Zoho Billing - Zoho CRM Integration

Integrate Zoho Billing with Zoho CRM to bridge the gap between your sales and finance teams. This means that you can track and manage key CRM as well as billing management in the same place.

Benefits of the Integration


Set up the Integration

Insight: When you integrate, the following data from Zoho Billing will be shared with Zoho CRM: * Your organisation name, email address, and your country. * All your contacts' details.

To set up the CRM integration from Zoho Billing:

Connect Zoho CRM
Insight: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 this key, click on the link which reads ‘Click here to generate the ZSC key of Zoho CRM’. This will take you to Zoho CRM from where you can get this key.
Zoho CRM ZSC Key
Note: Once you integrate a Zoho Billing organisation with a Zoho CRM organisation, a two-way sync will be established, which means that data will be fetched from Zoho CRM and vice-versa. If you want to integrate multiple Zoho Billing organisations with a Zoho CRM organization, write to us at [support@zohobilling.com](mailto:support@zohobilling.com) and we will help you set up the integration. However, it will be a one-way sync, which means that data will be fetched only from Zoho CRM into Zoho Billing and not vice-versa.
Pro Tip: If you’re connecting to a Zoho CRM account where you’re not an admin user, you can follow the same process as above after obtaining the necessary email address and ZSC key from the admin of that Zoho CRM account.

Configure the Modules to be Synced

After setting up the integration successfully, you can configure the modules that should be synced between Zoho Billing and Zoho CRM.

To do this:

You can sync customers.

Sync Customers

Syncing your customers in Zoho Billing with the accounts/contacts in Zoho CRM is a five step process:

Step 1: Select the module to be synced

Choose the module in Zoho CRM that you want to sync with Zoho Billing:

Note: The Contacts in Zoho CRM will not be synced to Zoho Billing.
Note: The Accounts in Zoho CRM will not be synced to Zoho Billing.

If you choose the extent of sync as both ways, then a “Business” customer in Zoho Billing will be synced with the Accounts module of Zoho CRM, and an “Individual” customer in Zoho Billing will be synced with the Contacts module of Zoho CRM.

Step 2: Select the extent of sync

Choose how information flows between the two apps:

Step 3: Handle duplicate records

When syncing data between both the apps, there might be a record in Zoho CRM which is already present in Zoho Billing. Duplicate records are identified by comparing Account name in Zoho CRM to Customer Display Name in Zoho Billing. Choose how you want to handle such duplicate records:

Step 4: Select a view to be synced

If you want to push only specific records of your Zoho CRM account, you can create a view and choose to sync only that view into Zoho Billing. A view in Zoho CRM is a collection of similar records (based on a specified criteria) listed together. Some of the predefined views such as All Accounts, My Accounts, Recently Created Accounts, will be listed by default when syncing.

When you select the module (Accounts, Contacts, or Both) to be synced, a list of the corresponding views available in Zoho CRM for that module (both predefined and user created) will be listed under the dropdown.

If you had chosen to sync the module ‘Accounts & their Contacts’, you have the option to select the Account view as well as the Contact view required to be synced. You can choose to sync only specific contacts associated with the selected account view.

Step 5: Map fields

Next, you can map the fields in Zoho Billing with the right field in your Zoho CRM organisation. This mapping ensures that when Zoho CRM records are synced as Zoho Billing entities, all the fields match perfectly when viewed in Zoho Billing. A few of the basic fields will be mapped by default, while you can map the rest manually.

If you have certain fields in Zoho CRM that can’t be mapped to any of the default fields in Zoho Billing, you will have to create custom fields in Zoho Billing first. These custom fields will then be displayed when you map the fields.

Map Contacts
Insight: If you have enabled multi-currency in Zoho CRM, then ensure that the base currency is the same as that in Zoho Billing, before mapping the fields.

Once you have completed all these steps, you can click Save and Sync to start the sync process. Click Save and Sync Later if you wish to only save your preferences now and sync them later.

Automate Based on the Deal/Potential’s Stage

While setting up the integration, you can configure triggers to automate a few tasks in Zoho Billing based on the deal/potential’s stage in Zoho CRM. For example, by setting up a trigger, you can opt to have a quote created automatically in Zoho Billing each time you create a potential in Zoho CRM.

Prerequisite: If _Accounts & their Contacts_ or only _Accounts_ is selected for [syncing customers](#sync-contacts), a potential in Zoho CRM should be associated with an Account for the trigger to be automated. Similarly, if only _Contacts_ are selected, a potential should be associated with a Contact in Zoho CRM.

