Integrate Zoho Billing With Sage Accounting
Note: This integration is currently available only in the UK edition of Zoho Billing.
Integrating Zoho Billing with Sage Accounting allows you to keep your transaction data in sync across both the platforms with minimal efforts. This integration syncs customer details, invoices and payments automatically, reducing errors. It also simplifies tax compliance, revenue tracking, reconciliation, and financial reporting, making financial management more efficient.
By integrating Zoho Billing with Sage Accounting, you can:
- Automatically sync invoices, payments, and customer details between Zoho Billing and Sage Accounting.
- Match invoices and payments between both platforms effortlessly and ensure accurate financial records and avoid discrepancies.
- Ensure accurate tax calculations and generate financial reports for tax filing.
- Track cash flows and gain insights into revenue, expenses, and outstanding payments.
Prerequisite:
- You must have an active Sage Accounting account.
- Your Sage organization with which you wish to integrate, must have the location as same as your Zoho Billing organization.
- Ensure that the base currency of both these organizations is the same.
Set Up the Integration
Note:
- You should be logged in to your Sage organization while setting up the integration in Zoho Billing.
- You cannot connect multiple Sage organizations to your Zoho Billing organization and vice versa.
Here’s how to set up the integration:
- Log in to your Zoho Billing organization.
- Go to Settings.
- Select Accounting under Integrations & Marketplace in the Extension and Developer Data pane.
- Click Connect to Sage under Sage.
- You will be redirected to the Sage login page. Select your country to proceed.
- Enter your email address and other credentials to log in.
You will then be redirected back to your Zoho Billing organization, where you can configure the integration.
Configure the Integration
Now that you’ve connected Zoho Billing with Sage, you can go on and choose what data should be imported from and exported to Sage.
- Choose the date from which you want your data to be exported in the Export Data From field.
- Select the frequency in which you would like the data to be synced from the Sync Frequency dropdown.
Import from Sage
Since you need to account for your transactions in Zoho Billing, you need to import the accounts and customers you have in Sage Accounting.
- Chart of Accounts: By default, all your accounts in Sage Accounting will be imported into Zoho Billing. These accounts will be available under the Account dropdown when you create an item in Zoho Billing.
- Customers: If you have customers in your Sage organization, you can choose to import them to Zoho Billing so you can create transactions for them. If you select this option, your customers in Sage will be created as new customers in Zoho Billing automatically. Your existing customers in Zoho Billing will be retained as they are.
Export to Sage
You can export your Zoho Billing transactions to Sage Accounting to ensure they’re accurately recorded in your accounting software.
Modules
- Mark the Invoices and Payments, and Credit Notes checkbox, if you want to export them from Zoho Billing to Sage Accounting.
Here’s how each modules are exported to Sage Accounting:
| Module | Description |
|---|---|
| Invoices | Invoices, both paid and unpaid, will be exported to Sage as Sales Invoices under Sales. |
| Credit Notes | Credit Notes in Zoho Billing will be exported as Sales credit notes under Sales. |
| Customers | If you are exporting a transaction created with a customer in Zoho Billing, then the customer will be automatically created in Sage in the Customers module under Contacts. |
| Items | The underlying items, plans and addons in each invoice that is exported from Zoho Billing will be created as Products and services in Sage. |
Accounts
Select the corresponding account in Sage under which each account in Zoho Billing should be mapped. Here is a list of accounts that should be mapped:
- Sales Account
- Purchase Account
- Adjustment Account
- Bank Charge Account
- Discount Account
- Payment Account
- Shipping Charge Account
- Write-off Account
Note: If a payment is recorded with bank charges, the amount paid is initially accounted as Other Payment and a deposit will be made to the appropriate bank account along with the bank charges.
Map Taxes
Prerequisite: To map the taxes, make sure that you have enabled taxes in both Zoho Billing and your Sage Accounting.
To ensure that the taxes in your transactions exported to Sage are mapped correctly with your existing taxes in Sage, you can map the taxes present in both the apps.
- Select an existing tax in Zoho Billing or create a new one, and then select the corresponding tax in Sage to be mapped.
- Select a tax from the Choose a zero percent tax from Sage Accounting dropdown. This tax will be applied when no tax is selected while creating an invoice.
Note: When mapping taxes, ensure that both taxes have the same tax rates.
- Once the initial configuration is done, click Save to return to the details page.
View Integration Details
After you finish configuring the integration, you can view the details of the integration from the details page.
- Any new addition to the list of customers or accounts in Sage will be automatically reflected in your Zoho Billing organization through Auto-Sync that occurs once a day.
- If you want the change to be reflected in Zoho Billing immediately, you can click Sync Now under Import From Sage Accounting.
- Likewise, if you want the changes in Zoho Billing to be reflected in Sage immediately, you can click Sync Now under Export to Sage Accounting.
- You can edit the integration at any time by clicking Configure at the top.
From the details page, you can check when the next sync will occur, the last synced time, and view the history of all syncs.You can also check if your transactions and customers are synced, from the History section at the bottom of the integration details page. Transactions that could not be synced will be listed here as well.
Adding Items from Sage
Existing items in Sage Accounting are not automatically imported to Zoho Billing. When you export a transaction from Zoho Billing to Sage Accounting, the items, plans and addons included in it will be synced to Sage Accounting. If required, you can export the items from Sage manually and import them into Zoho Billing.
Sync between Zoho Billing and Sage Accounting
Zoho Billing syncs transactions and customers with Sage Accounting. The following sections lists the sync details.
