## Zoho Invoice — Product, features, payments, integrations, solutions, and help Index

Access the complete documentation index at:
https://www.zoho.com/in/invoice/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Integrate Zoho Invoice with Zoho CRM

When you integrate Zoho Invoice with Zoho CRM, you can view and manage customer and accounting information in one place. This integration improves collaboration between sales and finance teams in your business, allowing them to track deals, create quotes, and invoices without switching between applications.

## Benefits of the Integration

*   Capture all customer information in one place, so you can work on the same information at hand in both the apps.
*   View customer’s key accounting metrics like sales information and outstanding receivables directly from Zoho CRM.
*   Sync transactions between both apps.

* * *

## Set up the Integration

**Prerequisites:** If multi-currency is enabled in Zoho CRM, ensure that the base currency in Zoho CRM matches the one set in Zoho Invoice.

**Insight:** When you integrate, the following data from Zoho Invoice will be shared with Zoho CRM:

*   Your organization name, email address, and your country.
*   All your users’ details.

To set up the CRM integration from Zoho Invoice:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations_.
*   In the _Zoho Apps_ page, click **Connect** next to _Zoho CRM_.
*   In the _Connect to Zoho CRM_ page, click **Select Organization** in the _Zoho CRM Organization_ section.
*   In the _Connect Zoho CRM_ pop-up, select the required _Organization_, and click **Save**.

A two-way sync will be set up, which means that data will be fetched from Zoho CRM into Zoho Invoice and vice-versa.

**Note:** If you want to integrate multiple Zoho Invoice organizations with a Zoho CRM organization, email us at [support@zohoinvoice.com](mailto:support@zohoinvoice.com), and we’ll assist you with the set up. However, this will be a one-way sync, which means that data will be fetched only from Zoho CRM into Zoho Invoice and transaction modules will not be synced during this process.

* * *

## Configure the Modules to be Synced

Once you set up the integration, you can configure the modules to sync between Zoho Invoice and Zoho CRM. To do this:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations & Marketplace_.
*   In the _Zoho Apps_ page, click **Show Details** next to _Zoho CRM_.
*   In the _Configure Module to be Synced_ section, click **Configure Now** next to the required module you want to sync from Zoho CRM into Zoho Invoice.

You can sync data for the following modules from Zoho CRM into Zoho Invoice:

*   [Customers](/in/invoice/help/integrations/crm-integration.html#customers)
*   [Items](/in/invoice/help/integrations/crm-integration.html#items)

### Sync Customers

To sync customer data from Zoho CRM into Zoho Invoice:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations & Marketplace_.
*   In the _Zoho Apps_ page, click **Show Details** next to _Zoho CRM_.
*   In the _Configure Module to be Synced_ section, click **Configure Now** next to _Customers_.
*   In the next page, configure the following preferences:
    *   **Select Module in Zoho CRM:** Select the module you want to sync between Zoho CRM and Zoho Invoice.
        *   **Accounts:** The **Accounts** in Zoho CRM will be fetched as **Customers** in Zoho Invoice with the _Customer Type_ set as **Business**.
        *   **Contacts:** The **Contacts** in Zoho CRM will be fetched as **Customers** in Zoho Invoice with the _Customer Type_ set as **Individual**.
        *   **Accounts & their Contacts:** The **Accounts** and associated **Contacts** in Zoho CRM will be fetched as **Customers** and **Contact Persons** in Zoho Invoice. Check **Include contacts that are not associated to any accounts in Zoho CRM** to sync contacts that are not associated with an account in Zoho CRM. These contacts will be fetched as **Customers** in Zoho Invoice with the _Customer Type_ set as **Individual**.
    *   **Select the extent of sync:** Choose how you want to sync records between both the apps.
        *   **Fetch from CRM:** The records in Zoho CRM will only be fetched into Zoho Invoice. No Zoho Invoice records will be fetched into Zoho CRM. However, any records already pushed to Zoho CRM will remain unaffected.
        *   **Sync both ways:** The records will be synced from Zoho CRM to Zoho Invoice and vice-versa, in which Zoho CRM records will be fetched first.

