Quickbooks integration

PIM Bigcommerce – Quickbooks integration

1. Introduction

Product Information Management (PIM) Bigcommerce – Quickbooks integration is devoted to managing the data synchronization between Quickbooks and Bigcommerce from four aspects, which are products, pricelists, stocks, and invoices (PCSI). PIM Bigcommerce – Quickbooks integration is a backend software which allow customer using Quickbooks as source data platform to control the products, price lists and stocks in Bigcommerce. The stocks are always dynamically changed based on Quickbooks. Any sales orders created in Bigcommerce will automatically populate to Quickbooks and create invoice in Quickbooks.

2. PCSI

PCSI is the abbreviation of products, price lists, contact, stocks, and invoices. PIM synchronization mainly focuses on PCSI synchronization.

A. Products
PIM fetches products information which is “Item” in Quickbooks. Multiple fields will be fetched like product name, SKU, price, description, etc. The product information then will be compared to the information in Bigcommerce, if it is already existed, PIM will update it. If the product is not existed, PIM will create a new product in Bigcommerce. (Product image is not available since Quickbooks does not allow people get image data/permanent image URL through their API)

B. Contact
When customers place order in Bigcommerce, PIM can get the sales order information and customer information. For achieving auto populating invoice, PIM also offers auto update and insert customer information. The update or create option is based on whether the client’s email can be found in Quickbooks.

C. Stocks
Except the product information, PIM is also able to get the item and do the stock synchronization. To make sure the stock is synchronized successfully, PIM has three different plans for stock synchronization, which is time scheduled synchronization, one-way real-time synchronization, and two-way real-time synchronization. Two-way synchronization is only available for clients who have at least professional plan on Quickbooks side.

B. Invoices
To reduce the work of create invoice manually on Quickbooks side when sales order placed on Bigcommerce, PIM handles automatically populate invoice from Bigcommerce to Quickbooks.

3. Synchronization Method in PIM

PIM Bigcommerce – Quickbooks integration system offers two different ways to synchronize data between Quickbooks and Bigcommerce based on client’s needs and the API limitations:

A. Time Scheduled Synchronization
Time scheduled synchronization aim to reduce the frequency of data update and synchronized between Bigcommerce and Quickbooks, since for both Bigcommerce and Quickbooks, they do have API call limits per day (the limits based on the plan that client bought). To avoid reach the API limits leading update and synchronized failure, time scheduled synchronization can be set check certain or all data in a certain period like once per day based on client’s needs. For those data not required high real-time performance like product description, time scheduled synchronization is recommended. Also, for avoiding data mismatch, time scheduled synchronization also can be used to check and do the fully synchronization once per day to maintenance the data consistency. For all PPSI synchronization, PIM Bigcommerce – Quickbooks integration system offers fully management time scheduled synchronization.

B. Real-time Synchronization
Real-time synchronization focusses on improve the performance of data consistency for sensitive data like stocks. PIM Bigcommerce – Quickbooks integration system also offers real-time synchronization for various fields. The fields will be monitored and once changed in Quickbooks, PIM will be able to update them in few seconds. By default, the sales order created in Bigcommerce will be populated to Quickbooks in real time. For other real-time synchronization, client must have at least professional plan in Quickbooks.

DEMO

Image 4.1 Part of All Items in Quickbooks (1)

Image 4.1 shows all test items in Quickbooks. By default, PIM will only fetch the inventory items (Image 4.2) instead of all Items. In the demo, Service item and non-inventory item is not push into Bigcommerce due to demo takes default setting which is only inventory item will be push into Bigcommerce.

Image 4.2 Part of All Items in Quickbooks (2)

Except the active item, to distinguish “goods” and “service”, by default, PIM will also filter items which item type is “service”. As show in Image 4.3, “SHIPPING” is a service item which used for recording the shipping details when invoice created. Therefore, it will not be pushed into Bigcommerce.

Image 4.3 Service Item Example

Image 4.3 shows the demo Bigcommerce website’s backend, for those items is not list in Quickbooks, instead of deleting these items, PIM will change the status of these items as invisible. In this way, you still can manage these items, but it will not be able to be seen for customers.

Image 4.4 All Items in Bigcommerce

Image 4.5 shows the sales order placed in Bigcommerce, PIM can automatically fetch sales order placed in Bigcommerce and generate corresponding invoice in Quickbooks. Image 4.6 shows the invoices in Quickbooks. The customer information also will be fetched and search in Quickbooks. If it is already existed, PIM will update it, otherwise, PIM will create a new contact in Quickbooks. Image 4.7 shows the customers list in Quickbooks. Client also can set payment terms in Quickbooks for each customer. Once payment team is set up, it will also automatically apply when the invoice created.