Zoho Books - Zoho CRM Integration

If you have a Zoho CRM account, you can now connect it to Zoho Books and sync your Zoho CRM data with Zoho Books easily. This means you can track and manage key CRM as well as accounting information in the same place.

Connecting to Zoho CRM

Step 1 : Setting up sync

 Connecting to CRM  

Step 2 : Generating ZSC key

When you click the button to connect to Zoho CRM, you will be asked to enter your email address as well as the ZSC or Zoho Service Communication key generated from your Zoho CRM account. This will initiate the Zoho Books - Zoho CRM integration. For every record pushed from Zoho Books to Zoho CRM, the record owner will be the person associated with the email address entered here.  

A ZSC key is unique to a particular Zoho product, and can be used to access your data in that product from other Zoho products. To generate the ZSC key, just click on the link which reads ‘Click here to generate the ZSC key of Zoho CRM’. This will take you straight to the Zoho CRM screen from where you can obtain this key.

ZSC key generated

Just copy this key, and paste it in the integration screen in Zoho Books before clicking on Save.  

Generating your ZSC key

Note: If you’re connecting to a Zoho CRM account where you’re a user and not the admin, you can follow the same process as above after obtaining the desired email address and ZSC key from the admin of the Zoho CRM account.

Sync contacts

Setting up the sync

Once you’ve set up your credentials, you can go ahead and start syncing your contacts in Zoho Books to your accounts/contacts in Zoho CRM. This is a three-step process.  

Step 1 : Selecting the module to be synced

Type of Import

 

Note: When ‘Accounts and their Contacts’ option is selected, only the contacts associated with the account selected in Zoho CRM will be chosen for integration. Contacts in Zoho CRM which are not associated with any account are not synced with Zoho Books in this scenario. 

Step 2 : Extent of the sync

Extent of the sync

Step 3 : Handling duplicate records

It’s possible that the account in Zoho CRM being synced already exists as a contact in Zoho Books and in such cases, the record is said to be duplicated during the sync. You can choose what you want to do with such records,

Duplicate contacts

Note : If there are duplicates in either your Zoho CRM or Zoho Books account, and the overwrite option is selected, the duplicates will be merged as a single record after sync.

 Step 4 : Selecting the view to be synced  

The next level of customization is where you can select the View you want to sync with Zoho Books. A view in Zoho CRM is a collection of similar records (based on a specified criteria) listed together. Some predefined views include ‘All Accounts’, ‘My Accounts’, ‘Unread Contacts’ etc.

Tip : Creating a view for Zoho Books

If you want to import a few selective contacts from Zoho CRM to Zoho Books, you can create a new View in Zoho CRM before the integration. This view can consist of the records you want to import to Zoho Books for creating transactions. Here’s how you can go about this,

Check box created is displayed for accounts/contacts

Set criteria as 'Zoho Books is true'

During the integration, as soon as you select the module (Accounts, Contacts or Both) to be synced, a list of the corresponding views available in Zoho CRM for the module (predefined as well as User created) will be listed under the drop-down. Select the view you created above to proceed with the import.

Note When the option ‘Accounts and their Contacts’ is selected, you have the option to select the Account view as well as the Contact view required to be synced. You can manually choose to sync only specific contacts associated with the account view selected, as shown below.  

Select view to be synced

Step 5: Mapping Fields

The final step of the integration is the mapping of fields. You can map the Zoho CRM field to the corresponding Zoho Books field before setting up the sync. This manual mapping ensures that when the Zoho CRM records are synced as Zoho Books entities, all the fields match perfectly when viewed in Zoho Books.

In case you have created custom fields for your contacts in Zoho CRM that don’t map to any of the default fields under Zoho Books, please remember to create the corresponding custom fields in Zoho Books before starting the sync. These fields will now be displayed for field mapping. See how to create custom fields for your contacts in Zoho Books here

 Mapping fields

Note: You can create up to ten custom fields for your contacts in Zoho Books.

Multicurrency mapping

In case you’ve enabled multicurrency in Zoho CRM, please make sure that the base currency is same as that in Zoho Books before mapping fields.  

Working with Zoho CRM contacts in Zoho Books

View contact information from Zoho CRM

When you create an invoice for a contact imported from Zoho CRM, you can view account information and list of potentials for that particular contact as shown below.

