Zoho Invoice

Help Docs

Zoho Invoice - Zoho Projects Integration

This integration paves the way towards better accounting for your projects in Zoho Projects.

You’re viewing the help document for the enhanced Zoho Invoice - Zoho Projects integration. If you’ve enabled the integration before 22nd October 2018, then head over to the help document for the old integration.

Benefits of the Integration:

In this page, you will learn about:

Setting Up the Integration

Prerequisite: You must be an admin in both your Zoho Invoice and Zoho Projects accounts.

Before you setup the integration, you’d need to obtain the email address and ZSC key that’s associated with your projects account. To do so, go to your Zoho Projects account and follow these steps:

Setup

Next, from your Zoho Invoice organization:

Connect

Connect

ZSC

ZSC

If you’ve been using a different accounting software, you can select a date before which, your timesheets from Zoho Projects will be marked as Invoiced. The timesheets on or after the selected date will be marked as Unbilled in Zoho Invoice.

You can choose the second option to import all your timesheets as Unbilled.

Now, your Zoho Invoice organization has been connected with your portal in Zoho Invoice.

Note:

Checking the Status of Your Synced Data

It may take a while for the modules to get synced. You can view the status of your integration by clicking Refresh, which will display a Sync in Progress badge if some modules are still getting synced.

Sync

In case you’ve changed any of your credentials for your Zoho Projects account, you can update them by clicking Show Details from the Integrations page and then click Update Credentials.

You can also view details of when each module was synced by clicking Show Sync History.

Sync History

Error Summary

In case something went wrong during the sync, you can view the Error Summary, which contains a module-wise list of all the errors that occurred, along with a reason for their occurrence. To do so:

ZSC

Now, you can view a list of all the errors that occurred in the Error Details page.

ZSC

Creating Transactions for Your Projects in Zoho Projects

Once you finish setting up the integration, all your projects from Zoho Projects, along with their users, tasks and bugs will be available in your Zoho Invoice organization.

To create transactions:

ZSC

From here, you will be able to create transactions for your projects and send them to your clients, if you wish to do so.

These transactions will be instantly available from the Finance tab in Zoho Projects. Similarly, any transactions that are created from Zoho Projects will instantly be available in Zoho Invoice.

ZSC

Disabling the Integration

To disable the Zoho Invoice - Zoho Projects integration:

Re-enable the Integration

Once you’ve disabled the integration, you can re-enable it in case you’d like to connect to Zoho Projects again. To do this:

Now, the integration will be re-enabled for your Zoho Invoice account.

Note: You can re-enable the integration only with the Zoho Projects portal that was connected previously. If you’d like to connect with a different Zoho Projects portal, then write to us at support@zohoinvoice.com and we’ll assist you.

Troubleshooting

The Issue You’re Facing What you can do
Project couldn’t be fetched. Make sure that the project is associated with a primary client. Check if the primary client already exists in Zoho Invoice with a different currency and change the currency if necessary.
Timesheets couldn’t be fetched. Ensure that the timesheets meet these conditions.
Timesheets couldn’t be fetched because the tasks from Zoho Projects exceed the maximum hours per day that can be logged in Zoho Invoice. Go to Settings > Preferences > Projects. Edit the Set maximum hours/day for logging time option as required.
Timesheets could not be fetched because their related tasks or projects could not be fetched. Check out the Error Details page to find out what went wrong while fetching the projects or tasks. Once these errors are fixed, the related timesheets will be fetched.
Tasks could not be fetched because their related projects were not fetched. Check out the Error Details page to find out what went wrong while fetching the project. Once these errors are fixed, the related tasks will be fetched.

Zoho Invoice - Zoho Projects Integration

This section of the help document is for users who have enabled the Zoho Invoice - Zoho Projects integration before 22nd October 2018. An option to migrate to the enhanced integration will be provided soon.

Benefits of this Integration:

When you setup the integration, the following details will be shared with Zoho Projects:

Connecting with Zoho Projects

Portal Settings

ZSC Key

Connect with Zoho Projects

ZSC Key Zoho Invoice

Insight: The list will show all the portals in which you are the Owner.

Zoho Projects Portal

Creating an Invoice from Zoho Invoice for Zoho Projects

Invoice for Zoho Projects

Invoice for Zoho Projects

Insight:If you wish to send the invoice to a customer created in your Zoho Invoice account, leave the customer field blank and create invoice. You can select the customer when the invoice form shows up for editing.

Insight: This will include expenses created in Zoho Projects for the above selected project and customer only.

In the same manner, an invoice created in Zoho Projects will also be reflected in Zoho Invoice. You can view and edit the invoice in your Zoho Invoice account.

Expenses recorded in Zoho Projects will also be reflected in your Zoho Invoice account.

Insight: Once a task is completed and invoiced in Zoho Projects / Zoho Invoice, it cannot be invoiced again in Zoho Invoice / Zoho Projects.

Scenario: This integration is very helpful when you run a company where you have multiple projects running and if you need to generate reports on the invoices and expenses. All the invoices that are created in Zoho Projects will be reflecting in your Zoho Invoice account too, this way you can generate reports from the Reports module in Zoho Invoice. Plus, it gives access to dual mode communication from Zoho Invoice and Zoho Projects in regards with invoices.


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