Zoho Books module in Zoho CRM

The Zoho Books-CRM integration is aimed at simplifying the process of carrying out transactions in Zoho Books from inside Zoho CRM. This integration will allow you to create transactions in Zoho Books and sync it with Zoho CRM and vice versa.

Before we begin, please click here to know how to set up the Zoho Books-CRM integration.

To enable Zoho Books - Zoho CRM integration,

Enable-finance-integ

Enable-finance-integ

Enable-module

In the next few steps, you will be learning about:

Estimates:

There are two methods to raise an estimate in Zoho CRM.

Estimates Books

Estimates Contacts

Create Estimate:

The Create Estimate page in Zoho CRM is similar to the one in Zoho Books. The estimate form that you see is fetched from your Zoho Books account.

Create Estimate-CRM

Estimate Owner: Select a CRM user from the drop-down.

Account Name: Select an account name by clicking on the Search icon and pick one from the window which opens up.

Deal Name: Select a Deal name by clicking on the Search icon and pick one from the window which opens up.

Estimate Number: The estimate number is generated based on its settings in Zoho Books.

Reference Number: Enter a reference number, if necessary.

Estimate Date: Enter the estimate date. By default, the current date is selected. If you wish to change it, click on the box to select a date from the calendar.

Expiry Date: Select the expiry date of the estimate.

Items and Charges: Select one of the items fetched from Zoho Books in the drop-down. Also add any discount, shipping charges or adjustments if available.

Customer Notes: Leave a message, perhaps a “Thank You Note” for your customer in this field. The contents of this field will be fetched from Zoho Books if its available.

Terms & Conditions: Mention the terms and conditions of your organization in this field. The contents of this field will be fetched from Zoho Books if its available. Finally, clicking on Save will save the estimate as a Draft . This estimate will also be available in your Zoho Books account.

Estimate Actions

Click on the Email button to email the estimate to your client. The status of the estimate would now be changed to Sent.

Covert Estimate:

You can convert your estimate into an invoice or sales order

Estimates Convert

Invoices:

There are two methods to create invoices in Zoho CRM,

Invoice Books

Invoice Contacts

Create Invoice:

The Create Invoice page in Zoho CRM is similar to the one in Zoho Books. The invoice form that you see is fetched from your Zoho Books account.

Create Invoice

Invoice Owner: Select a CRM user from the drop-down.

Account Name: Select an account name by clicking on the Search icon and pick one from the window which opens up.

Deal Name: Select a Deal name by clicking on the Search icon and pick one from the window which opens up.

Invoice Number: The invoice number is generated based on its settings in Zoho Books.

Order Number: Enter an order number, if necessary.

Invoice Date: Enter the invoice date. By default, the current date is selected. If you wish to change it, click on the box to select a date from the calendar.

Payment Terms: You can set the due date of the invoice by selecting one of the options in the terms drop-down. Select Custom under the Terms drop-down to set a custom due date.

Items and Charges: Select one of the items fetched from Zoho Books in the drop-down. Also add any discount, shipping charges or adjustments if available.

Customer Notes: Leave a message, perhaps a “Thank You Note” for your customer in this field. The contents of this field will be fetched from Zoho Books if its available.

Terms & Conditions: Mention the terms and conditions of your organization in this field. The contents of this field will be fetched from Zoho Books if its available. Finally, clicking on Save will save the invoice as a Draft. This invoice will also be available in your Zoho Books account.

Invoice Actions

Click on the Email button to email the invoice to your client. The status of the invoice would now be changed to Sent.

Sales Orders:

There are two methods to create sales orders in Zoho CRM,

Sales Order Books

Sales Order Contacts

Create Sales Orders:

The Create Sales Order page in Zoho CRM is similar to the one in Zoho Books. The sales order form that you see is fetched from your Zoho Books account.

Create Sales Order

Sales Order Owner: Select a CRM user from the drop-down.

Account Name: Select an account name by clicking on the Search icon and pick one from the window which opens up.

Deal Name: Select a Deal name by clicking on the Search icon and pick one from the window which opens up.

Sales Order Number: The sales order number is generated based on its settings in Zoho Books.

Reference Number: Enter a reference number, if necessary.

Sales Order Date: Enter the sales order date. By default, the current date is selected. If you wish to change it, click on the box to select a date from the calendar.

Shipment Date: Enter the date on which the item will be shipped.

Delivery Method: Select the delivery method. Please note that this field will be fetched from Zoho Books.

Items and Charges: Select one of the items fetched from Zoho Books in the drop-down. Also add any discount, shipping charges or adjustments if available.

Customer Notes: Leave a message, perhaps a “Thank You Note” for your customer in this field. The contents of this field will be fetched from Zoho Books if its available.

Terms & Conditions: Mention the terms and conditions of your organization in this field. The contents of this field will be fetched from Zoho Books if its available.

Finally, clicking on Save will save the sales order as a Draft. This invoice will also be available in your Zoho Books account.

Sales Order Actions

Click on the Email button to email the sales order to your client. The status of the sales order would now be changed to Sent.

Convert Sales Order:

You can Convert your sales order into an invoice.

Sales Order convert

Purchase Orders:

There are two methods to raise an purchase order in Zoho CRM.

PO Books

PO Vendors

Create Purchase Order:

The Create Purchase Order page in Zoho CRM is similar to the one in Zoho Books. The purchase order form that you see is fetched from your Zoho Books account.

Create PO-CRM

Purchase Order Owner: Select a CRM user from the drop-down.

Vendor Name: Select a vendor name by clicking on the Search icon and pick one from the window which opens up.

Purchase Order Number: The purchase order number is generated based on its settings in Zoho Books.

Order Number: Enter a reference number, if necessary.

