Why Integrate QuickBooks and Zoho CRM?
(A Theoretical Journey)
There are many reasons to integrate QuickBooks and Zoho CRM, but, if you’re not so familiar with the capabilities of both programs, those reasons for integrating may not be so obvious. And, if you’re one of the sorts who has done business one particular way for many, many years, you understandably might not know the importance of integration with respect to business software programs.
In order to illustrate a point…let’s go on a short excursion.
Lousy communication looks like this
It may be cliché, but, in the world of business, it’s nearly always better to work together with your colleagues than it is to be separated. Being separated from your fellow workers comes with its share of disadvantages:
- Nobody knows what the other is doing
- Information has to be relayed between parties (and sometimes a third party) if it wants to get anywhere
- Transferring information takes a long time
There’s a common thread connecting these, of course: it’s all about communication. Not communicating can really slow things down in a business, at times even preventing things from happening entirely. As a reader of this blog, you’re probably at least somewhat tech-minded, and you’re likely familiar with some effective communication methods as they apply to business. For example, you probably:
- Call up a coworker, fire off a text, or leave a message in a group chat room rather than do nothing when you have a question about what someone is doing, and you can’t be there in the same room, so your colleagues know you’re trying to communicate
- Use a direct route of communicating for important matters – like a shout or a walk down the hallway – rather than tell another coworker to walk down the hall to see what your other colleague is doing about his very pressing deadline, so nothing gets lost in translation
- Work expeditiously to get your messages across to colleagues, vendors, and everyone else important in your life, so you get your required tasks finished quickly
These are standard business practices, and you’re probably nodding your head anticipating something slightly less obvious…
Well, try this notion on for size: in spite of knowing well how to communicate verbal information efficiently in the office, many companies do not use these same principles when thinking about their software programs.
Back to reality: Why integrate QuickBooks and CRM at all?
So, why would you want to integrate Zoho with QuickBooks? We can apply the same principles from effective human verbal communication to effective software communication, since software programs essentially do the jobs people can’t quite do themselves (in the way a CRM remembers countless lines of data, or QuickBooks tracks all your company’s finances).
It follows, then, that not integrating software programs creates situations similar to those created when people aren’t integrated properly in the workplace:
- One program doesn’t know what the other is doing
- Information needs to go through a not-always-compatible third party to get anywhere, and that sometimes corrupts data
- The transfer of information is unnecessarily slow
Programs these days…
Just as technology has increased communication in humans dramatically over the past years, technology has done the same for software programs. Many programs that previously had no connective capability are now built especially for integration. Rather than have the three situations above, with integrated programs you have something much more effective:
- Programs “knowing” what each other is doing
- Information going through a specially-designed electronic corridor
- Much quicker transfers of information, sometimes instantaneous
So, why integrate QuickBooks with Zoho CRM, specifically?
Now that we know basically why it’s better for humans to work together than not, and why it’s better for software programs to integrate in order to do the same, we should be able to glean why it’s good to integrate QuickBooks and Zoho CRM: Communicating efficiently is better than communicating slowly, or, not at all.
But, what are some specific things that QuickBooks and Zoho can communicate between each other?
- Accounts and Contacts: If you have a record of someone in your CRM, chances are you’ll want to either pay them for services or goods, or charge them for your own, by having a record of that person in QuickBooks. Or, you’ll want to transfer that record from QuickBooks to your CRM so you can add additional notes on that person.
- Invoices, Quotes, Sales Orders, Purchase Orders: The same ideas from above apply here. Use your CRM to take detailed notes on purchases, and use QuickBooks to collect payment.
- Vendors: Again, synchronicity allows for detailed tracking in CRM and actual payments in QuickBooks.
When you integrate QuickBooks with Zoho CRM, you eliminate countless hours of manual data entry and ensure perfect communication between the two programs with customized field mapping. For example, you can turn Quotes in Zoho into Invoices in QuickBooks at the push of a button rather than spend time manually entering order details.