QuickBooks Accounting Software Integration With Route4Me Via Zapier

QuickBooks is an accounting software designed to help various businesses with managing their sales and expenses and keeping track of their daily financial transactions. QuickBooks offers on-premises accounting applications as well as cloud-based versions that are used primarily by small and medium-sized companies and organizations for their business accounting needs (i.e., accepting business payments, managing and paying bills, sending customer invoices, and more). With Route4Me, you can establish a connection between your QuickBooks and Route4Me accounts via Zapier for customer/contact synchronization. Zapier is a powerful integration platform that works as a translator between different APIs, allowing you to bridge the gap between various web applications and automate tasks across them. Once you established a connection and automated customer/contact synchronization between your Route4Me and QuickBooks accounts, whenever you create a new QuickBooks customer profile, this customer profile will be automatically copied into your Route4Me Synced Address Book with the same contact details and even custom data. 

Integrate QuickBooks Account With Route4Me Using Zapier

Thus, you can seamlessly synchronize and use your QuickBooks contacts for planning optimized routes, inserting your QuickBooks contacts into the best already planned routes, etc., without having to manually copy the details of each contact and jumping from one software to another. 

To integrate your QuickBooks account with your Route4Me account using Zapier, first, log into your Zapier account accordingly. Next, you need to create a Zap that will establish a connection between your QuickBooks and Route4Me accounts. To do so, you can start by selecting QuickBooks and Route4Me in the “What apps do you want to connect today?” section in the Dashboard. Alternatively, click on the “Make a Zap!” button from any screen.

Setting Up the QuickBooks Trigger Event

To integrate your QuickBooks account with your Route4Me account so that every time a new customer profile is created on your QuickBooks account a new contact with the same details is automatically created in your Route4Me Synced Address Book, you need to set up the corresponding QuickBooks Trigger Event and Route4Me Action Event. To set up the QuickBooks trigger event, first, search for and select QuickBooks at the “When this happens …” integration stage at the “Choose App & Event” integration sub-stage. You can also name your Zap in the top left corner of the screen before proceeding.

Next, select “New Customer” from the “Choose Trigger Event” drop-down list and then click “Continue” to proceed.

After selecting the preferred trigger event, sign into your QuickBooks account by clicking on the “Sign in to QuickBooks Online” button. Next, sign into the account you want to link to this Zap or click on the “Yes, Continue” button if you are already logged into your QuickBooks account on your device.

After logging in, click “Continue” and then click “Test & Continue” to proceed.

Setting Up the Route4Me Synced Address Book Action Event

After setting up the QuickBooks trigger event (“New Customer”), you need to set up the corresponding action event for your Route4Me Synced Address Book so that every time a new customer profile is created on your QuickBooks account, a new contact with the same details is automatically created in your Route4Me Synced Address Book. To do so, first, search for and select Route4Me at the “Do this …” integration stage at the “Choose App & Event” integration sub-stage.

Next, select “Create an Address” from the “Choose Action Event” drop-down list and then click “Continue” to proceed.

After selecting the preferred Route4Me action event, sign into your Route4Me account (Primary Route4Me Account) by clicking on the “Sign in to Route4Me” button. Next, input your Route4Me API key into the corresponding field and then click on the “Yes, Continue” button to proceed.

To find and copy your Route4Me API key, first, log into the Route4Me account that you want to integrate with your QuickBooks account. Next, go to “My Account” from the navigation menu and then select “API” from the list (learn more). After that, you can copy your Route4Me API key accordingly.

Specifying Contact Synchronization Data

After establishing a connection between your QuickBooks and Route4Me accounts, you need to specify what data will be synchronized from the new QuickBooks customer profiles you create (trigger event) into the corresponding automatically created Route4Me Synced Address Book contacts (action event). NOTE: For your convenience, make sure that you have previously created at least one customer profile on your QuickBooks account so that Zapier can use the data from this customer profile as an example of what data will be pulled from each new QuickBooks customer profile you create and copied into the corresponding automatically created Route4Me Synced Address Book contacts. For example, when selecting what “Address” data will be copied from a new QuickBooks customer profile (trigger event) into the corresponding Route4Me Synced Address Book contact (action event), the right placeholder value to select for this field will be the value that shows the address of your last created QuickBooks customer profile (in this example, “Billing Address”).

