Help documentation

Zoho Expense - CRM integration

Click on the below links to easily navigate through the page.

Setting up sync

Connect Zoho CRM

Connect Zoho CRM

A ZSC key is a unique key that facilitates the movement of data between various Zoho products. To generate the ZSC key, navigate to Setup > Extension & APIs > APIs > Zoho Service Communication (ZSC) Key, or click on the link which reads Click here to generate the ZSC key of Zoho CRM.

Generate ZSC key

Copy the key and paste it in the integration screen in Zoho Expense before clicking Save.

Copy ZSC key

Note : If you’re connecting to a Zoho CRM account where you’re a user and not the admin, you can follow the same process as above after obtaining the desired email address and ZSC key from the admin of the Zoho CRM account.

Choosing a module for sync

After entering your credentials, you will have to choose the module that needs to be synced with your Zoho Expense account.

The section has three options. They are:

Accounts - Only the Accounts section from Zoho CRM will be synced to the Customers section in Zoho Expense.

Contacts - Only the Contacts section from Zoho CRM will be synced to the Customers section in Zoho Expense.

Accounts and their Contacts - Both the Accounts and the contacts associated with those account will be synced to the Customers section in Zoho Expense.

Select module in CRM

Note: When ‘Accounts and their Contacts’ option is selected, only the contacts associated with the account selected in Zoho CRM will be chosen for integration. Contacts in Zoho CRM which are not associated with any account are not synced with Zoho Expense.

Extent of the sync

Fetch from CRM - Zoho CRM accounts/contacts will be imported as customers in Zoho Expense. However, no Zoho Expense data will be exported to Zoho CRM.

Sync both ways - Zoho CRM accounts/contacts will be imported to Zoho Expense and vice versa.

Select module in CRM

Handling duplicate records

It’s possible that the account in Zoho CRM being synced already exists as a contact in Zoho Expense and in such cases, the record is said to be duplicated during the sync. You can choose what you want to do with such records,

Clone - The record is cloned and both the original and duplicate records exist.

Overwrite - The duplicate record overwrites the existing record.

Skip - The duplicate record is not synced and the existing record is retained.

handle duplicate records

Note : If there are duplicates in either your Zoho CRM or Zoho Expense account, and the overwrite option is selected, the duplicates will be merged as a single record after sync.

Selecting the view to be synced

The next level of customization is where you can select the View you wish to sync with Zoho Expense. A view in Zoho CRM is a collection of similar records (based on a specified criteria) listed together. Some predefined views include ‘All Accounts’, ‘My Accounts’, ‘Unread Contacts’ etc.

View to be synced

Creating a view for Zoho Expense

If you want to import a few selective contacts from Zoho CRM to Zoho Expense, you can create a new view in Zoho CRM before the integration. This view can consist of the records you want to import to Zoho Expense for creating transactions. Before you create the view, you need to first add a Custom Field to the module of your choice (Accounts/Contacts)

Add custom field in CRM

Edit module layouts in CRM

Add checkbox in CRM

Select module in CRM

View to be synced

During the integration, as soon as you select the module (Accounts, Contacts or Both) to be synced, a list of the corresponding views available in Zoho CRM for the module (predefined as well as User created) will be listed under the drop-down. Select the view you created above to proceed with the import.

Note: When the option ‘Accounts and their Contacts’ is selected, you have the option to select the Account view as well as the Contact view required to be synced. You can manually choose to sync only specific contacts associated with the account view selected, as shown below.

Mapping Fields

The final step of the integration is the mapping of fields. You can map the Zoho CRM fields to their corresponding Zoho Expense fields before setting up the sync. This manual mapping ensures that when the Zoho CRM records are synced as Zoho Expense entities, all the fields match perfectly when viewed in Zoho Expense.

Mapping fields

In case you have created custom fields for your contacts in Zoho CRM that don’t map to any of the default fields under Zoho Expense, please remember to create the corresponding custom fields in Zoho Expense before starting the sync. These fields will now be displayed for field mapping.

