SugarCRM Integration

Setup
Select the Contacts | Setup Contact Manager menu to
choose your contact manager.

Select the SugarCRM option. Click the [OK] button to

save your selection.

SugarCRM URL
Enter the SugarCRM URL here so that QuoteWerks can
communicate with it. After typing in the URL (make
sure to include the ‘/soap.php’ portion), click on the
[Test] button to make sure that QuoteWerks can
communicate with the server at the URL you have
specified.

If the SugarCRM URL is empty, you can double-click

on the example URL below to pre-fill the SugarCRM
URL with the SugarCRM demo server URL.
Completion of opportunity to “Closed Won”
QuoteWerks provides you with the flexibility to control when a sales opportunity created by QuoteWerks
in SugarCRM will be converted to a completed sale. The SugarCRM sales opportunity can be completed
by QuoteWerks when converting to an order (File | Convert to Order menu), an invoice (File | Convert to
Invoice menu), or Never. Never means QuoteWerks will never attempt to complete the Opportunity, the
Opportunity will need to be manually updated within SugarCRM. This provides a greater level of control
for sales managers or administrators who would prefer to manually close the opportunities from within
SugarCRM rather than have QuoteWerks automatically close them.

Use Profit Amount vs. Sale Amount as opportunity amount

When QuoteWerks creates a sales opportunity in SugarCRM, this option lets you specify whether or to use
the profit or sale amount of the quote for the sales opportunity amount.

DataLink Setup
QuoteWerks has a DataLink feature that allows you to pull additional information from fields in your
contact manager when retrieving the contact information from your contact manager. This data from your
contact manager can be used to complete fields in the QuoteWerks quote, such as customer profile, tax rate,
terms, custom fields, etc. Clicking on the [DataLink Setup] button on the contact manager setup window
will display the DataLink setup window. See the Contact Manager DataLink Setup for details on the
DataLink.

Manual Excerpt QuoteWerks 4.0 Build 47 Release Date: 9-Jun-2009

www.quotewerks.com/sugarcrm.asp
Copyright 2009. Aspire Technologies, Inc. All Rights Reserved.
 SugarCRM login credentials
QuoteWerks needs your SugarCRM Login ID and
Password to log into and integrate with SugarCRM.
You can enter these on the Contact Manager tab of the
Tools | My Preferences menu. Use the Test button to
verify your credentials are entered correctly.

Pulling SugarCRM account/contact

information into QuoteWerks
To retrieve account/contact information from
SugarCRM into QuoteWerks, first select the Sold to /
Ship to tab. Click on the button next to the Sold to,
Ship to or Bill to boxes.

The Lookup SugarCRM contact window will appear.

Select the field that you want to use in the search and
then enter the corresponding value. When you click on
the [Find] button, the results of your search will be
displayed. If you choose to search either an Account
Name or Account Phone, an additional option to “Also
display Account Contacts” will be available.

Once you have found the account or contact you are looking for, select the record and click on the [Sold
To] button to use this record for the Sold to information. You can also select a record and click on the
[Ship To] button to use this record for the Ship to information or you can click on the [Bill To] button to
use this record for the Bill to information. When you are finished selecting records, click on the [Close]
button. You will be returned to the Sold to/ Ship to tab and the selected records will be pre-filled in the
Sold to/Ship to/Bill to fields.

Writing information back to SugarCRM

All of the following features require that you have already pulled the account/contact information into the
Sold to / Ship to tab of the quote workbook. When this is done, the SugarCRM account number is
embedded into the quote. QuoteWerks then uses this account number to write information back to
SugarCRM.

Manual Excerpt QuoteWerks 4.0 Build 47 Release Date: 9-Jun-2009

www.quotewerks.com/sugarcrm.asp
Copyright 2009. Aspire Technologies, Inc. All Rights Reserved.
SugarCRM online/offline status
Writing information to SugarCRM requires that you have
access to SugarCRM online. If you are running QuoteWerks
on a laptop and are not connected to the internet, you will not
be able to write information back to SugarCRM. On the
Save window there is an “I’m Offline” option that enables
you to save the quote and not attempt to integrate with
SugarCRM online. With this option, it is now easy to still
save quotes in QuoteWerks even though SugarCRM is not
available. Please note, any quotes saved while offline will
need to be re-opened, linked to a SugarCRM contact and
saved in order to update SugarCRM online.

Creating or updating a Linked Document in

SugarCRM

When saving a document, the “Create new/Update existing

Linked Document” checkbox will appear on the Save
window.

Note: This checkbox will NOT appear if you are saving a

quote template.

Note: This checkbox will be checked and disabled if the

“Look for synchronized data in dtf files” option is set.

