Zoho Invoice

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Accessing Zoho Invoice module in Zoho CRM

The Zoho Invoice-CRM integration is aimed at simplifying the process of carrying out transactions in Zoho Invoice from inside Zoho CRM. This integration will allow you to create transactions in Zoho Invoice and sync it with Zoho CRM and vice versa.

Before we begin, please click here to know how to set up the Zoho Invoice-CRM integration.

To enable Zoho Invoice - Zoho CRM integration in Zoho CRM,

Enable-module

Estimates:

There are two methods to raise an estimate in Zoho CRM.

Estimates

Estimates Contacts

Create Estimate

The Create Estimate page in Zoho CRM is similar to the one in Zoho Invoice. The estimate form that you see is fetched from your Zoho Invoice account.

Create Estimate-CRM

Estimate Owner: Select a CRM user from the drop-down.

Account Name: Select an account name by clicking on the Search icon and pick one from the window which opens up.

Deal Name: Select a Deal name by clicking on the Search icon and pick one from the window which opens up.

Estimate Number: The estimate number is generated based on its settings in Zoho Invoice.

Reference Number: Enter a reference number, if necessary.

Estimate Date: Enter the estimate date. By default, the current date is selected. If you wish to change it, click on the box to select a date from the calendar.

Expiry Date: Select the expiry date of the estimate.

Items and Charges: Select one of the items fetched from Zoho Invoice in the drop-down. Also add any discount, shipping charges or adjustments if available.

Customer Notes: Leave a message, perhaps a “Thank You Note” for your customer in this field. The contents of this field will be fetched from Zoho Invoice if its available.

Terms & Conditions: Mention the terms and conditions of your organisation in this field. The contents of this field will be fetched from Zoho Invoice if its available. Finally, clicking on Save will save the estimate as a Draft . This estimate will also be available in your Zoho Invoice account.

Convert Estimate

You can convert your estimate into an invoice.

Estimate convert

Invoices:

There are two methods to create invoices in Zoho CRM,

Select the Zoho Invoice module on the top left corner. Then tap on the Invoices tab and click on the + button.

Invoice

Select an account or contact, scroll down to the Zoho Invoice section in the page that follows and select +New Invoice.

Invoice Contacts

Create Invoice:

The Create Invoice page in Zoho CRM is similar to the one in Zoho Invoice. The invoice form that you see is fetched from your Zoho Invoice account.

Create Invoice

Invoice Owner: Select a CRM user from the drop-down.

Account Name: Select an account name by clicking on the Search icon and pick one from the window which opens up.

Deal Name: Select a Deal name by clicking on the Search icon and pick one from the window which opens up.

Invoice Number: The invoice number is generated based on its settings in Zoho Invoice.

Order Number: Enter an order number, if necessary.

Invoice Date: Enter the invoice date. By default, the current date is selected. If you wish to change it, click on the box to select a date from the calendar.

Payment Terms: You can set the due date of the invoice by selecting one of the options in the terms drop-down. Select Custom under the Terms drop-down to set a custom due date.

Items and Charges: Select one of the items fetched from Zoho Invoice in the drop-down. Also add any discount, shipping charges or adjustments if available.

Customer Notes: Leave a message, perhaps a “Thank You Note” for your customer in this field. The contents of this field will be fetched from Zoho Invoice if its available.

Terms & Conditions: Mention the terms and conditions of your organisation in this field. The contents of this field will be fetched from Zoho Invoice if its available. Finally, clicking on Save will save the invoice as a Draft. This invoice will also be available in your Zoho Invoice account.

Other Actions:

More Options

You can print, email, clone or export your transactions as PDF by clicking on the more button button.

more options

Attaching files

You may also attach files from your computer or from Zoho Docs/Google Drive, create notes, assign tasks, add events or log a call made to the customer. You also have the option to export it as a PDF file or print the estimate/invoices.

Custom Other Actions

Creating a transaction in Zoho Invoice:

The process of creating a transaction in Zoho Invoice is fairly simple. Select the Estimates/Invoices module and click on the + icon to fill in the details.