Purchase Order Date: Enter the purchase order date. By default, the current date is selected. If you wish to change it, click on the box to select a date from the calendar.

Delivery Date: Select a date on which the order must be delivered.

Items and Charges: Select one of the items fetched from Zoho Books in the drop-down.

Terms & Conditions: Mention the terms and conditions of your organization in this field. The contents of this field will be fetched from Zoho Books if its available.

Deliver To: Select where you want to have the order delivered. If you’re placing the order for your company, select your Organization address. If you’re placing an order on behalf of a customer, select Customer and choose the customer name from the drop-down.

Notes: Leave a message, perhaps some special requirements/instructions for your vendor in this field. The contents of this field will be fetched from Zoho Books if its already available.

Finally, clicking on Save will save the purchase order as a Draft . This purchase order will also be available in your Zoho Books account.

PO Actions

Click on the Email button to email the purchase order to your vendor. The status of the purchase order would now be changed to Sent.

Other Actions:

More Options

You can print, email, clone or export your transactions as PDF by clicking on the more button button.

more options

Attaching files

You may also attach files from your computer or from Zoho Docs/Google Drive, create notes, assign tasks, add events or log a call made to the customer. You also have the option to export it as a PDF file or print the estimate/invoices/sales orders.

Custom Other Actions

Creating a transaction in Zoho Books:

The process of creating a transaction in Zoho Books is fairly simple. Click on the Sales module and select Estimates/Invoices/Sales Orders and Purchase Orders from the Purchases module. Click on + New and fill in the details in the screen that follows. However, when you integrate your Zoho Books account with Zoho CRM, the Sales Person field will be replaced by CRM Owner.

Transaction Books

Select a user from the drop-down. If it is not displayed, click on the refresh icon next to the box to fetch the users from Zoho CRM. Please note that when you select a CRM owner in Zoho Books, he/she will be made the owner in Zoho CRM as well and the corresponding heirarchy will be applicable.

Finally click Save to save the transaction. This transaction would now appear in your Zoho CRM account.

Creating and Editing a View:

You can filter the estimates/invoices/sales orders/purchase orders based on the module by selecting one of them from the drop-down. You also have the option to create or edit a view in the Estimates/Invoices/Sales Orders/Purchase Orders tab of the Zoho Books module.

Filter

Create View

You can create a new view by hovering the cursor near the drop-down and selecting the “Create View” option.

Create View Link

Select the fields that you wish to display as columns.

Create New View

View Name: Give a name for the view that you wish to create.

Choose Columns: Select the fields from the list of available columns and click on Add.

“Who can see this view?”: Select any of the options to choose who can see this view.

Specify Criteria: You can also specify a criteria based on which this view would be displayed.

Finally click on Save to save the New View.

Edit View

You can edit a view by hovering the cursor near the drop-down and selecting the “Edit” option.

Edit View Link

You can edit an existing View by selecting the fields from the list of available columns and click on Add. Finally click Save to save the view.

Edit View

Reports:

The Reports module in Zoho CRM now supports the option of creating customized reports for transactions done in Zoho Books.

Go to the Reports module in Zoho CRM and scroll down to the Zoho Books Reports option and click on the + icon.

Reports List

Select one of the following options to generate a report,

Click on Create Report to create a custom report based on your preference.

Create Report

Under the Select Module drop-down, select either Estimates, Invoices or Sales Orders from the Zoho Books module. Select any 3 Related Modules and click on Continue.

Report-Module

Select the Edit option to change the Folder Name and Description.

Edit Report

Select the Customize option to change the Report Type, Columns, Columns to Total and Criteria.

Customize Report

Finally, click Save to save the settings or click Run to generate the report.

CRM Report

Dashboards

The Dashboards module in Zoho CRM allows you to get a glance of how your business is flourishing with Graphs and Pie Charts. The information used to create these diagrams are fetched from the corresponding reports.

To view the dashboard for the Zoho Books module in Zoho CRM, go to the Dashboards module and select Zoho Books Dashboards from the Switch to Dashboard drop-down.

Dasboard Drop-Down

The dashboard will display bar graphs and pie charts based on the reports that you have in your Zoho CRM account.

CRM Books Dashboard

Click here to know more about dashboards in Zoho CRM.

Note: While setting up sync, if you choose “Accounts & their Contacts” or “Accounts only”, “Account Name” field will appear under the Zoho Books module in Zoho CRM.

If you choose the “Contacts only” option, then the “Account Name” field will be replaced by “Contact Name” field.

Also, when “Accounts & their Contacts” option has been selected, it is not possible to create estimates/invoices/sales orders for contacts if they have not been associated to any account.

Collaboration between sales and finance teams on a transaction level

Zoho Books - Zoho CRM integration allows the sales team and the finance team to collaborate on a transaction level. Once you enable Zoho Books module in Zoho CRM, the sales team will be able to see the comments made related to a particular Invoice,Estimate or a sales order. Similarly, the finance team will be able to see the notes, events and calls made pertaining to that particular transaction.

Once an Invoice ,Estimate or Sales order is created in Zoho Books or Zoho CRM, it is synced and stored in both the places. The changes made to the transactions will be reflected in both.

Viewing comments in Zoho Books

Let’s consider an example where an Invoice, Estimate or sales order is created in Zoho CRM and notes had been added to it. The finance team can see the transaction in Zoho Books by following the steps mentioned below:

CRM Books details

Viewing Comments in Zoho CRM

Let’s consider a situation where the finance team has commented on a transaction to communicate with the sales team. The comment can be viewed by

CRM Books Comments

Was this document helpful?
Yes
No
Thank you for your feedback!
Want a feature?
Suggest
Switch to smart accounting software. Switch to Zoho Books.   Start my free 14-day trial
Zoho Books

Online accounting software
for small businesses.

Maybe Later