How do I track time for CRM Clients?

Time tracker is integrated with Zoho CRM Leads/Accounts/Contacts/Potential module for you to easily associate a Lead/Account/Contact/Potential for a project directly while adding a job in Zoho People.  You are also allowed to add a custom link in Zoho CRM to use Zoho People. It allows you to view the summary of the client's logged hours. CRM clients can make use of this integration to log hours for daily and weekly work items for various jobs so that, at the end of the day, they will be able to know how much time their employees have totally spent at work on a particular job item. Using time logs, they can create timesheet, get them approved online, generate bills and export bills for payroll purpose.

To integrate Time Tracker with Zoho CRM:

  • From your home screen, go to Time Tracker > Projects/Jobs > Project > Add Project

  • Enter the project name
  • Under Client Name, click on Choose from CRM to select clients from CRM Account/Contact/Potential/Lead
  • Provide Project Cost
  • Select Project Manager from the drop-down list
  • Click Map all users of this project to assign the project to all the users or provide the name of the particular user in Project Users

  • Click Submit

How do I view the jobs assigned in Zoho People from Zoho CRM?

  • Log in to your Zoho CRM account

  • Click Accounts
  • Click respective Account Name

  • Click Add Related List at the bottom of the page

  • Click Custom Functions > Get it from Gallery

  • Click Install on Track your Timesheets Jobs from Zoho People

  • Click Add now

  • Select Account Name from the accountName drop-down list(For Contacts, select Contact Id from the accountName drop-down list)
  • Click Specify custom value and provide authtoken value in authTkn. Learn more to generate authentication token.
  • Click Save

 

 

Now you can view the list of assigned jobs for the specific account in Zoho People through Zoho CRM.

How do I add a custom link in Zoho CRM to use Zoho People?

Adding custom link not only allows you to associate clients for a job directly but also allows you to view the summary of the client's logged hours.

  • Log in to your Zoho CRM account

 

  • Click Setup > Customization > Modules

  • Select Accounts module from the modules list as shown in the image above

  • Click Links and Buttons > Create Your First Link
  • Provide Label name and Description
  • Enter the URL given below

    https://people.zoho.com/people/clientsummary.do?service=ZohoCRM&AccountName=${Accounts.Account Name}

  • Click Save

Note: Only Zoho CRM Enterprise Plan users will be able to add custom links. Check out the Zoho CRM Pricing page for more details.

To view client summary page from Zoho CRM Leads/Accounts/Contacts/Potential module

  • Log in to your Zoho CRM account
  • Click Account > Account Name that you have associated with Zoho People job

The link that you added in Zoho CRM Client Summary will be listed under Links at the left side of the page as shown in the image above.

  • Click on the link to view the client summary page

What is the difference between Client in Zoho People and Account in Zoho CRM?

Accounts in Zoho CRM are companies or departments with which you plan or have business dealings. Accounts holds data of companies' or departments' name, phone number, address, website, industry, number of users, employees, annual revenue etc., You can associate an account with people who are working in the company and with your business potentials. A client in Zoho People is someone for whom you work on a specific job. You can log your employees' time, generate timesheets and send them to clients for billing and payroll process. 

 

Can the hours logged on Time Tracker be converted as attendance entries for the day?

Yes. This is possible through Time Tracker integration with Attendance module. This means that the presence of your employees is notified when they start tracking time for any of the jobs that have been added for them. This eliminates the step of doing a web check-in because, when the employee starts tracking time for a job, it means that the employees has checked-in for the day.

To enable integration of Time Tracker with your attendance module:

  • From your home page, go to Time Tracker > Settings
  • Under Attendance Integration Settings, Enable the option 'Push Timer Entries to Attendance'

Note: This option works only for Time logged using timers.

Can I track the number of hours of work done by an employee on a particular goal?

Time Tracker integration with the Performance Appraisal module helps you do this. While adding goals for your employees in Performance module, you will be able to add new jobs and track time for them using Time Tracker. You can also tag existing jobs to goals and track time for each job added under a goal. Follow the steps given below to track time for jobs added.

  • From your home screen, go to Performance > My Review > Add Goal
  • Enter necessary details and get the goal added

You will see the goals listed under My Review > Goals

  • Click on the add symbol under the Jobs column

  • Click on Add job to add a new job

  • Enter other details like job name, Hours, Start date, End date etc
  • Click Submit
  • Click Associate Jobs to link an existing job

  • Select the jobs that should be associated and click Submit

How do I proceed with billing transactions for the timelogs that I have generated?

