce SmartApps for Administrators and Advanced Fundamentals. Select a support plan that aligns with the business criticality of the integration, ensuring access to timely and expert assistance for complex issues.  
6. Maintain Communication with Network/IT Teams: Foster continuous collaboration between the integration team and network/IT infrastructure teams. Any changes to IP addresses, firewall rules, or server configurations must be coordinated to prevent unexpected integration disruptions.  

By adhering to these recommendations, organizations can transform the InterWeave Salesforce to QuickBooks integration from a mere technical connection into a resilient, efficient, and strategically valuable asset that truly unifies sales and financial operations.