Each field at the “Customize Address” integration sub-stage should contain the data (placeholder(s)) that will be copied from the corresponding fields in your newly created QuickBooks customer profiles and inserted into the corresponding fields in your automatically created Route4Me Synced Address Book contacts. To automate the synchronization process and make sure that the right data is dynamically pulled from each new QuickBooks customer profile and copied into the right fields of the corresponding Route4Me Synced Address Book contacts, use placeholders. For your convenience, you can use the data from the last created QuickBooks customer profile as an example of what data will be dynamically pulled from each new QuickBooks customer profile you create and copied into the corresponding Route4Me Synced Address Book contacts.

In the “Address Group” field, you can specify a custom group ID that will be assigned to all customer profiles that are created on your QuickBooks account and synchronized into your Route4Me Synced Address Book. Thus, when you have hundreds of thousands of contacts in your Route4Me Synced Address Book, you can effortlessly sort all customer profiles synced from your QuickBooks account by their custom group ID. To learn more about group-coding addresses and using Route4Me’s Advanced Search Groups, visit this page.

The data fields from your QuickBooks customer profiles that don’t fit into Route4Me’s reserved attributes/fields (i.e., Website URL, etc.) can be copied from your QuickBooks customer profiles (trigger event) and inserted into your Route4Me Synced Address Book contacts (action event) as Custom Data. In the “Address Custom Data” section, add one or multiple custom data fields, name these fields and then insert the placeholders that you want to be dynamically copied from your new QuickBooks customer profiles (trigger event) into your Route4Me Synced Address Book contacts (action event) as custom data. After setting up custom data → Click “Continue” → Review all added data fields → Click on the “Test & Continue” button to finish creating the Zap.

Once the Zap is created and enabled, Zapier will automatically test the new Zap and create a new Route4Me Synced Address Book contact to test the established connection and data synchronization. The created Route4Me Synced Address Book contact must contain the same details as in the examples of the placeholders that were inserted into the corresponding fields of the Zap at the “Customize Address” integration stage.

After creating the Zap, you can enable and disable it at any time, as well as edit its functionality and fields to your preference:

1. To learn more about managing your Zaps, visit this Zapier Support Page.
2. To learn more about troubleshooting your Zaps, visit this Zapier Support Page.

Using the Created Zap (QuickBooks New Customer Trigger Event + Route4Me Action Event)

After creating and enabling the new Zap, you can start using it for synchronizing your new QuickBooks customer profiles with your Route4Me Synced Address Book. To create a new customer profile on your QuickBooks account, first, go to “Sales” from the side menu and then click on the “New Customer” button. After that, fill out the customer’s details accordingly.

Once you create a new customer profile on your QuickBooks account, Zapier will automatically copy data from this customer profile and create the corresponding contact in your Route4Me Synced Address Book based on your Zap’s settings and specified fields with placeholders and custom text.

To check how and what data was dynamically synchronized from the new QuickBooks customer profile into the corresponding Route4Me Synced Address Bok contact, open them side-by-side and compare their details.

In the Custom Data Editor, you can view what custom data was copied from the created QuickBooks customer profile into the corresponding Route4Me Synced Address Book contact.

In the “Group” field of the customer profile synchronized into your Route4Me Synced Address Book from your QuickBooks account, you can view the predefined group ID assigned to this customer profile by Zapier. Thus, when you have hundreds of thousands of contacts in your Route4Me Synced Address Book, you can effortlessly sort all customers synced from your QuickBooks account by their custom group ID and hundreds of other parameters using Route4Me’s Advanced Search Groups (learn more).