**Insight:** If you choose two-way sync, a **Customer** with _Customer Type_ set as **Business** in Zoho Invoice will sync with the **Accounts** module in Zoho CRM, and a **Customer** with _Customer Type_ set as **Individual** in Zoho Invoice will sync with the **Contacts** module in Zoho CRM.

*   **Choose how to handle duplicate customers:** When you sync records between Zoho CRM and Zoho Invoice, there might be a record in Zoho CRM that is already present in Zoho Invoice. To resolve this, duplicate records are identified by comparing **Account Name** in Zoho CRM and **Customer Display Name** in Zoho Invoice. Choose how you want to handle duplicate records during the sync:
    *   **Clone:** The duplicate record will be cloned, and will be available along with the existing record.
    *   **Overwrite:** The duplicate record will replace the existing record in Zoho Invoice.
    *   **Skip:** The duplicate record will not be synced, and the existing record will remain unchanged.
*   **Select the view to be synced:** To sync specific records from Zoho CRM, you can create a view and sync that view into Zoho Invoice. If you choose to sync **Accounts & their Contacts**, you can select both the **Account** view and the **Contact** view to sync records.
*   **Map Fields**: Match the fields in Zoho Invoice with the corresponding fields in Zoho CRM. Some fields are mapped automatically, while you must map the remaining fields manually. If certain fields from Zoho CRM can’t be mapped to the default Zoho Invoice fields, [create custom fields](/in/invoice/help/settings/preferences.html#field-customization) in Zoho Invoice. These fields will appear during the mapping process.

**Prerequisite:** If you’ve enabled multi-currency in Zoho CRM, ensure that the base currency in Zoho CRM matches the base currency in Zoho Invoice before mapping the fields.

*   Click **Save and Sync** to start the sync process, or click **Save and Sync Later** if you want to save the preferences now and sync the records later.

The customers will be synced in a while, based on chosen preferences. To check the status of the sync, click **Check Status** under the _Customers_ section.

### Sync Items

You can sync the **Items** in Zoho Invoice with the **Products** in Zoho CRM, similar to customers. To sync items:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations & Marketplace_.
*   In the _Zoho Apps_ page, click **Show Details** next to _Zoho CRM_.
*   In the _Configure Module to be Synced_ section, click **Configure Now** next to _Items_.
*   In the next page, configure the following preferences:
    *   **Select the extent of sync:** Choose how information flows between the two apps.
        *   **Fetch from CRM:** The products in Zoho CRM will only be fetched as Items into Zoho Invoice. No Zoho Invoice records will be fetched into Zoho CRM. However, any records already pushed to Zoho CRM will remain unaffected.
        *   **Sync both ways:** The Items from Zoho Invoice will be synced as Products into Zoho CRM, and vice-versa, in which records from Zoho Invoice will be fetched first.
    *   **Choose how to handle duplicate items:** When you sync data between Zoho CRM and Zoho Invoice, there might be a record in Zoho CRM that is already present in Zoho Invoice. To resolve this, duplicate records are identified by comparing **Product Name** in Zoho CRM and **Item Name** in Zoho Invoice, and the product’s **SKU** in both the apps. Choose how you want to handle duplicate records during the sync.
        *   **Clone:** The duplicate record will be cloned, and will be available along with the existing record.
        *   **Overwrite:** The duplicate record will replace the existing record in Zoho Invoice.
        *   **Skip:** The duplicate record will not be synced, and the existing record will remain unchanged.

**Insight:** If you selected **Sync both ways** in the previous step, Zoho Invoice items will be pushed to Zoho CRM first, which may result in duplicate records in Zoho CRM. For one-way sync, duplicate records will appear in Zoho Invoice.

*   **Select the view to be synced:** To sync specific records from Zoho CRM into Zoho Invoice, you can create a view in Zoho CRM, add products, and sync the view. During the sync, click the **click here to select a view** option and select the required view in the _Select a view_ dropdown.
*   **Map Fields:** Match the fields in Zoho Invoice with the corresponding fields in Zoho CRM. You can also [create custom fields](/in/invoice/help/settings/preferences.html#field-customization) in Zoho Invoice to match the fields in Zoho CRM, if required.