Tracking time for jobs done can go a long way in measuring productivity of employees. Using Time Tracker, you can also get an understanding of the Project costs and budgets.

Apart from this, Time Tracker is also integrated with QuickBooks. This integration with QuickBooks allows the following to be done.

1. Time logs from approved timesheets will be pushed as Time Activity or as Time Charge. Employees can be paid out based on the approved timelogs using this integration.

  • The time logs that are created for Clients are pushed as Time Charge in the local currency. The currency defined when the Client was created on Zoho People should be the same as the local currency in QuickBooks (Local currency refers to the currency of the organization as created in QuickBooks). If not, then the time logs will be pushed only as Time Activity.
  • The time logs that are created without being associated with any Clients will be pushed as Time Activity. Payment for Time Activity should be carried out only in QuickBooks.

2. The bills that have been generated in your Zoho People account can be pushed as Invoice into QuickBooks. The currency that will be used in the bill will be the local currency (Local currency refers to the currency of the organization as created in QuickBooks). However, if you would like to push the bill in some other currency, then you can enable the option called "Multicurrency" in QuickBooks.

Given below are the steps to integrate QuickBooks with Zoho People.

  • From your Zoho People home page, go to Settings > Integration > Services > QuickBooks
  • Click Configure under QuickBooks

  • Click on the Connect to QuickBooks button to complete authorization

By doing so, you will be redirected to QuickBooks Online Sign-in page.

Enter your QuickBooks credentials to proceed with the integration.

QuickBooks is now configured successfully with Zoho People and you will be able to push your Time logs and Bills to your QuickBooks online account.

Note: When you integrate with QuickBooks from Zoho People, you will have to ensure that you select the right organization with which you want to connect with Zoho People. All activities like pushing of invoice or pushing of time logs will be done only to the selected organization.

How do I disconnect from QuickBooks and how do I re-connect if needed again?

Follow the steps given below to disconnect

  • From your home page, go to Settings (gear icon) > Integration > Services
  • Click on 'Revoke' under QuickBooks

You are now disconnected from QuickBooks.

To reconnect, follow the steps as given here.

How can I push a bill to QuickBooks for Invoice generation?

Once you have a bill generated in Zoho People, you can follow the steps given below to push the bill to QuickBooks.

 TipClick here to know how to generate a bill.

  • From your home page, go to Time Tracker > Reports > Billing

  • Go to the bill that needs to be pushed and click on the QuickBooks icon

The bill gets pushed as an Invoice to QuickBooks.

Note:

  1. Once the bill is pushed you cannot push the same bill again
  2. If the bill is edited, the invoice in QuickBooks will also be edited
  3. The currency that will be used in the invoice will be the local currency unless you enable the option called "Multicurrency" in QuickBooks.

What are the steps to push a timelog into QuickBooks?

Once you have the timesheet generated and approved, you can push the approved time logs of the timesheets into QuickBooks.

 TipVisit the links given below to know more about the following.

Follow the steps given below to push the time logs.

  • From your home page, go to Time Tracker > Timesheets > My Timesheets
  • Click and go to the Timesheet that needs to be pushed for bill generation 

  • Click on Push to QuickBooks

Note:

  1. The Timelogs in approved timesheet can be pushed to QuickBooks as Time charge / Time Activity
  2. The time logs that are created for Clients are pushed as Time Charge in the local currency. The currency defined when the Client was created on Zoho People should be the same as the local currency in QuickBooks (Local currency refers to the currency of the organization as created in QuickBooks). If not, then the time logs will be pushed only as Time Activity
  3. The time logs that are created without being associated with any Clients will be pushed as Time Activity. Payment for Time Activity should be carried out only in QuickBooks
  4. Time logs can be pushed into QuickBooks only if time activity in QuickBooks is enabled

 

Is it possible to view a list of only the approved time logs to be pushed to QuickBooks?

Yes. This is possible. The billing report gives you the details of all bills generated. These can be pushed to Zoho Books/Zoho Invoice/QuickBooks for Invoice generation. However, the Integration Report lets you filter out just the approved time logs that have to be pushed as Time Activity to QuickBooks.

Follow the steps given below to do this.

