How Ubalance managed accounting for 3000 orders in 8 hours with LinkZoho for Zoho Books

The challenge

The entire sales journey of a Ubalance Naturals customer is handled through WooCommerce, from sales order placement to invoice generation prior to shipping. Meanwhile, the corresponding receivables journey, including customer details, sales orders, invoices, and payment receipts, is managed in Zoho Books.

Previously, order statuses were manually updated in Zoho Books to keep sales and accounting data in sync. Although several tools could automate this process, Ubalance Naturals required a solution that could also map corresponding Zoho Books records back to WooCommerce.

The company aimed to enhance operational efficiency, with the primary requirement being seamless integration between the two platforms.

The solution

The company integrated Zoho Books with LinkZoho, an accounts receivable automation tool. Acting as a bridge between WooCommerce and Zoho Books, LinkZoho automatically creates a customer record and sales order whenever an order is successfully placed on the company's WooCommerce-powered website. If the customer already exists, the order is seamlessly mapped to their record in Zoho Books. Once the order is processed, an invoice is generated automatically.

LinkZoho also integrates with Zoho Inventory, ensuring that once a sales order is placed, the relevant items are automatically detected and adjusted in inventory. With Zoho Books' Branching functionality, the warehouse is mapped, and the order is then processed for shipment.

Once the order is completed, an invoice is automatically created and emailed to the customer. The customer can make payment through the company's payment gateway. Upon receipt of payment, the transaction is reflected on both the website and Zoho Books, and a payment receipt is automatically generated in the Zoho Books Banking module.

The order is then processed for shipment. The shipment status and delivery vendor details are stored and tracked in Zoho Books along with the order's AWB number. This triggers an automated email containing delivery details to the customer.

LinkZoho is designed in compliance with Zoho Books' accounting regulations, making it easy to set up trigger-based automation processes. On the taxation front, LinkZoho also helped the company stay GST-compliant by providing access to accurate HSN codes, regional tax norms, and more.

Benefits and ROI

Thanks to the integration, the company significantly improved its workflows by fully automating bookkeeping and accounting processes. They receive 30 or more orders per day, and the generation of customer records, sales orders, invoices, and payment receipts is now seamlessly handled by LinkZoho.

"Each complete invoice created manually in Zoho Books takes around 10-15 minutes per order. With LinkZoho's automation, we save 6-8 hours of manual data entry work every single day. That's more than 200 man-hours monthly. We have achieved 0% data entry errors in Zoho Books for our invoices."

Gurmeet Kaur, Founder and Director, Ubalance Naturals

The chartered accountant team was pleased with the integration, which enabled them to manage the company's books effortlessly and efficiently with error-free data entry. Meanwhile, the testing and quality assurance team was impressed when they were able to create nearly 20,000 records with just a click of a button in Zoho Books.

Gurmeet shared a standout feat that perfectly captures their experience with LinkZoho: Ubalance Naturals received nearly 3,000 orders within 8 hours during the CRED Only Fridays sale event. LinkZoho enabled them to effectively and automatically handle nearly 15,000 accounts receivable tasks within that 8-hour window.

Looking forward

The team is excited about what lies ahead with Zoho Books and LinkZoho and looks forward to further optimizing their customer experience and seamlessly processing orders for enhanced operational efficiency.