**Insight:** If you want to classify the products in Zoho CRM as goods or services, create a custom field with **Goods** and **Services**. Then, map this custom field for the _Product Type_ field in Zoho Invoice.

*   Click **Save and Sync** to start the sync process, or click **Save and Sync Later** if you want to save the preferences now and sync the records later.

The items will be synced in a while, based on chosen preferences. To check the status of the sync, click **Check Status** under the _Items_ section.

## Sync Options

Once you’ve configured the integration, any new account, contact, or product you add in Zoho CRM will sync into Zoho Invoice every two hours after the initial sync. If you choose to sync transaction modules, they will sync instantly. To do this:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations & Marketplace_.
*   In the _Zoho Apps_ page, click **Show Details** next to _Zoho CRM_.
*   In the _Configure Module to be Synced_ section, select the preferred sync option. They include:
    *   **Instant Sync:** If you’ve added new records and want to update them immediately in the other app, click **Instant Sync**.

**Insight:** To update changes for a specific customer synced from Zoho CRM instead of a full sync, select the required customer in Zoho Invoice, click the _More_ dropdown in the _Details_ page, and select **Re-sync Contact from Zoho CRM**.

*   **Show Sync History:** You can view a detailed sync history, including the number of records added, updated, or deleted, along with the date and time of sync in Zoho Invoice. It also displays if a sync has failed, along with the failure reason.
*   **Pause/Resume Sync:** If you want to temporarily stop syncing records between Zoho Invoice and Zoho CRM, click **Pause Sync**. To start syncing records between the apps again, click **Resume Sync**.
*   **Edit:** You can modify the sync preferences, if required. The updated preferences will apply to the next automatic or manual sync.

**Note:** If you’ve created a record in Zoho Invoice, synced it to Zoho CRM, and then deleted the record in Zoho CRM, the respective record will not be deleted in Zoho Invoice.

## Working With the Integration in Zoho Invoice

Once you set up the integration, you can perform the following actions in Zoho Invoice:

### Access Zoho CRM Customers

Depending on how you choose to sync records, the accounts and contacts from Zoho CRM will be available as **Customers** in Zoho Invoice.

#### Filter by CRM Customers

You can view all the accounts and contacts synced from Zoho CRM into Zoho Invoice as **Customers**. Here’s how:

*   Go to _Sales_ on the left sidebar and select **Customers**.
*   Click the _All Customers_ filter at the top of the page and select **CRM** from the dropdown.

The respective CRM accounts and contacts will be displayed.

#### Search CRM Customers

The customers fetched from Zoho CRM will be available in Zoho Invoice, and you can create transactions for them. However, you can also create transactions for customers not yet imported. Here’s how:

*   Select a transaction you want to create (for example, **Invoices**).
*   Click **\+ New** in the top right corner of the page.
*   In the _New Invoice_ page, click the **Advanced Customer Search** icon in the _Customer Name_ field.
*   In the _Advanced Customer Search_ pop-up, the list of customers from Zoho Invoice and Zoho CRM will be displayed. Select **Zoho CRM** at the top of the pop-up.
*   Enter the **Account Name** and click **Search**.

A list of contacts and accounts associated with the entered account name will be displayed. Select the required contact or account from the list.

Once done, the selected account or contact will be fetched as a customer in Zoho Invoice. Now, you can create sales transactions for them.

**Insight:** If you want to search contacts, the available _Search Criteria_ are **First Name** and **Last Name**. If you want to search for accounts, enter the account name from Zoho CRM. The contacts associated with the respective account will be displayed.

## Working with the Integration in Zoho CRM

When you integrate Zoho Invoice with Zoho CRM, you can sync records between both apps and easily manage them from Zoho CRM. Let’s take a look at the actions you can perform in Zoho CRM.

### Set up User Profiles in Zoho CRM

All Zoho CRM users are assigned a specific profile, such as **Marketing**, **Sales**, **Support**, etc., which controls what actions they can perform on records in Zoho CRM. An admin can create or modify profiles to grant or remove permissions and assign them to users.