Search in Zoho CRM

If you’ve completed the integration, the contacts you imported will be displayed in Zoho Expense. However, you can also create a transaction for a contact that you did not import from Zoho CRM. While selecting a customer for a new transaction, an option ‘Search in Zoho CRM’ is listed. Any Zoho CRM contact may be selected from here. Now, this contact is automatically fetched to Zoho Expense and can be viewed and updated from here.

Search in Zoho CRM

If you chose to import Accounts and their contacts or Accounts only during integration, you can search for a contact using the account name in Zoho CRM. All contacts under the account name you type will be listed. If you chose to import Contacts only, you can search for Zoho CRM contacts using their first and last name.

Auto-sync and other options

Once you’ve configured the integration, any new data you add will be updated via the auto sync feature that occurs once in 24 hours after the initial sync. However, there’s also a manual instant sync option, as shown below, which you can use to sync updated data anytime.

Auto Sync

Disable integration

You can update your credentials or disable the integration by using the options visible under the credentials section. Once this is done, no further data sync will take place between Zoho CRM and Zoho Books.

Disable integration

Importing users from Zoho CRM

Users can be imported from CRM in two ways

Auto-syncing of users

On clicking on the Sync CRM Users button, all users from Zoho CRM will be automatically fetched into Zoho Expense. The number of active members imported will depend upon your subscription plan. Remaining members will be marked ‘inactive’ . It is updated once in 24 hours.

Sync users

After enabling the sync, newly added users in Zoho CRM will be fetched into Zoho Expense during auto-update . However, you can click on Instant sync option as shown below to import users anytime.

Instant sync

Similarly, you can disable the sync by clicking on Disable sync option as shown below. Users will no longer be automatically fetched from Zoho CRM.

Disable sync

Manual Import of users.

You can also import contacts from Zoho CRM in bulk and assign them roles by performing the following steps:

Import CRM users

Import CRM users

Working with Zoho Expense modules in Zoho CRM

On integrating your Zoho Expense account with Zoho CRM, you can record your expenses, add them to a report and submit it for approval, directly from your CRM account. You no longer have to separately login to Zoho Expense to record your expenses each time they are incurred.

The integration is available only in the Professional and Enterprise editions of Zoho CRM.

Click on the links below to navigate through this section:

Accessing Zoho Expense Modules from Zoho CRM

To access Zoho Expense modules from within Zoho CRM, you need to first enable the module sync in Zoho Expense. Perform the following steps to enable the sync:

Syncing Zoho Expense modules

Creating expenses from Zoho CRM

This can be done using two ways:

From the Zoho Expense tab:

Enabling Custom tab

Recording expenses

Enter details into expense

From the Accounts/Contacts/Potentials details:

You can create expenses by performing the below steps from the Accounts/Contacts/Potentials details, depending upon the CRM modules synced with Zoho Expense.

Enter details into expense from details

Creating expense reports from Zoho CRM

This can be done using two ways:

From the Zoho Expense tab:

All the expense reports created in Zoho Expense will be automatically listed in your CRM account and vice-versa. To create expense reports:

Creating new expense report

Creating new expense report

From the Accounts/Contacts details:

Expense reports created for this Account/Contact, both in Zoho Expense and Zoho CRM, will be listed under this section. Perform the following steps to create an expense report:

Enter details into reports from details

Adding expenses to a report

To add your expenses to a report

Adding expenses to a report

Adding expenses to a report in bulk

Submitting a report

This can be done by performing the following steps:

Including expenses to a report

Submitting a report

Deleting expenses

To delete expenses individually, perform the following steps:

Deleting expenses

Deleting expenses in bulk

Note: You can delete only unreported, and unsubmitted expenses.

Using Zoho Expense Reports

Using this integration, you get a clear idea of how much was spent on each deal by running the Zoho Expense reports. Using the default set of reports, you can know who has spent the most/least on acquiring a deal, total amount spent on acquiring deals in a month, money spent on lost potentials etc.

Running Zoho Expense reports in CRM

Select expense modules in CRM

Select expense modules in CRM

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