CRM Help

Zoho Invoice/Books Integration


The Zoho Invoice integration allows you to view and monitor invoices related to customers within your Zoho CRM account. You can also view the payment status of the invoice under the Account, Contact and Potentials details.

Availability

Profile Permission Required: Access to the Invoices Tab that includes View, Create, Edit and Delete permissions.

Note

  • Only users who have View permission for the Invoice tab in Zoho CRM will be able to access the Zoho Invoice/Books integration.

Administrator Functions

The first step in Zoho Invoice/Zoho Books Integration is to configure the portal using the ZSC Key generated in Zoho Invoice/Books.

New to Zoho Invoice/Books? Existing Zoho Invoice/Books Customers?
If you're new to Zoho Invoice/Books, follow these steps:
  • Sign up for Zoho Invoice/Books and create your account
  • Provide Zoho Invoice/Books ZSC Key and the associated email address in CRM
  • Associate an Organization of Zoho Invoice/Books
If you have a Zoho Invoice/Books account, follow these steps:
  • Log in to Zoho Invoice/Books and generate ZSC key
  • Specify Zoho Invoice/Books ZSC Key and the associated email address in Zoho CRM
  • Associate an Organization from Zoho Invoice/Books
OR
  • Get ZSC key from the owner of the Zoho Invoice/Books account
  • Specify the ZSC Key and the associated email address in Zoho CRM

Configure Zoho Invoice/Books Integration in Zoho CRM

The user with Administrator privileges in Zoho CRM can activate either the Zoho Invoice or Zoho Books integration at a time, for the Zoho CRM organization's account.

Part I - To get ZSC Key

  1. Log in to Zoho CRM with administrative privileges.
  2. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Invoice / Zoho Books.
  3. In the Zoho Invoice / Zoho Books page, click Activate Now for either Zoho Invoice or Zoho Books (whichever account you have).

    • If you are new to Zoho Invoice/Books, you need to:
      • Sign up for Zoho Invoice/Books and create organization in it.
      • Generate ZSC Key in Zoho Invoice/Books.
    • If you are an existing user in Zoho Invoice/Books, you need to:
      • Generate ZSC Key in Zoho Invoice/Books
        OR
      • Get the ZSC Key of Zoho Invoice/Books and the associated emails address of the user.

Part II - To set up Zoho Invoice/Books Integration

  1. In the Zoho Invoice / Zoho Books page, under Set Up Zoho Invoice/Books Integration section, do the following:
    • Enter the Zoho Service Communication (ZSC) Key of Zoho Invoice or Zoho Books account.
      If you are activating for Zoho Books, you need to enter the ZSC Key of Zoho Books account.
    • Enter the Email Address associated to the ZSC Key.
    • Click Next.
    • Choose the Organization from the drop-down list.
      All the organizations created in Zoho Invoice/Books will be listed. You can change the organization anytime. Once changed, all the data in Zoho CRM associated to the organization will no longer be available in Zoho CRM. However, it will be accessible in the Zoho Invoice/Books account based on the access privileges of the user.
    • Select a Trigger option from the following:
      • Create/Approve/Decline Estimate when a Potential is created/won/lost respectively
      • Create/Void Invoice when a Potential is won/lost respectively
      • None
  2. Click Save.
    Make sure that you import all Zoho CRM accounts, contacts and potentials to Zoho Invoice/Books. Only then the invoice created for those records will be pulled into Zoho CRM. See Also Import from Zoho CRM

Change Configure Settings

To change configure settings

  1. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Invoice / Zoho Books.
  2. In the Zoho Invoice / Zoho Books page, click the Change link.
  3. In the Configure Settings pop-up, choose one of the following:
    • Create/Approve/Decline Estimate when a Potential is created/won/lost respectively.
    • Create/Void Invoice when a Potential is won/lost respectively.
    • None.

  4. Click Save.

Deactivate Zoho Invoice/Books

As an administrator of Zoho CRM, you can deactivate Zoho Invoice/Books Integration from your CRM account. If you deactivate the Zoho Invoice/Books integration, all the associated data will no longer be available in Zoho CRM.

To deactivate Zoho Invoice/Books

  1. Log in to Zoho CRM with administrative privileges.
  2. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Invoice / Zoho Books.
  3. In the Zoho Invoice / Zoho Books page, click Deactivate Zoho Invoice/Books.
    If you have activated Zoho Invoice, you can deactivate it any time and activate Zoho Books integration.

User Functions

Create Invoices/Estimates

To create an invoice or estimate in Zoho Invoice/Books, you need not log in to Zoho Invoice/Books, you can create one within Zoho CRM.

To create an invoice/estimate

  1. Click Contacts or Accounts module and select a record.
    Please note, that the option to create invoices/estimates is not available in the Potentials Related List.
  2. In the [Record Details] page of the Contacts or Accounts module, go to the Zoho Invoice/Books Related List.
    All the invoices associated to the record will be listed.
  3. Click the Refresh icon, whenever required to refresh the list.

  4. Click the New Invoice/Estimate/Sales Order link.
    Sales Order will be available only for Zoho Books integrtation and not for Zoho Invoice Integration. You need to enable it under Zoho Books' settings.
  5. In the New Invoice/Estimate/Sales Order pop up box, enter the details. See Also Online Help - Zoho Invoice
  6. Click Save.

View Invoices

Once the Zoho Invoice/Books integration is configured, the users can view the invoices and estimates under the individual accounts, contacts and potentials. Please note that this feature will be available only to users who have View permission for the Invoice tab in Zoho CRM. Make sure that you have imported the account records from Zoho CRM to Zoho Invoice/Books before you associate the invoices.

To view invoices

  1. Click Contacts, Accounts or Potentials module and select a record.
  2. In the [Record Details] page of the Contacts, Accounts or Potentials module, go to the Zoho Invoice/Books Related List.
    All the invoices associated to the record will be listed.
  3. Click the Refresh icon next to the Zoho Invoice/Books Related List.
  4. Move the mouse pointer to a record and click (pdf file icon) to download the invoice/estimate as a PDF.
  5. Click the Invoice number to view the invoice in detail.
  6. Click the Estimate number to view the estimate in detail.

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