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Salesforce + QuickBooks Sync for Plumbing
Bi-directional sync between Salesforce and QuickBooks eliminating manual data entry for a plumbing company.
Data entry
Zero manual entry
Tools
SalesforceQuickBooksn8n
The Client's Problem
My Approach
The Workflow Breakdown
1
Apex trigger on Service Ticket close fires Platform Event for invoice generation 2. Bidirectional sync: invoices flow to QuickBooks, payments flow back to Salesforce 3. Hourly payment status polling via scheduled Apex batch with retry logic 4. Daily reconciliation job at 6am comparing open items across both systems 5. Real-time unbilled work dashboard with aging buckets and payment status
Results & Impact
- Unbilled work went from $47K missed in one quarter to zero since deployment
- Invoice delay dropped from 5-7 days after completion to same day (automated)
- Double entry hours went from 2 hours/day to zero (fully automated)
- Monthly reconciliation went from a full day per month to a 15-minute review of auto-report
- Payment sync delay went from manual (days) to hourly automatic
- Data mismatches went from weekly occurrences to zero with daily reconciliation
- Monthly cost savings of $4,100 in recovered staff time
Technical Highlights
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