If you check this option, a note attachment

record that refers to the document you are
saving will be created or updated under the
SugarCRM History heading.

When using SugarCRM, you can choose to

open this attachment by clicking on the
“Subject” link under the History heading
and then clicking the “Attachment” link in
the window that displays. This will launch
QuoteWerks and open the document.

When you open the attachment and the

document does not exist in your
installation of QuoteWerks, it will be
automatically imported. However, in order
for it to be automatically imported, the
“Look for synchronized data in dtf files”
option on Synchronization tab of the Tools
| Options menu must be checked.

Manual Excerpt QuoteWerks 4.0 Build 47 Release Date: 9-Jun-2009

www.quotewerks.com/sugarcrm.asp
Copyright 2009. Aspire Technologies, Inc. All Rights Reserved.
Creating or Updating a Follow up Call in SugarCRM
When saving a document, the “Create new/Update existing
Follow up Call” checkbox will appear on the Save window.

Note: This checkbox will NOT appear if you are saving a

quote template.

This option will create a SugarCRM

Follow up Call or update an existing
Follow up Call in SugarCRM under the
Activities heading.

Once you have pressed the [OK] button

from the File | Save, or File | Save As
window, the “Create a new/Update existing
SugarCRM Call” window will appear,
allowing you to adjust information about
the call such as the Subject, Start Date &
Time, Duration, Status, Reminder and
Description.

Creating or Attaching to an Opportunity in

SugarCRM
When saving a document, the “Create or Attach to/Update
existing Opportunity” checkbox will appear on the Save
window.

Note: This checkbox will NOT appear if you are saving a

quote template.

Manual Excerpt QuoteWerks 4.0 Build 47 Release Date: 9-Jun-2009

www.quotewerks.com/sugarcrm.asp
Copyright 2009. Aspire Technologies, Inc. All Rights Reserved.
This option will create or update a
SugarCRM opportunity or attach to an
existing opportunity in SugarCRM under
the Opportunities heading.

Once you have pressed the [OK] button

from the File | Save, or File | Save As
window, the “Create a new/Update existing
SugarCRM Opportunity” window will
appear, allowing you to adjust information
about the opportunity such as the Type,
Lead Source, Campaign, Expected Close
Date, Next Step, Sales Stage, Probability
and Description.

The Opportunity Name drop down will contain a list of all existing SugarCRM opportunities associated
with the SugarCRM contact record you have linked to. If you have not already created a new opportunity
for this quote, then here you can select an existing opportunity to update with the current quote’s
information.

By creating opportunities in SugarCRM, you allow SugarCRM to generate reports reminding you to close
sales. This feature helps you estimate your cash flow. If you already have an opportunity for this quote, it
will automatically update the existing one to reflect changes you have made to the quote.

QuoteWerks claims ownership of SugarCRM opportunities that were created or updated from within
QuoteWerks. It is not recommended that you manually make changes to the opportunity from within
SugarCRM as these changes may be overwritten by QuoteWerks when QuoteWerks is updating the
SugarCRM opportunity.

Tip: Advanced users can set the following defaults in the {username}.ini file under the [Preferences]
section:

[Preferences]
ForecastCloseDate={+30)
ForecastProbability=90
CallBackDate={+7)
CallBackTime={+30)

Note: The codes for ForecastCloseDate and CallBackDate will schedule the date for today’s date plus 30
days or plus 7 days, the code for CallBackTime schedules the call time for the current time plus 30 minutes.

Manual Excerpt QuoteWerks 4.0 Build 47 Release Date: 9-Jun-2009

www.quotewerks.com/sugarcrm.asp
Copyright 2009. Aspire Technologies, Inc. All Rights Reserved.
F2 Lookup Features
A list item in an F2 Lookup can be setup to retrieve information from your contact manager. For
SugarCRM you can retrieve account or contact information. For a list of fields that you can use, go into the
DataLink setup where you add a new field mapping and in the Contact Manager Field drop down you will
see a list of all the available fields that can be used.

Example:
~SugarCRM_Macro (contact->phone_home)

Note: See the F2 Lookup section in the Customizing QuoteWerks Features Chapter for more details on the
F2 Lookup feature.

Including additional Contact Manager Fields when printing

When customizing your print layouts, you can insert fields from your Contact Manager into the print
layout. When you print the quote, QuoteWerks will retrieve the information from the contact manager
fields and print it on your quote without the data actually being stored in the quote. See the Printing and
Customizing Document Layouts Chapter for details.

Manual Excerpt QuoteWerks 4.0 Build 47 Release Date: 9-Jun-2009

www.quotewerks.com/sugarcrm.asp
Copyright 2009. Aspire Technologies, Inc. All Rights Reserved.