Transactions Sync Details
Transactions such as invoices with payments and credit notes are synced across both the apps. They will be synced based on the Sync Frequency you’ve set.
The following table lists how the transactions are synced between Zoho Billing and Sage Accounting.
| Zoho Billing | Sage Accounting | Sync Type |
|---|---|---|
| Chart of Accounts | Chart of Accounts | One-way sync |
| Create a Customer | Creates a new customer. | Two-way sync |
| Create an invoice | Creates a new sales invoice. | One-way sync |
| Update an invoice | Updates the corresponding sales invoice. | One-way sync |
| Delete or void an invoice | The corresponding sales invoice will be voided. | One-way sync |
| Write off an invoice | A sales credit note will be created automatically, and the credits will be associated with the corresponding sales invoice. | One-way sync |
| Record a payment for an invoice | Creates a payment and associates it with the corresponding sales invoice. | One-way sync |
| Update the payment for an invoice | Updates the payment recorded for the corresponding sales invoice. | One-way sync |
| Delete the payment associated with an invoice | Deletes payment for the corresponding sales invoice. | One-way sync |
| Create a credit note | Creates a new sales credit note. | One-way sync |
| Update a credit note | Updates the corresponding sales credit note. | One-way sync |
| Allocate credits from a credit note to an invoice | Allocates the credits from the corresponding sales credit note to the specified sales invoice. | One-way sync |
| Delete or void a credit note | Deletes the corresponding sales credit note. | One-way sync |
Invoice Sync Details
Invoices created in Zoho Billing will be exported to Sage along with their payments.
The following table lists how the fields in an invoice in Zoho Billing are mapped with the one created in Sage Accounting.
| Zoho Billing | Sage Accounting |
|---|---|
| Invoice Date | Invoice Date |
| Item Name | Product/Service |
| Item Description | Description |
| Item Rate | Price/Rate |
| Item Quantity | Qty/Hrs |
| VAT | VAT Rate |
| Discount (At Line Item Level) | Discount |
| Discount (At Transaction Level) | Created as a new line item |
| Shipping Charges | Created as a new line item |
| Adjustment | Created as a new line item |
| Round Off | Created as a new line item |
Customer Sync Details
Your customer details will be synced from Sage Accounting to Zoho Billing. A contact created in Sage as a Customer will be imported into Zoho Billing as a new Customer. Whenever a customer is added, edited, or deleted in Sage, it will be reflected in Zoho Billing through automatic sync that occurs once a day or through manual sync.
The following table lists out how each customer’s details are mapped.
| Sage Accounting | Zoho Billing |
|---|---|
| Business Name | Display name |
| Telephone | Phone |
| Mobile | Mobile |
| Delivery address | Billing address |
| VAT Number | VAT Registration Number |
Item Sync Details
When you create or export an invoice, the items, plans, and addons associated with it will be synced with Sage Accounting.
The following table lists how each item’s details are mapped from Zoho Billing to Sage.
| Zoho Billing | Sage Accounting |
|---|---|
| Name | Item Code |
| Selling Price | Sales Price |
| Description | Description |
| Account | Sales Account |
| VAT | VAT Rate |
Here’s how each subscription item’s (plans and addons) details are mapped from Zoho Billing to Sage:
| Zoho Billing | Sage Accounting |
|---|---|
| Plan Code/Addon Code | Item Code |
| Addon Description | Description |
| Price | Sales Price/Rate |
| Account | Sales Account |
| Type - Goods | Non-stock |
| Type - Service | Service |
| VAT | VAT Rate |
Disable Integration
Note: Only the user who set up the integration i.e., the Integration Owner, will be able to disable or disconnect the integration.
If you want to pause the data sync for some time instead of deleting the integration completely, you can disable the integration. Your integration details will not be deleted, and you can activate the integration any time.
To disable the integration in Zoho Billing:
- Log in to your Zoho Billing organization.
- Go to Settings.
- Select Accounting under Integrations & Marketplace in the Extension and Developer Data pane.
- Click Show Details next to Sage.
- Click the dropdown next to Configure at the top and select Disable Integration.
- In the following popup, click Disable Integration to confirm the action.
Your integration will now be disabled, and you will not be able to account for your transactions. You can always click Enable Integration to re-activate the integration.
Disconnect Integration
Note:
- Only the user who set up the integration i.e., the Integration Owner, will be able to disable or disconnect the integration.
- If you want to integrate another Zoho Billing organization with Sage, you can disconnect the current integration in Zoho Billing and set it up again with the new organization.
If you want to stop using Sage for accounting and would like to disconnect it from your Zoho Billing organization, you can disconnect the integration in Zoho Billing and Sage Accounting. Once done, customers and transactions will no longer be synced between both the apps, and the integration details will also be deleted.
To disconnect the integration in Zoho Billing:
- Log in to your Zoho Billing organization.
- Go to Settings.
- Select Accounting under Integrations & Marketplace in the Extension and Developer Data pane.
- Click Show Details next to Sage.
- Click the dropdown next to Configure at the top and select Disconnect Integration.
- In the following popup, click Disconnect Integration to confirm the action.
To disconnect the integration in Sage:
- Log in to your Sage organization.
- Hover over the Settings dropdown and select Apps and connections.
- Click Add and manage apps under App management.
- Click Disconnect next to Zoho Billing.
The integration will now be deleted, but all your accounts and customers that are already synced from Sage Accounting will continue to remain active in Zoho Billing.