Zoho Books - Zoho CRM Integration

Integrate Zoho Books 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 accounting information in the same place.

Benefits of the Integration

Prerequisites

Set up the Integration

Note: When you integrate, the following data from Zoho Books will be shared with Zoho CRM:

To set up the CRM integration from Zoho Books:

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

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 Books and Zoho CRM.

To do this:

You can sync customers, vendors, and items.

Configure modules for integration

Sync Customers

Syncing your customers in Zoho Books 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 Books:

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

Sync Contacts
Step 2 : Select the extent of sync

Choose how information flows between the two apps:

Sync Contacts
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 Books. Duplicate records are identified by comparing Account name in Zoho CRM to Customer Display Name in Zoho Books. Choose how you want to handle such duplicate records:

Sync Contacts
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 Books. 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.

Pro Tip: Learn how you can create a view in Zoho CRM to import only select accounts/contacts into Zoho Books. You can also read more about views from Zoho CRM’s help resource.

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.

Sync Contacts
Step 5 : Map fields

Next, you can map the fields in Zoho Books with the right field in your Zoho CRM organisation. This mapping ensures that when Zoho CRM records are synced as Zoho Books entities, all the fields match perfectly when viewed in Zoho Books. 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 Books, you will have to create custom fields in Zoho Books 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 Books, 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.

Sync Vendors

Syncing vendors in Zoho CRM to vendors in Zoho Books is similar to how you synced customers. It is a four step process which involves:

Sync Vendors

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 only to save your preferences now and sync them later.

Sync Items

You can sync your items in Zoho Books with the products in Zoho CRM. It is a four step process, similar to how you synced customers or vendors:

Step 1 : Select the extent of sync

Choose how information flows between the two apps:

Sync Items
Step 2 : Handle duplicate records

When syncing data between both the apps, an item in Zoho Books might have the same name as a product in Zoho CRM. In such cases, this particular record is said to be duplicated during the sync.

Insight: If you had chosen to sync both ways in the previous step, Zoho Books items will be pushed to Zoho CRM first and hence, duplicate records will fall in Zoho CRM. If it is a one way sync, the duplicate records will be in Zoho Books.

You can choose what you want to do with such duplicate records:

Sync Items
Step 4 : Select a view to be synced

If you want to push only specific Zoho CRM products, you can create a view and choose to sync only that view into Zoho Books. A view in Zoho CRM is a collection of similar records (based on a specified criteria) listed together. Visit their help resource to learn how to create a view in Zoho CRM.

Sync Items
Step 5 : Map fields

Next, you can map an item’s fields in Zoho Books with the right field in your Zoho CRM account. A few of the basic fields will be mapped by default, while you can map the rest manually.

Insight: Unlike Zoho Books, the products in Zoho CRM are not categorized based on the item type. If you want to classify the products fetched from CRM as goods and services, you have to create a custom field for the products in Zoho CRM with the values as “Goods” and “Services”. Then, map this custom field with the Product Type field of Zoho Books.

Sync Items

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 only to save your preferences now and sync them later.

Sync Transaction Modules

Once you have synced your customers, vendors, and items, you can start syncing the transaction modules between Zoho Books and Zoho CRM. The modules in Zoho Books such as invoices, estimates, sales orders, and purchase orders can be accessed from Zoho CRM. To enable this:

Sync Transactions

Now, these modules can be accessed from the Zoho Finance module inside Zoho CRM. Only the transactions created in this module in Zoho CRM will be fetched to Zoho Books during syncing.

Insight: If you have created custom fields for these transactions in Zoho Books, they will be available in Zoho CRM as well.

Automate Based on the Deal/Potential’s Stage

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

Prerequisite: If Accounts & their Contacts or only Accounts is selected for syncing customers, 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

Estimate

You can choose the stages at which an estimate should be created or accepted:

Decline Estimate

Invoice

You can also automate invoices in Zoho Books based on the deal’s stage in Zoho CRM. When you choose this option, an invoice will be created in Zoho Books 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 estimate will be created in Zoho Books with the following details fetched from Zoho CRM.

Zoho Books Field Zoho Books 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 estimate 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 Books. 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 Books.

Warning: Once an invoice or estimate has been marked as Sent in Zoho Books, 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, vendor, or item 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:

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/vendor rather than run a complete sync, you can select that particular contact in Zoho Books > Click More > Select Fetch this contact from Zoho CRM.

Warning: If you have created a record in Zoho Books, synced it to Zoho CRM, and delete it later in Zoho CRM, this record will not be deleted in Zoho Books. Learn more.

Working with the Integration in Zoho Books

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

Access Zoho CRM Contacts within Zoho Books

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

Filter by CRM contacts

You can view all the accounts imported into Zoho Books 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. Similarly, you can filter out and view just the Vendors from CRM in the Vendors module.

Search Contacts in CRM

The contacts you imported from Zoho CRM will be available in Zoho Books 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 Search CRM Customers

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

Insight: While configuring sync preferences for 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.

Similarly, you can create purchase transactions for vendors that have not been fetched yet from Zoho CRM.

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 estimates, sales orders, and invoices in Zoho Books.

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 estimates, sales orders, and invoices in Zoho Books.

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 Books-Zoho CRM integration temporarily. If you disable the integration, there will not be any further data sync between Zoho CRM and Zoho Books.

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 Books, 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 Books organisation to Zoho CRM. You can also change your Zoho CRM credentials by clicking Update Credentials.

Connect your sales and accounting platform with Zoho CRM integration.


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