Avaza integration with QuickBooks

For professional services companies, Avaza is an ideal tool for boosting productivity – it allows for smooth management of tasks, time & expense tracking and invoicing. However, for accounting and tax needs, many companies use popular accounting software QuickBooks. For such companies, it would be awesome to streamline the experience of using both software in conjunction, by automating any required scenarios. For instance, every time an invoice is marked as sent in Avaza, it should pop up as a new invoice in QuickBooks, to make sure all Avaza invoices are accurately and completely recorded in QuickBooks for tax purposes.

Note: While Avaza still supports the QuickBooks Online integration via Zapier, we have a more powerful option now available in-app. Read more about this here

How it Works

Avaza utilizes Zapier, a popular cloud integration platform, to integrate with 500+ applications including QuickBooks. You will need to have a Zapier account to connect Avaza to QuickBooks. If you don’t have a Zapier account yet, you can sign up in no time by following this link.

Now that you have a Zapier account you can use one of the following pre-configured ‘zaps’ to get started. A ‘zap’ is a specific link between two services you’ve connected on Zapier. Our pre-configured zaps have mapped a few of the Avaza fields to QuickBooks for your convenience, but you can change any of these mappings according to your own requirements.

 

Instead of using the pre-configured zaps if you wish to create the Zap from start yourself then simply follow the steps below.

  1. Login to Zapier and click “Make A Zap” button.
  2. On the next page select the source system as Avaza by searching for it.
    Avaza Source Zapier

    Select Avaza as the source system

  3. Next select from one of Avaza triggers. Trigger is an event in your source system (Avaza) that will initiate the process of sending the data to the destination system (Quickbooks). Let us select the “Invoice Sent” trigger.
    Select Invoice Sent Trigger

    Select Invoice Sent Trigger

  4. Next, you need to connect your Avaza account to Zapier. Click the “Connect a New Account” button and “Grant access” to Zapier. Now that your Avaza account is connected, you can fetch a sample invoice by clicking the “Fetch & Continue” button.
    Fetch Invoice Data

    Fetch Invoice Data

  5. Click “Continue” to proceed to select the destination system (Quickbooks).
    Zapier Connect Quickbooks

    Zapier Connect QuickBooks

  6. You will view a list of actions QuickBooks supports. In Zapier, ‘actions’ is how new data gets created in the destination system. As we are planning to create a new invoice in QuickBooks, let’s select “Create Invoice by Customer”.
    Quickbooks Create Invoice Action

    QuickBooks Create Invoice Action

  7. Next, you need to connect Zapier to your QuickBooks account. Click Connect a New Account button and grant Zapier access to your QuickBooks account.
  8. Now that you have connected your QuickBooks account, it is time to map QuickBooks invoice fields to Avaza fields. For each QuickBooks field, you can map one of Avaza fields by clicking the plus button or even enter a specific value you wish to use. Here are some of the mappings we suggest are a good fit between the two systems.
    Quickbooks Field Name Avaza Field Name
    Find Customer by Name/Email Company Name
    Note Notes
    Due Date Due Date
    Transaction Date Date Issued
    Line Amount Line Items Amount
    Line Description Line Items Description
    Line Item/Product Line Items Inventory Item Sku (more details below)
    Line Item Quantity Line Items Quantity
    Zapier Field Mapping

    Zapier Field Mapping

  9. Please note that you can match QuickBooks Product to Avaza Inventory Item by QuickBooks Product ID. It can not be matched by name. In order to match Avaza Inventory to QuickBooks Product, we suggest entering the QuickBooks Product ID in the Avaza Inventory Item SKU field and then match based on SKU.
  10. You can now test the Zap by sending an Avaza invoice to QuickBooks, name the Zap and click “Finish”.

From now on whenever you create a new invoice in Avaza it will be automatically created in QuickBooks. The same approach can be taken to integrate any of the 500 + applications supported by Zapier with Avaza.

Wishing you all the best in zapping your way to doing better business today, with Avaza!

As always your feedback is welcomed on support@avaza.com.