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Integration with Zoho CRM

As a Zoho CRM and Zoho Invoice customer, you can make use of the extensive invoicing features available in Zoho Invoice by importing the 'accounts' and 'contacts' module from Zoho CRM to Zoho Invoice. Once you invoice the client, the invoice details for the client will be available for you to see in the Zoho CRM account. Key point to be noted here is that, this is a one-way integration allowing 'Accounts' and 'Contacts' module to be pushed to Zoho Invoice and the reverse is not possible.

This is a one-way integration allowing Zoho CRM customers to import accounts and contacts into Zoho Invoice. You can use detailed invoicing features of Zoho Invoice right from within Zoho CRM. Invoices and estimates created for imported customers in Zoho Invoice will also reflect in Zoho CRM. You can also set up workflows for potentials.

  • Create invoice for an account/contact in Zoho CRM.
  • Create estimate for an account/contact in Zoho CRM.
  • View list of all estimates and invoices created for the account/contact in Zoho Invoice.
  • View the estimate and invoice details.
  • Download and view estimates and invoices PDFs in Zoho CRM.
  • Create workflows for Potential in Zoho CRM.
  • View and edit estimates and invoices created for every Potential.

For more information on what data can be viewed, please visit the Zoho CRM - Invoice Integration page.

You can create unlimited invoices and estimates for your contacts and accounts from within Zoho CRM, based on the organization plan you have selected in your Zoho Invoice account. Instructions on how to create the invoices and estimates from within Zoho CRM is available in the Zoho CRM Help Documentation.

If you wish to view the invoices and estimates created for the account/contact, click on the fetch (for the first time) or click refresh icon. It'll list all the invoices and estimates. Just click on the specific document name to view the details.

You can automate the creation of invoices and estimates for Potentials once you activate the workflow for Potential in Zoho CRM setup page.
You can either :

  • Create/Approve/Decline Estimate when a Potential is created/won/lost respectively
  • Create/Void Invoice when a Potential is won/lost respectively
workflow-potential

Estimates and Potentials
If you have selected the first trigger then, when you create a Potential, an estimate is automatically created for the Potential under Zoho Invoice records. When you change the status of the Potential to 'won' and 'lost', the status of the estimate changes to 'Accepted' and 'Declined' respectively.

Potential-estimate

Invoices and Potentials
If you have selected the second trigger then, when a Potential is won, an invoice is automatically created for the Potential under Zoho Invoice records. On changing the status of the Potential to 'lost', the status of the invoice changes to 'void'.
Note:Once the status of the invoice is changed in Zoho Invoice, workflow will not work on the specific invoice.

Invoice-Potential

Edit Invoices/Estimates for Potentials
If you wish to edit the invoice or estimate created for the Potential, just click on the 'edit' button and a pop-up will display the specific invoice or estimate for you to make changes right within Zoho CRM.

Edit-Invoice-Estimate

You can import Accounts and Contacts from Zoho CRM to Zoho Invoice.

  • Go to the 'Customers' tab in Zoho Invoice
  • On the right hand side of the page, select 'Import from Zoho CRM'
  • On the following screen, enter your email address and the ZSC key (generate the ZSC if you do not have it)
  • Check the "Auto-Update" option if you'd like the system to automatically update the imported data every 12 hours from Zoho CRM into Zoho Invoice
  • Auto-update Customers
  • Click the "Import" button

Import takes into consideration the following three scenarios

Case 1 - Account and associated contact

The 'Account' and associated contact will be imported as 'Customer' and 'Contact Person' respectively in Zoho Invoice.

account with associated contact

Case 2 - Standalone Account

Standalone accounts are imported as 'Customer' in Zoho Invoice. Such customer will not have a contact person associated.

Standalone Account

Case 3 - Standalone Contact

Contacts which are not associated to any account in Zoho CRM are imported as 'Customer' and the same will be the 'Contact Person' in Zoho Invoice

Standalone Contacts

Only Accounts and Contacts from CRM can be imported to Invoice. Modules like 'Customers', 'Items', 'Payment Received', products or any other data cannot be imported from Zoho Invoice to Zoho CRM.

If you'd selected for auto-update at the time of importing your contacts and accounts (as shown in the image below), then your Zoho Invoice account is updated with the new information every 12 hours.

Auto-update Customers

Only the following fields in the 'Accounts' and 'Contacts' module are imported from Zoho CRM to Zoho Invoice.

When importing an 'Account'

  • Account Name
  • Phone
  • Fax
  • Billing Address
  • Shipping Address

When importing a 'Contact'

  • Salutation
  • Last Name
  • First Name
  • Email
  • Phone
  • Mobile

If I create a customer record in Zoho Invoice, will it appear in Zoho CRM.

No. As the integration allows for the flow of data from Zoho CRM to Zoho Invoice, customer created in Zoho Invoice will not appear in Zoho CRM.

How do I delete duplicate customers in Zoho Invoice

After the sync, chances are, there might be duplicate customer names in Zoho Invoice account. You cannot delete the duplicate customer. You can however merge customers. Read more about merging contacts.

Can you sync more than one organization in Zoho Invoice to Zoho CRM

No. It is not possible.

Can I import item/ product list/ payment received data from Zoho Invoice to Zoho CRM?

No. Integration allows for the import from Zoho CRM to Zoho Invoice and not the reverse.

Can I import invoices and estimates created in Zoho CRM to Zoho Invoice.

No. It is not possible.

How can I delete a customer in Zoho Invoice which I imported from Zoho CRM?

To delete an imported customer in Zoho Invoice, you will need to first delete the account/contact in Zoho CRM. Once you re-import, the customer in Zoho Invoice would also be deleted. If the customer has any transactions recorded, then the customer will not be deleted but will automatically reflect as inactive customer.

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