Automate Zoho Billing Workflow Using Zapier

Zapier is a web-based service that helps you automate different tasks in two different apps. Whenever a task is performed in one application, you can automate another task to be performed in another application.

Scenario 1: Patricia is the Sales Manager at Zylker Corporation, a web design company. She wants all the customers that are added to her Zoho Billing account to be added to her Zoho Campaigns account as well so that she can send them promotional emails about the latest offers. To do this, she creates a Zap with the following details:

Trigger - New Customer (Zoho Billing)
Action - Add/Update Contact (Zoho Campaigns)

Scenario 2: Charles is the E-commerce Manager at Zylker Electronics, an online store that sells gadgets through their WooCommerce website. He wants every new customer who places an order on WooCommerce to automatically be created as a customer in Zoho Billing so that invoices, subscriptions, and payment tracking can be managed centrally. To do this, he creates a Zap with the following details:

Trigger – New Order (WooCommerce)
Action – Create/Update Customer (Zoho Billing)

Set up the Automation

To automate your workflows using Zapier:

Log in to your Zoho Billing organization.
Go to Settings by clicking the Gear icon in the top-right corner.
Select Other Apps under Integrations & Marketplace in the Extension and Developer Data pane.
Click Try Now next to Zapier.
You will be redirected to the Zapier site.
Sign up for a Zapier account or sign in if you already have one.
Click Create and select Zaps to create a new zap.

To add Zoho Billing as your trigger app:

Click Trigger.
Search for Zoho Billing to add it as your trigger app.
Choose an event.
In the Account field, click Sign In.
- Select the domain in which your Zoho account resides.
- Click Yes, Continue to Zoho Billing.
- In the page that follows, mark I allow Zoho Billing - Zapier Integration to access the above data from my Zoho account.
- Click Accept to complete the setup.
- You will be redirected to Zapier.
Click Continue.
Select your organization in the Configure tab and click Continue.
Click Test Trigger in the Test tab to complete the event setup.
Similarly configure the other events to complete the workflow.
Click Publish in the top-right corner to publish your zap.

To add Zoho Billing as your action app:

Click Action.
Search for Zoho Billing to add it as your action app.
Choose an event.
In the Account field, click Sign In.
- Select the domain in which your Zoho account resides.
- Click Yes, Continue to Zoho Billing.
- In the page that follows, mark I allow Zoho Billing - Zapier Integration to access the above data from my Zoho account.
- Click Accept to complete the setup.
- You will be redirected to Zapier.
Click Continue.
Enter all the required details in the Configure tab and click Continue.
Click Test step in the Test tab to complete the event setup.
Similarly configure the other events to complete the workflow.
Click Publish in the top-right corner to publish your zap.

To rename, duplicate, copy and delete a zap, click the More icon next to the zap event and choose the desired action.

Supported Triggers and Actions for Zoho Billing

Triggers

Let’s have a look at some of the triggers that are supported in Zoho Billing.

Cancel Subscription - Triggers when a subscription is cancelled.
Invoice Paid - Triggers when a invoice is paid.
New Credit Note - Triggers when a new credit note is created.
New Customer - Triggers when a new customer is created.
New Invoice - Triggers when a new invoice is created.
New Item - Triggers when a new item is created.
New Project - Triggers when a new project is created.
New Quote - Triggers when a new quote is created.
New Retainer Invoice - Triggers a new retainer invoice created.
New Subscription - Triggers a new subscription is created.
Pause Subscription - Triggers when a subscription is paused.
Payment Failure - Triggers when there is an error while processing payments.
Payment Success - Triggers when a payment is received successfully.
Resume Subscription - Triggers when a paused subscription is resumed.
Subscription About to Expire - Triggers 3 days before the subscription expiry date.
Subscription About to Renew - Triggers 5 days before the subscription renewal date.
Subscription Activation - Triggers when a subscription is activated either after a trial ends or when a future-dated subscription becomes active.
Subscription Downgrade - Triggers when a subscription is downgraded.
Subscription Expired - Triggers when a subscription is expired.
Subscription Reactivated - Triggers when a subscription is reactivated.
Subscription Renewal - Triggers when a subscription is renewed.
Subscription Upgrade - Triggers when a subscription is upgraded.
Update Customer - Triggers when a customer is updated.
Update Invoice - Triggers when an invoice is updated.
Void Invoice - Triggers when an invoice is voided.

Actions

Let’s have a look at the actions that can be performed based on the triggers.

Create

Add Charge - Charges a one-time amount for the subscription.
Associate Coupon - Associates a coupon to the required subscription.
Cancel Invoice WriteOff - Cancels the write off amount for an invoice.
Cancel Subscription - Cancels a subscription.
Create New Item - Creates a new item in your orgainzation.
Create a new Quote - Creates a new quote in your organization.
Create Credit Note - Creates a new credit note in your organization.
Create Customer - Creates a new customer in your organization.
Create New Invoice - Creates a new invoice in your organization.
Create Retainer Invoice - Creates a new retainer invoice in your organization.
Create Subscription - Creates a new subscription in your organization.
Dissociate Coupon - Dissociates the coupon applied to the subscription.
Email an Invoice - Sends invoice to the associated customers via email.
Fetch Customers - Fetches the required customer’s details.
Fetch Invoice - Fetches the required invoice details.
Fetch Subscription - Fetches the required subscription details.
Invoice WriteOff - Writes off the balance amount of an invoice.
Mark Invoice as Sent - Marks the required invoice as sent.
Postpone Renewal - Postpones the required subscription renewal date (billing date) thereby extending the subscription date.
Reactivate Subscription - Reactivates the non-renewing subscription.
Record Payment - Makes payment to an invoice.
Update Customer - Updates an existing customer.
Update Customer Status - Updates a customer’s status to either Active or Inactive.
Update Invoice - Updates an existing invoice.
Update Subscription - Updates a existing subscription.
Void Invoice - Marks an invoice as Void.

Search

Find Customer - Finds a customer.
Find Invoice - Finds an invoice.
Find Subscription - Finds a subscription. You can enter the subscription number or reference number to search.

Delete a Zap

If you no longer need a zap, you can delete it. Here’s how:

From the Home page of Zapier, go to Assets on the left sidebar.
Click Zaps under Assets.
Click the More icon next to the zap you want to delete.
Select Delete.
Click Delete Zap to confirm the action.

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