Transaction Books

Select a user from the drop-down. If it is not displayed, click on the refresh icon next to the box to fetch the users from Zoho CRM. Please note that when you select a CRM owner in Zoho Invoice, he/she will be made the owner in Zoho CRM as well and the corresponding heirarchy will be applicable.

Finally click Save to save the transaction. This transaction would now appear in your Zoho CRM account.

Creating and Editing a View:

You can filter the estimates/invoices based on the module. You also have the option to create or edit a view in the Estimates/Invoices tab of the Zoho Invoice module.

Filter

Create View

You can create a new view by selecting the +Create View option.

Select the fields that you wish to display as columns.

Create New View

View Name: Give a name for the view that you wish to create.

Choose Columns: Select the fields from the list of available columns and click on Add.

“Who can see this view?”: Select any of the options to choose who can see this view.

Specify Criteria: You can also specify a criteria based on which this view would be displayed.

Finally click on Save to save the New View.

Edit View

You can edit a view by hovering the cursor near the drop-down and selecting the “Edit” option.

Edit View Link

Just drag and drop the fields from the Available column to the Selected column and click on the Save to save the view.

Edit View

Reports:

The Reports module in Zoho CRM now supports the option of creating customised reports for transactions done in Zoho Invoice.

Go to the Reports module in Zoho CRM and scroll down to the Zoho Invoice Reports option.

Reports List

Select one of the following options to generate a report,

Click on Create Report to create a custom report based on your preference.

From the Select Module drop-down, select either Estimates or Invoices under Zoho Invoice module. Select any 3 Related Modules and click on Continue.

Report-Module

Choose the report type and click on the Continue button

Edit Report

The next step depends upon the report type you have chosen. Based on that,you can select the columns you want to display in your reports, if you want to club them together and display or if you would like to add two columns, you can make the necessary changes. Then hit the Continue button.

customise Report

If you would like to set filters based on which the report should generate, you can do so. Hit the Run button if you want to immediately generate the report.

customise Report

Or if you want to give a name for the report and specify the module under which the report should be placed, hit the Continue button.

customise Report

Finally, click Save to save the settings and click Run to generate the report.

CRM Report

Dashboards

The Dashboards module in Zoho CRM allows you to get a glance of how your business is flourishing with Graphs and Pie Charts. The information used to create these diagrams are fetched from the corresponding reports.

To view the dashboard for the Zoho Invoice module in Zoho CRM, go to the Dashboards module and select Zoho Invoice Dashboards.

The dashboard will display bar graphs and pie charts based on the reports that you have in your Zoho CRM account.

CRM Books Dashboard

Click here to know more about dashboards in Zoho CRM.

Note: While setting up sync, if you choose “Accounts & their Contacts” or “Accounts only”, “Account Name” field will appear under the Zoho Invoice module in Zoho CRM.

If you choose the “Contacts only” option, then the “Account Name” field will be replaced by “Contact Name” field.

Also, when “Accounts & their Contacts” option has been selected, it is not possible to create estimates/invoices/sales orders for contacts if they have not been associated to any account.

Collaboration between sales and finance teams on a transaction level

Zoho Invoice - Zoho CRM integration allows the sales team and the finance team to collaborate on a transaction level. Once you enable Zoho Invoice module in Zoho CRM, the sales team will be able to see the comments made related to a particular Invoice or an Estimate. Similarly, the finance team will be able to see the notes, events and calls made pertaining to that particular transaction.

Once an Invoice or Estimate is created in Zoho Invoice or Zoho CRM, it is synced and stored in both the places. The changes made to the Invoice or Estimate will be reflected in both.

Viewing comments in Zoho Invoice

Let’s consider an example where an Invoice or Estimate is created in Zoho CRM and notes had been added to it. The finance team can see the transaction in Zoho Invoice by following the steps mentioned below:

CRM Invoice details

CRM Invoice details

Viewing Comments in Zoho CRM

Let’s consider a situation where the finance team has commented on a transaction to communicate with the sales team. The comment can be viewed by

CRM Invoice Comments


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