  • From your home page, go to Time Tracker > Reports > Integration Report
  • Click on Day/Week as required
  • Click the filter to refine your search based on Clients, Projects, Jobs Status etc

You will be able to see the list of all the approved time logs.

  • Click on the 'Push to QuickBooks' icon to push the approved time logs as time Activity in QuickBooks

Note: The integration tab will be available only if you have integrated Zoho people with QuickBooks.

 

 Tip : Click here to know how to do this integration.  

Once the approved time logs are pushed, you will be able to view them in QuickBooks as shown in the image below. 

How can I have approved time logs pushed to Zoho Books/Zoho Invoice?

Zoho People's integration with Zoho Books and Zoho Invoice makes it easy for you to carry out your billing/invoicing transactions.

How to integrate:

  • From your home page, go to Settings > Integration > Services > Zoho Finance Suite > View Details
  • Click 'Configure' to enable integration for Zoho Books or Zoho Invoice

  • Select the organization to which you would like to push your time logs
  • Click on 'Push time logs automatically when a timesheet is approved' to push approved Time logs to Zoho Books/Zoho Invoice automatically. You can enable the auto-push option, later also (by clicking on Integrations > Services > Zoho Finance Suite > Zoho Books/Zoho Invoice > Edit /Revoke)

  • Click 'Enable'

Once this integration is enabled, all the Employees, Clients, Projects and Jobs will be synced to Zoho Books/Zoho Invoice.

The mapping will be done as explained below:

  • Employees (Users) and Employee Profiles (Non-users) who have a valid email id in Zoho People will be pushed as Employees
  • Clients in Zoho People will be pushed as Contacts in Zoho Books/Zoho Invoice
  • Projects in Zoho People will be pushed as Projects in Zoho Books/Zoho Invoice
  • Jobs in Zoho People will be pushed as Tasks in Zoho Books/Zoho Invoice
  • Time Logs in Zoho People will be pushed as Time Entries in Zoho Books/Zoho Invoice

To revoke integration:

  • From Settings, go to Integration > Services > Zoho Finance Suite
  • Go to Zoho Books/Zoho Invoice and click on 'Edit/Revoke'

  • Click on 'Revoke'

 

How to push time logs:

Click here to see the conditions that should be adhered for the time logs to be pushed 

Manual method I :

  • From your home page, go to Time Tracker > Reports > Integration Report
  • From the drop-down, select Zoho Books Report/Zoho Invoice Report
  • Filter the time logs to be pushed based on User/Clients/Projects
  • Click on the Zoho Books/Zoho Invoice icon under 'Push To'

Manual method II:

  • From your home page, go to Time Tracker >Timesheets > My Timesheets
  • Filter the approved timesheets and click on the required timesheet
  • Click on the 'Push To Zoho Books/Invoice'  option

Now, the approved time logs pertaining to the chosen timesheet will be pushed to the selected service.

Auto-push:

If you have enabled 'Push time logs automatically when a timesheet is approved' option under Integration configuration, then the approved time logs will be pushed automatically as soon as a timesheet is approved.

Note:

  • At a time, only one integration can be enabled(either with Zoho Books/Zoho Invoice)
  • Disabling integration will not affect the already synced data
  • Time logs which are approved, with clients and log hours not equal to 0 can only be pushed
  • Time logs once pushed cannot be re-pushed
  • Any changes made in Zoho People to the already pushed time logs will not have any impact in Zoho Books/Zoho Invoice
  • Time logs which fail Zoho Books/Zoho Invoice validation alone will be skipped, rest of the time logs will be pushed
  • At all points of time, the Time Tracker module in Zoho People should stay enabled for the integration to be enabled and active
  • Ensure that the "Timesheet" module is enabled in the Zoho Books/Zoho Invoice organization with which you are trying to enable integration
  • Ensure that the log hours you are pushing from Zoho People falls within the max log hours you have configured in the Zoho Books/Zoho Invoice organization
  • At any point of time, Clients, Projects and Jobs of Zoho People will be in sync with the integrated Zoho Books/Zoho Invoice organization
  • Projects are pushed to Zoho Books/Zoho Invoice with "Billing method" as "Based on Task Hours"
  • Whenever an org is switched from Zoho Invoice to Zoho Books or vice versa, the same will be updated in Zoho People if the integration is active with that organization
  • Summary of pushed/un-pushed time logs will be sent as a mail to the user who is pushing the time logs from Zoho People to Zoho Books/Zoho Invoice. This mail will be sent only when an admin pushes time logs manually and there is a failure in this action.
  • Only the administrator of the account/ location-based administrator of the account(if any) (configured under User Access Control > Roles) and location-based administrator for Time Tracker module (if any) (Configured under User Access Control > Permissions > Admin Operations) can push time logs to Zoho Books/Zoho Invoice.
  • Only the administrator of the account/Time Tracker settings administrator can enable/disable Zoho Books/Zoho Invoice integration.