**Insight:** Once a profile is permitted or denied a permission, it applies to all users associated with the profile. Learn more about [profiles](https://help.zoho.com/portal/en/kb/crm/security-control/profile-management/articles/create-profile) in Zoho CRM.

You can also set permissions for actions like creating and sending sales transactions in Zoho Invoice. This allows admins to assign permissions based on user’s roles and responsibilities.

For example, if you want a salesperson to create quotes and not send them to their prospects (or customers), you can remove the Send Email permission from the role assigned to the salesperson.

To configure these permissions:

*   Log into your Zoho CRM organisation.
*   Go to **Setup**, and select **Profiles** under _Security Control_.
*   Click on the profile you want to allow or deny permissions.
*   Scroll down to the Zoho Finance Permissions section.

Here, you can enable or disable access to transaction modules for the respective profile. You can also configure individual permissions like **View**, **Create & Edit**, and **Send Email** for each transaction.

For example, if a profile doesn’t have the **Send Email** permission for _Quotes_, users associated with that profile won’t be able to send quotes to customers in Zoho Invoice.

Similarly, you can also restrict a profile from viewing the financial summary of Zoho CRM accounts and contacts (records synced from Zoho Invoice into Zoho CRM). Here’s how:

*   Log in to your Zoho CRM organisation.
*   Go to **Setup**, and select **Profiles** under _Security Control_.
*   Click on the profile you want to allow or deny permissions.
*   Scroll down to the _Zoho Finance Permissions_ section, and slide the toggle near **Receivables and Payables Summary**.

The users associated with the profile won’t be able to view the summary. Only the users associated with a profile that has this option enabled can view the financial summary of each account or contact in their respective _Details_ page.

### Create Transactions in Zoho CRM

**Warning:** Zoho CRM has its own modules for Quotes and Invoices. Transactions created in those modules will not sync with transactions created in the _Zoho Finance_ module. So, two separate sets of transactions will be created for your accounts and contacts in Zoho CRM.

Once integrated, you can create transactions for customers in Zoho Invoice directly from Zoho CRM. Once created, they’ll sync instantly with Zoho Invoice.

You can create a transaction in Zoho CRM in two ways:

*   [From the dedicated module of that transaction](/in/invoice/help/integrations/crm-integration.html#dedicated-module)
*   [From the Accounts or Contacts modules](/in/invoice/help/integrations/crm-integration.html#contacts-module)

#### From the Dedicated Module of That Transaction

To create a transaction:

*   Log into the Zoho CRM organisation that is integrated with Zoho Invoice.
*   Go to the Zoho Finance module, and choose the transaction you want to create from the dropdown (for example, Invoices).
*   Click **Create Invoice** in the top right corner.
*   In the _Create Invoice_ page, fill in the required details.
*   Click **Save and Send** to send it to your customer, or click **Save** and send it later.

The invoice will be created.

#### From the Accounts or Contacts Module

To create a transaction:

*   Click the module for which you want to create a transaction (for example, **Accounts**).
*   Select the required account.
*   In the _Overview_ tab, scroll down to the respective transaction you want to create (for example, **Invoices**), and click **New**.
*   In the **Create Invoice** page, fill in the required details.
*   Click **Save and Send** to send it to your customer, or click **Save** and send it later.

The invoice will be created.

#### Create Quotes

The _Create Quote_ page in Zoho CRM is similar to the one in Zoho Invoice. The quote form is fetched from Zoho Invoice, and fields like **Quote Number** and **Customer Notes** are automatically generated based on your Zoho Invoice settings. Fill in the required details and save the quote.

Once done, click the **Convert** dropdown in the top right corner of the quote’s _Details_ page, and select if you want to convert it to an Invoice. Similar to Zoho Invoice, you can also perform actions like send email, print, mark as sent, and more. Once the quote is accepted, you can mark it as **Accepted**. If not, mark it as **Declined**.

#### Create Invoices

The _Create Invoice_ page in Zoho CRM is similar to the one in Zoho Invoice. The invoice form is fetched from Zoho Invoice, and fields like **Invoice Number** and **Customer Notes** are automatically generated based on your Zoho Invoice settings. Fill in the required details and save the invoice.

