Working with the Integration in Zoho CRM

The Zoho Books-CRM integration is aimed at simplifying the process of carrying out transactions in Zoho Books, from within Zoho CRM. When you set up the integration and sync the data between both the apps, you can take care of your finance right from Zoho CRM.

Let’s take a look at the actions you can perform in Zoho CRM.

Set up User Profiles in Zoho CRM

All Zoho CRM users will be associated with a certain profile, such as Marketing, Sales, Support, etc., to define the permissions allowed for them. An admin can create or modify the profiles to grant or remove certain permissions, and then assign them to users.

Insight: Once a profile is permitted or denied a permission, this condition will be applied to every user under that profile. Learn more about profiles in Zoho CRM.

You can set permissions relating to Zoho Books’ activities such as creating and sending sales transactions. This can help admins delegate permissions to users depending on their role and responsibilities.

For example, if you want the salespersons in your company only to create estimates, but not send it out to prospects, you can remove the Send Email option for Estimates for that Sales profile.

To configure these permissions:

User Profiles

Here, you can enable or disable the transaction modules that this profile can have access to. Also, you can click on View, Create & Edit, Send Mail to configure the individual permissions allowed for that transaction.

For example, if a profile does not have Send Mail permission for Estimates, then users having that profile cannot send estimates to customers in Zoho Books.

User Profiles

Similarly, you can restrict a profile from viewing the financial summary of Zoho CRM accounts and contacts (the data for which is fetched from Zoho Books), by disabling the Receivables and Payables Summary option.

Users who belong to a profile that has this option enabled will be able to view the financial summary of each account or contact under their details.

Check Financial Summary

Create Transactions in Zoho CRM

Warning: Zoho CRM has native inventory modules for estimates, invoices, sales orders, and purchase orders. The transactions created here will not be synced with the transactions created in the Zoho Finance module. In effect, there will be two sets of transactions for your accounts/contacts/vendors in Zoho CRM.

Once integrated, you can create transactions for your Zoho Books customers from within Zoho CRM as well. Estimates, Invoices, and Sales Orders can be created for Accounts/Contacts, whereas Purchase Orders can be created for Vendors. Transactions created in Zoho CRM will be synced instantly and available in Zoho Books.

Similar to Zoho Books, you can create a transaction in Zoho CRM in two ways:

From the dedicated module of that transaction:
Create Transaction
From the Account/Contact/Vendor module:
Create Transactions

Create Estimates

The Create Estimate page in Zoho CRM is similar to the one in Zoho Books. The estimate form that you see is fetched from your Zoho Books organisation. A few details such as the Estimate Number and Customer Notes will be generated based on your settings in Zoho Books. Fill in the required details and save the estimate.

Click the Convert button to convert the estimate to an invoice or sales order. Similar to Zoho Books, you can perform various actions such as send mail, mark as sent, print, etc. Once accepted, you can mark the estimate as accepted or declined.

Estimate Options

Create Invoices

The Create Invoice page in Zoho CRM is similar to the one in Zoho Books. The invoice form that you see is fetched from your Zoho Books organisation. A few details such as the Invoice Number and Customer Notes will be generated based on your settings in Zoho Books. Fill in the required details and save the invoice.

Similar to Zoho Books, you can perform various actions such as send mail, mark as sent, print, etc.

Invoice Options

Create Sales Orders

The Create Sales Order page in Zoho CRM is similar to the one in Zoho Books. The sales order form that you see is fetched from your Zoho Books organisation. A few details such as the Sales Order Number and Customer Notes will be generated based on your settings in Zoho Books. Fill in the required details and save the sales order.

Click the Convert button to convert the sales order to an invoice or purchase order. Similar to Zoho Books, you can perform various actions such as send mail, convert to open, print, etc.

Sales Order Options

Create Purchase Orders

The Create Purchase Order page in Zoho CRM is similar to the one in Zoho Books. The purchase order form that you see is fetched from your Zoho Books organisation. A few details such as the Purchase Order Number and Customer Notes will be generated based on your settings in Zoho Books. Fill in the required details and save the purchase order.

Click the Convert button to convert the sales order to an invoice or purchase order. Similar to Zoho Books, you can perform various actions such as send mail, convert to open, print, etc.

Purchase Order Options

Generate Reports

In the Reports module of Zoho CRM, you can create customized reports for transactions done in Zoho Books. To do this:

Create Report

You can create new custom reports or edit the predefined reports to include both Zoho Books data (along with the custom fields) and Zoho CRM data. Learn more about creating a report in Zoho CRM.

Collaboration Between Sales and Finance teams

The Zoho Books - Zoho CRM integration allows your sales finance teams to share information at the transaction level. Once integrated, the sales team will be able to see the comments made related to a particular invoice, estimate, or a sales order in Zoho CRM. Similarly, the finance team will be able to see the notes, events, and calls made related to that particular transaction in Zoho Books.

View Comments in Zoho Books

Let’s consider an example where a sales transaction is created in Zoho CRM, and notes had been added to it. Your finance team can see these details in Zoho Books by following the steps mentioned below:

View CRM Details View CRM Details

View Comments in Zoho CRM

Let’s consider a situation where the finance team has commented on a transaction to communicate with the sales team. To view this comment:

View Books Details
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