 

What is the purpose of integrating with Zoho Projects? What are the steps to integrate?

With the help of Zoho People's integration with Zoho Projects, you can achieve the following: 

  • Import your Projects List from Zoho Projects to Zoho People
  • Log time for these Projects, have time logs created, approved and push the approved time logs back to Zoho Projects

To integrate with Zoho Projects:

  • From your home page, go to Settings > Integration > Services
  • Click on 'Configure' under Zoho Projects

You have now completed the integration.

What are the steps to import Projects from Zoho Projects?

With the help of Zoho People's integration with Zoho Projects, you can pull the list of Projects which belong to your portal in Zoho Projects and have them added along with your projects existing in Zoho People. This helps you track time for the newly added projects from Zoho Projects. The 'Tasks' associated with the Projects will get added as 'Jobs' under the respective Project in Zoho People.

To import Projects from Zoho Projects:

  • From your home page, go to Self Service > Time Tracker > Projects/Jobs > Projects
  • Click on the ellipsis and select 'Import from Zoho Projects'

  • Select your desired Portals and Projects from the drop down and click 'Submit'

Note:  By default, owners of the Tasks become assignees of the Jobs.

Limitations:

  • Those users who are made as Administrators of Time Tracker module under 'Admin Operations' will also be able to do this import from Zoho Projects. However, these user(s) will not be able to set up the first step of integration with Zoho Projects. Only the account administrators will be able to do the initial integration.
  • If the person performing the import is an admin in Zoho Projects then all the Projects and tasks belonging to that portal will get imported . If he/she is a non-admin in Zoho Projects, only the projects in which he/she is part of will get imported,with its corresponding tasks.
  • Deleting a Job(Task)/Project in Zoho Projects does not reflect in Zoho People.
  • The task list and sub-tasks in Zoho Projects will not get imported
  • Changes that were made on imported Projects(and associated Jobs) in Zoho People will be re-set if the User re-imports them

 TipClick here to know more about Admin Operations.

Note: Zoho Projects is integrated with Zoho People's leave module. Click here to know more.

 

How do I push approved Time Logs to Zoho Projects?

Click here to see the conditions that should be adhered to the time logs to be pushed

  • From your home page, go to Time Tracker > Reports > Integration Report
  • From the drop-down, select Zoho Projects
  • Filter the time logs to be pushed based on User/Clients/Projects
  • Click on the Zoho Projects under 'Push To'

​​

Now, the approved time logs pertaining to the chosen project will be pushed to Zoho Projects.

When a Project is created in Zoho Projects from Zoho People, the mapping will be completed as explained below:

  • Employees (Users) and Employee Profiles (Non-users) who have a valid email id in Zoho People will be pushed as Employees in Zoho Projects
  • Projects in Zoho People will be pushed as Projects in Zoho Projects
  • Jobs in Zoho People will be pushed as Tasks in Zoho Projects
  • Time Logs in Zoho People will be pushed as Time Sheets

Limitations

  • Disabling integration will not affect the already pushed data
  • Time logs which are approved, associated with a Project and with long hours between 0 to 100 (hours) can only be pushed
  • Time logs once pushed cannot be re-pushed
  • Any changes made in Zoho People to the already pushed time logs will not have any impact on Zoho Projects
  • Time logs which fail Zoho Projects validation alone will be skipped, rest of the time logs will be pushed
  • Only the administrator of the account/ location-based administrator of the account(if any) (configured under User Access Control > Roles) and location-based administrator for Time Tracker module (if any) (Configured under User Access Control > Permissions > Admin Operations) can push time logs to Zoho Projects.
  • Approved time logs that are pushed from Zoho People will be treated as unapproved time logs in Zoho Projects (In Zoho Projects, the time logs can be approved only by the portal administrator or the project manager).
  • Non-Users (Employee Profiles) will be added to Zoho Projects only if they have a valid email id. While non-users can be part of a Project, they can never be added to a task in Zoho Projects.