Similar to Zoho Invoice, you can also perform actions like send email, print, mark as sent, and more.

### Generate Reports

You can create customised reports in Zoho CRM for the transactions recorded in Zoho Invoice. Here’s how:

*   Go to **Reports**.
*   In the next page, click **Create Report** in the top right corner.
*   In the _Create New Report_ pop-up, select the required module in the _Zoho Finance_ section of the dropdown, and click **Continue**.

You can create custom reports or edit the predefined reports to include data from both Zoho Invoice (including custom fields) and Zoho CRM. Learn how to [create a report in Zoho CRM](https://help.zoho.com/portal/en/kb/crm/analytics-and-dashboards/reports/create-edit-reports/articles/understanding-and-building-reports#Create_Reports).

### Collaboration Between Sales and Finance teams

When you integrate Zoho Invoice with Zoho CRM, it allows your sales and finance teams to share data between the apps at the transaction level. The sales team can view comments related to a specific invoice or quote in Zoho CRM. Similarly, the finance team can see notes, events, and calls related to that transaction in Zoho Invoice.

#### View Comments in Zoho Invoice

Let’s consider an example where a sales transaction is created in Zoho CRM, and notes are added to it. Your finance team can view these details in Zoho Invoice. Here’s how:

*   Log into the Zoho Invoice organisation integrated with Zoho CRM.
*   Navigate to the transaction where you want to view comments.
*   Click the **Zoho CRM** icon in the top right corner of the transaction’s _Details_ page.
*   In the CRM Details pane, click **Notes**.

You can the comments added for the respective transaction.

#### View Comments in Zoho CRM

Let’s consider an example where the finance team has commented on a transaction to communicate with the sales team. To view the comments:

*   Log in to the Zoho CRM organisation integrated with Zoho Invoice.
*   Go to **Zoho Finance** at the top of the page.
*   Navigate to the transaction where you want to view comments.
*   In the transaction’s Details page, navigate to the **Timeline** tab.

You can view the comments added to the transaction in the _History_ section.

## Disable Integration

If you do not want to sync records between Zoho Invoice and Zoho CRM, you can disable it temporarily.

**Warning:** If you’ve enabled syncing of transaction modules, disabling the integration will delete any custom reports, comments, and attachments associated with transactions in the **Zoho Finance** module of Zoho CRM. However, your existing transactions in Zoho Invoice will remain unaffected.

To disable the integration:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations & Marketplace_.
*   In the _Zoho Apps_ page, click **Show Details** next to _Zoho CRM_.
*   Click **Disable Integration** in the _Zoho CRM Organization_ section.
*   In the pop-up that appears, click **Confirm**.

The integration between Zoho CRM and Zoho Invoice will be temporarily disabled. To re-enable the integration:

*   Go to **Settings**.
*   Select **Zoho Apps** under _Integrations & Marketplace_.
*   In the _Zoho Apps_ page, click **Show Details** next to _Zoho CRM_.
*   Click **Enable Integration** in the _Zoho CRM Organization_ section.
*   In the pop-up that appears, click **Confirm**.
*   In the _Connect Zoho CRM_ pop-up, check the **Organization** you want to sync, and click **Save**.

The integration will be enabled again, and data will be synced from Zoho CRM into Zoho Invoice.

## Delete Integration

If you’ve disabled the integration between Zoho Invoice and Zoho CRM and no longer want to sync records, you can delete the integration. Once deleted, the mapping between the records will be permanently removed. This action cannot be undone. If you’ve integrated your Zoho Invoice organization with other Zoho Finance apps, the integration will be removed from those apps as well.

**Prerequisite:** You can delete the integration only if it is disabled.

To delete the integration:

*   Go to _Settings_.
*   Select **Zoho Apps** under _Integrations and Marketplace_.
*   Click **Show Details** next to _Zoho CRM_.
*   Click **Delete Integration** in the _Zoho CRM Organization_ section.
*   In the pop-up, select if you want to convert all synced Zoho CRM records to Zoho Invoice records, or convert only the records with transactions and delete the remaining records.
*   Click **Delete** to confirm.

The integration will be deleted. You’ll also receive an in-app notification when the deletion is complete.