Zoho QuickBooks Integration (CRM, Inventory)

Zoho QuickBooks Integration

Zoho CRM is one of the best stock management Cloud-based accounting software which is widely used to control sales, and contacts along with other business tasks. On the other hand, QuickBooks Accounting software is developed to keep an eye on sales, expenses, and day-to-day business activities. Zoho Inventory is mapped with QuickBooks due to which QB users can smoothly approach all sales as well as purchases in Zoho Inventory. With the help of this flawless integration, you can easily download your accounts and contacts from QuickBooks into Zoho Inventory. In addition to this, you can effortlessly Export your statements, sales orders, credit notes, and bills together with their payments into QuickBooks Online from Zoho Inventory.

Synchronization of data can be easily done between Zoho Inventory and QuickBooks by mapping relevant modules of Zoho Inventory with the respective QB fields. This process is bidirectional which means the data will be synced in both directions that are from QB to Zoho CRM and vice versa. Because of this, you can continue to access QuickBooks for Accounting, and simultaneously, you will be able to check the information related to your customers, products, invoices, and payments directly into the Zoho CRM. This integration is beneficial in eliminating your dual data entry work. As a result of this, you can save precious time.

What is a Zoho?

Zoho is a smart online accounting software that is designed for growing and managing your business. Zoho platform that enables you to generate invoices, maintain and reconcile bank accounts, and make tax payments to ensure GST compliance. The company was established in 1996 by Sridhar Vemby and Tony Thomas. the company has company's headquarters in Chennai, Tamil Nadu India, and its corporate headquarters outside of Austin in Del Valle, Texas. Also, the company is located in seven locations.

What is QuickBooks?

QuickBooks is the most popular software for accounting and managing expenses or keeping track of daily health. In this, you can prepare invoices for customers, and pay bills, reports, and taxes. QuickBooks has three different versions of accounting software desktop, online, and cloud-based solutions for tracking all financial information and creating reports for every part of the business.

QuickBooks Software has various features like Electronic payment functions, mapping features, remote payroll assistance, remote access capabilities, and outsourcing, online banking and reconciliation, better mail functionality with Microsoft Outlook. QuickBooks, which was created by Intuit is popular among medium and small size businesses.

Why should you integrate Zoho with Quickbooks?

Calculating productivity is one of the most important tasks for a managerial rank. It will determine the profit, the salary, and all the other goods and blessed things for a corporate house.

Here are the top eight reasons to integrate:

Share data, and save money, and time with this automated business management system.
Keep the stock levels always ready and sell in multiple channels. It helps update the stock details, purchase details, and sell details seamlessly.
Zero chance of human errors because the system is completely automated. Every detail is auto-updated and with zero errors.
No monthly charges need to be paid.
One-time investment.
Customizations can be made based on your demands.
Sync all your accounts, contacts, payables, and receivables without any issues.
Faster good deliveries and integration with multiple shipping carriers.

Significance of Zoho QuickBooks Integration

The integration between Zoho and QuickBooks plays a very important role in managing sales, contacts, customers, and other business transactions. Now, just have a look at the below-given points that make this syncing more essential.

Zoho QuickBooks synchronization allows you to create contacts in both Zoho CRM and QuickBooks at the same time.
Now, you have to create sales orders either in QB or Zoho, and then your invoice will be automatically created in another application.
If you create a product in Zoho CRM, you will be able to see an associated item in QB instantly.
This integration builds your accounting as well as inventory management handier.
With the help of this seamless integration, you can comfortably Export your sales orders, payment bills, and invoices from Zoho CRM to QuickBooks online or vice versa in a very short time.
Since you don’t need to switch between applications to enter data manually. This synchronization helps you to keep away from discrepancies as well as inaccuracies in the data.
Now, the sales teams can do more follow-ups with the consumers regarding due payments that can keep you in good books of your Accounts Receivables.

Purposes of Zoho QuickBooks Integration

As we all know, Time monitoring is quite important in any business. It is useful for determining staff productivity. You can rapidly figure out the project budget and cost to show the client the estimate. QuickBooks may be easily integrated with this Timesheets program. There's no need to be concerned about time charges, and time activity may be put into QuickBooks without difficulty. Furthermore, because the bills are logged in Zoho, they may be imported into QB. Additionally, Zoho has several useful features that may be used in QuickBooks.