CRM info

Search in Zoho CRM

If you’ve completed the integration, the contacts you imported will be displayed in Zoho Books. However, you can also create a transaction for a contact that you did not import from Zoho CRM. While selecting a customer for a new transaction, an option ‘Search in Zoho CRM’ is listed. Any Zoho CRM contact may be selected from here. Now, this contact is automatically fetched to Zoho Books and can be viewed and updated from here.

 

If you chose to import Accounts and their contacts or Accounts only during integration, you can search for a contact using the account name in Zoho CRM. All contacts under the account name you type will be listed. If you chose to import Contacts only, you can search for Zoho CRM contacts using their first and last name.   Search in Zoho CRM

Sync items

The Zoho CRM - Zoho Books integration also supports two way product sync i.e Zoho Books items exported as Zoho CRM products and vice versa.

Similar to contacts, two way product sync can be customized at the following levels,

Step 1 : Extent of the sync

Extent of the sync

Step 2 : Handling duplicate records

It’s possible that an item in your Zoho Books account has the same name as a product in your Zoho CRM account. In such cases, this particular record is said to be duplicated during the sync. You can choose what you want to do with such records.

As mentioned above, Zoho Books items will be pushed to Zoho CRM first and hence, duplicate records fall in Zoho CRM if the sync is both ways, and in Zoho Books if it is one way.

Duplicate items

Note : If there are duplicates in either your Zoho CRM or Zoho Books account, and the overwrite option is selected, the duplicates will be merged as a single record after sync.

Step 3 : Mapping fields

The final step of customization is the mapping of fields. While this process is manual while importing contacts, field mapping for product sync is automated. Zoho CRM product fields are identified and automatically mapped to Zoho Books item fields before the sync as shown below,

Map items

Entity Triggers

Another handy feature of this integration is the configuration of triggers. For example, you can opt to have an estimate created automatically in Zoho Books every time you create a potential in Zoho CRM and much more by setting up these triggers.

To do this, scroll down past the contact and item configuration sections. Here, you can find the following options under Trigger for other entities. Select what you want to automate in Zoho Books when a potential is won or lost in Zoho CRM.

Entity triggers

Note : If Accounts and their contacts or only Accounts are selected for sync, the potential in Zoho CRM should be associated with an account for the trigger to be automated. Similarly, if only Contacts are selected, the potential should be associated with a contact.

Probability

A potential being won or lost in Zoho CRM depends on the custom field Probability under each potential, and will not work if this field is removed.

For example, lets assume trigger to create invoices automatically is set up. Now if the stage of a potential is marked as closed won in Zoho CRM, probability changes to hundred and an invoice is created in Zoho Books. If the potential is then edited to change the stage to closed lost, the invoice is voided in Zoho Books. Once the invoice has been marked as Sent in Zoho Books, changes made to the potential will no longer affect the invoice.

Probability

Note : Entity triggers will not work in U.S edition organizations.

Settings

Auto-Sync and other options

Fetch contact from Zoho CRM

If you wish to update changes made in Zoho CRM to a single contact rather than run a complete sync, select that particular contact and click on ‘Fetch this contact from Zoho CRM’ as shown below.

Fetch contact from Zoho CRM

 

Pause sync

Importing History

Permission Triggers inside Zoho CRM

Zoho CRM users are associated with a certain profile, such as Sales or Marketing during creation. The admin can modify each profile in order to grant and remove certain privileges. Once a profile is permitted or denied a privilege, this condition is applied to every user under that profile.

Some of these privileges are related to Zoho Books activities (such as creating and sending out sales transactions), that the admin can allow or deny their users. Specific users can be limited to specific responsibilities. Here’s how,

Eg: If the Sales people in your company are to to be restricted to only creating estimates that you can later approve and send out yourself, simply edit the sales profile and disable only the email option. Now, all users with a sales role can create estimates but cannot send them out to prospects

Editing a profile

Here, next to each transaction such as Estimate, Sales order and Invoice is a box that you can check or uncheck in order to allow or deny the following actions respectively.

  1. Create and Edit - Creating and editing the transactions.
  2. View - Viewing the transactions.
  3. Email - Sending out the transactions to customers.

Email restriction

The users under this profile can create and view transactions but cannot email them to contacts in Zoho Books.

Receivables and Payables Summary

Viewing Receivables and Payables summary of your accounts/contacts can similarly be restricted i.e Checking/Unchecking the box next to it will allow/deny the users under that profile from viewing the financial summary of their Zoho CRM accounts and contacts, the data for which is fetched from Zoho Books.

Users for whom this box is checked will be able to view the financial summary of each account or contact as shown below,

Receivables and Payables summary