Overview

Integrate CobbleStone Contract Insight^® and QuickBooks Seamlessly

CobbleStone Software, a leader in Contract Management Software, offers an integration with QuickBooks, allowing for seamless communication between both platforms. This can streamline your contracting process and eliminate confusion between your CLM and Financial systems - all while tracking financial information and improving your bottom line!

 Benefits of CobbleStone’s Integration with QuickBooks

With CobbleStone’s QuickBooks integration, take advantage of a new way to connect your crucial financial information to your contracts for streamlined contract lifecycle management. This integration supports a symbiotic relationship between CobbleStone and QuickBooks that occurs in a few ways:

• Customer Information Synchronization: Customer Entry in QuickBooks to CobbleStone Contract Insight Counterparties
• Invoice Information Synchronization: New Purchase Orders in CobbleStone Contract Insight to QuickBooks Invoices

Integrating CobbleStone and QuickBooks makes it possible to easily stay on top of the crucial information you need to comply with your contracts. With this integration, empower your organization to:

• streamline invoicing processes.
• oversee purchase order budgets. 
• retain financial visibility.
• draft contracts quickly.
• and more!

Videos

In the above example, CobbleStone’s contract lifecycle management software training team walks through the integration mapping of a QuickBooks Customer into a CobbleStone Contract Insight Counterparty Record.

CobbleStone CLM + QuickBooks Invoices Mapping

In the above example, CobbleStone’s contract lifecycle management software training team walks through the integration mapping of a QuickBooks Invoice into a CobbleStone Contract Insight Purchase Order Record.

Examples

Example 1: Customer Information Synchronization: Customer Entry in QuickBooks to Contract Insight Counterparties

For this example, please have the following windows open:

QuickBooks – Customers List filtering My Active Customers

Contract Insight - Counterparty List with EntryDate Filter set to Current Date.

If QuickBooks is the primary source of truth for client/Customer data, a five-minute interval data sync needs to be put in place between QuickBooks and Contract Insight to ensure new records created in Contract Insight have accurate client/Customer data.

Create a new client/Customer record in QuickBooks.

If recording, please pause the recording or cut out the data entry portion of the client/Customer record. If you are on a demonstration, please have this record prefilled prior to the demonstration.

Note: Each field shown is mapped in the integration. The CobbleStone URL and CobbleStone Company ID automatically populate once the record comes over to Contract Insight. Do not fill these.

The integration can handle as many or as few fields as required for your business purposes. Additional fields may need to be configured in your Contract Insight or QuickBooks systems to set up this integration. For more information about field management in Contract Insight, please visit CobbleStone University.

Once a client record has been entered into QuickBooks, the integration job will trigger. Within moments of entry into QuickBooks, the new client record will appear in Contract Insight.

Note: This entire process will happen in five-minute intervals. If required, run the recipe manually in Workato.

Flip over to the Vendor/Customers list screen in Contract insight and perform a refresh. A new client record should be visible with data from QuickBooks mapped.

As you can see, all the data that was entered into the QuickBooks client/Customer record has successfully been mapped into the new Contract Insight client record. There is a field on the client record in Contract Insight that stores the unique QuickBooks ID for the client/Customer in QuickBooks.

Note: Flip back to the QuickBooks client/Customer record and refresh the page. The CobbleStone URL and CobbleStone Company ID should have auto populated in the notes section.

With the unique identifiers mapped between records, the risk of duplication is eliminated.

Example 1 Workato Recipe

Example 2: Invoice Information Synchronization: New Purchase Orders in Contract Insight to QuickBooks Purchase Orders

For this example, please have the following windows open:

1. Contract Insight – Purchase Order Add Screen prepopulated with information.
2. QuickBooks – Invoice List Page, Filtered by Internal ID

Create a new purchase order in Contract Insight. You can do this directly or from an existing contract record.

Purchase Order Add Screen (from Menu)

Add PO from Contract Details

NOTE: Add a purchase order directly from a contract record will automatically link the two records.

Purchase Order Add Screen

Save your purchase order to trigger integration.

Note: The QuickBooks Invoice ID will automatically update once the integration job runs. Please leave this field blank.

Flip over to the QuickBooks Invoice list page and refresh. The new Invoice should now be visible.

Invoice Record in Quickbooks

Flip back to the Contract Insight PO Record. You will see the QuickBooks Invoice ID have been added to this record for easy reference.

With the unique identifiers mapped between records, the risk of duplication or error is eliminated..

Example 2 Workato Recipe