To set up triggers:

Entity Triggers


You can choose the stages at which a quote should be created or accepted:

Decline Quote


You can also automate invoices in Zoho Billing based on the deal’s stage in Zoho CRM. When you choose this option, an invoice will be created in Zoho Billing whenever a deal is won, and the corresponding invoice will be voided when the deal is lost.

Whenever you set up a trigger, an invoice or quote will be created in Zoho Billing with the following details fetched from Zoho CRM.

Zoho Billing Field Zoho Billing - CRM
Customer Name Account or Contact Name
Customer Address Account’s or Contact’s Address
Sales Person Deal Owner
Item Name Deal Name
Item Description Deal Description
Item Rate Deal Amount

The invoice or quote created will also be available under the Zoho Finance module of that particular deal in Zoho CRM.

Insight: A deal being won or lost in Zoho CRM depends on the deal's stage-probability mapping. For example, let's assume that a trigger is set up to create invoices automatically. Now, if the deal's stage is marked as _closed won_ in Zoho CRM, the probability changes to 100 and an invoice is created in Zoho Billing. If the deal is then edited to change the stage to closed lost, the probability changes to 0 and the invoice is voided in Zoho Billing.
Warning: Once an invoice or quote has been marked as Sent in Zoho Billing, any changes made to the potential in Zoho CRM will no longer activate entity triggers for the transaction.

Sync Options

Once you have configured the integration, any new customer, you add will be updated via the sync that occurs once in every 2 hours after the initial sync. However, if you have chosen to sync transaction modules, transactions between both the apps will be synced instantly.

To take control of the other sync options:

A screen with the integration details opens up. Here, you will have the following options:

Pro Tip: If you want to update changes made in Zoho CRM to a single customer rather than run a complete sync, you can select that particular contact in Zoho Billing > Click More > Select **Fetch this contact from Zoho CRM**.
Warning: If you have created a record in Zoho Billing, synced it to Zoho CRM, and delete it later in Zoho CRM, this record will not be deleted in Zoho Billing. Learn more.

Working with the Integration in Zoho Billing

Let’s take a look at the actions you can perform in Zoho Billing once you have set up the integration with Zoho CRM:

Access Zoho CRM Contacts within Zoho Billing

Depending on how you have chosen to sync contacts during the integration setup, your accounts and contacts from Zoho CRM will be available in Zoho Billing.

Filter by CRM contacts

You can view all the accounts imported into Zoho Billing as customers. To do this:

Filter CRM Customers

This can be especially helpful if you want to bulk-update the contacts from CRM contacts alone.

Search Contacts in CRM

The contacts you imported from Zoho CRM will be available in Zoho Billing and you can create transactions for them. However, you can also create a transaction for a contact in Zoho CRM that you did not import yet. Here’s how:

Search CRM Customers

Now, this account will be fetched automatically to Zoho Billing as a customer, and can be viewed and updated from here.

Insight: While configuring [sync preferences for contacts](#sync-contacts) during the setup, if you had chosen to sync only **Contacts**, you can search for Zoho CRM contacts using their first and last names. If you had chosen to sync **Accounts** or **Accounts and their Contacts**, you can search for a contact using the account name in Zoho CRM. All contacts under the account name you type will be listed.

Link Potentials to Transactions

For a business to grow, opportunities or potentials must be converted to customers. Potentials are won or lost depending upon the offers you make. Once you have set up the integration, you can link potentials from your Zoho CRM account, to quotes, sales orders, and invoices in Zoho Billing.

Prerequisites: * Ensure that you have enabled custom modules in your Zoho CRM account. * Check if the deal is linked to the appropriate account/customer in Zoho CRM.

To link a potential:

Link Potential Associate Potential
Pro Tip: You can also view this transaction in your Zoho CRM account by selecting the potential and scrolling down to the Zoho Finance section.
Insight: You can link a potential to multiple quotes, sales orders, and invoices in Zoho Billing.
Dissociate a Potential

To dissociate a potential:

Dissacoiate Potential
Warning: Potentials that were linked using triggers cannot be dissociated.

Disable the Integration

You can choose to disable the Zoho Billing-Zoho CRM integration temporarily. If you disable the integration, there will not be any further data sync between Zoho CRM and Zoho Billing.

Warning: If you have enabled syncing transaction modules, disabling the integration will lead to the deletion of any custom reports and transactions associated with the Zoho Finance module of Zoho CRM. Your existing transactions in Zoho Billing, however, will not be affected.

To disable the integration temporarily:

Disable Itnegration

You can reactivate the integration any time to start the sync, or even integrate a different Zoho Billing organisation to Zoho CRM. You can also change your Zoho CRM credentials by clicking Update Credentials.

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