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Integration with Zoho CRM

Integration with Zoho CRM allows Zoho Books customers to import Accounts and Contacts modules from Zoho CRM to Zoho Books. Read ahead to find out how this integration might benefit you.

Scope of the Integration

You will be able to import all your Accounts and Contacts from Zoho CRM into Zoho Books. Invoices and estimates created in Zoho Books for these imported records can be viewed from Zoho CRM itself.

What you can view in Zoho CRM
  • 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 - Books Integration page.

Create Invoices and Estimates

Integration with Zoho Books will allow you can create unlimited invoices and estimates for your contacts and accounts from within Zoho CRM. Instructions on how to create the invoices and estimates from within Zoho CRM is available in the Zoho CRM Help Documentation.

View Invoices and Estimates

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.

Setup Workflow for Potential

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 Books 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 Books 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 Books, 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
How is data imported in Zoho Books

You can import Accounts and Contacts from Zoho CRM to Zoho Books. Follow the steps mentioned below to import accounts and contacts.

  • Go to the Contacts tab in Zoho Books.
  • On the right 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 Books
  • Auto-update Customers
  • Click the Import button.
What Cannot Be Imported

Apart from Accounts and Contacts no other module can be imported from Zoho CRM to Zoho Books.

Auto-Update Data

If you'd selected for auto-update at the time of importing your contacts and accounts, then your Zoho Books account is updated with the new information every 12 hours.

Fields Imported During Sync

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

When importing an 'Account'

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

When importing a 'Contact'

  • Salutation
  • Last Name
  • First Name
  • Email
  • Phone
  • Mobile
Frequently Asked Questions

If I create a contact record in Zoho Books, will it appear in Zoho CRM.

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

How do I delete duplicate customers in Zoho Books

After the sync, chances are, there might be duplicate customer names in Zoho Books 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 Books to Zoho CRM

No. It is not possible.

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

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

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

No. It is not possible.

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

To delete an imported customer in Zoho Books, you will need to first delete the account/contact in Zoho CRM. Once you re-import, the customer in Zoho Books 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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