How does Zoho QuickBooks Integration work?

As discussed above, time tracking is a critical component of any business, and this connection saves time and boosts productivity by:

Providing payment and invoice information to sales employees and minimizing multiple accounting entries.
If you're utilizing Windows.NET technology to construct a Windows application, you can simply upload and set it up on your QuickBooks server.
You can create your web connector within the program, so you don't have to rely on the QB web connector.
If you incorporate your web server in your application, you won't need any third-party web services.
An easy-to-use scheduler is included in your program, which is typically used to set the sync interval.

All of the aforementioned aspects contribute to the improvement of your sales cycle and user experience as well.

Key features of Zoho QuickBooks Integration

Apart from the Tracking time, there are a few more core benefits that you’ll get with this integration to make your accounting and inventory management go hand-in-hand:

Simple import & export: Importing and exporting are frequently used features and with this integration, you can import your accounts and contacts into Zoho Inventory from QuickBooks. Export your invoices, credit notes, and bills along with their payments from Zoho Inventory to QuickBooks.
Ease of Data Transfer: This seamless integration between QuickBooks and Zoho allows for quick data transmission of daily necessities such as contacts, products, and sales orders.
Monitor records: This feature-rich integration allows you to see the entire history of data transfers. As a result, you'll be able to remove the data transfer activity more easily.
Excellent Maintenance: When you link Zoho to QB, you'll be able to keep track of all of your customers' information in one place.
Sync vendor details: Contacts and other items may be seamlessly synced between QuickBooks and Zoho Inventory. You can even put data and elements in order of importance.

Prerequisites must be considered before Zoho QuickBooks Integration

An active QuickBooks account.
Do not try to link Zoho Inventory to numerous companies and vice versa.
It is mandatory to have a QuickBooks US Edition when you’re planning to integrate QuickBooks with Zoho.
Confirm that both the software's base currency should be the same.
Once you've enabled multi-currency in Zoho Inventory, you'll need to do the same in QuickBooks.

Prerequisites before synchronization of Zoho Inventory and QBO

Below are a few essential points, that you must keep in mind before starting the process of Two-way synchronization between Zoho Inventory and QuickBooks Online.

Foremost, your account must be active with QuickBooks.
You are not allowed to connect numerous QB organizations to your Zoho CRM organization and in reverse.
You need to make sure that the QuickBooks organization has the Nation as the US with which you want to integrate.
Apart from this, you need to ensure that both organizations have the same base currency.
If you are going to enable several currencies in the Zoho Inventory, then you need to permit the same currency in QuickBooks as well.

Requirements To Integrate Zoho With QuickBooks Desktop

Here are the following requirements to integrate Zoho with QuickBooks:

Active QuickBooks accounts are essential.
The base currency should be the same for both organizations.
Set the country as the US, for QuickBooks for proper integration.
Multiple organizations cannot be connected with Zoho Inventory or with QuickBooks online.
If you enable multiple currencies in the Zoho inventory, enable the same with QuickBooks online too.

What is the Process to Integrate Zoho with QuickBooks?

Given below is the process that is required to integrate Zoho with QuickBooks:

Having a Zoho inventory account is a must, that you need to Log in to.
On the sidebar, you’ll see an Integrations tab, navigate to it.
You’ll see the Accounting tab, click on it.
Just next to QuickBooks Online, you’ll see the ‘Connect To QuickBooks’ option. Click it.
Upon clicking, you’ll be redirected to a Sign-in page for QuickBooks.
Enter the valid credentials to make it work.
There will be multiple organizations showing. You have to select the organization you want to connect using Zoho Inventory.
After the selection of the organization, click Connect, and complete the action.

Supported Triggers and Actions

Triggers

New Bug Triggers when a new bug/issue is created.	New Milestone Triggers when a new milestone is created.
New Log Time Triggers when a new log-time is created.	New File Triggers when a new file is added.
New Task Triggers when a task is created or completed.	New Task List Triggers when a new task list is created.
New Project Trigger when a new project is created.
New Account Triggered when you add a new account.	New Bill Triggers when a new bill is added.
New Customer Triggered when you add a new customer.	New Estimate Triggered when you add a new estimate.
New Expense Triggers when a new expense is added.	New Invoice Triggered when you add a new invoice.
New Invoice Triggered when you add a new invoice (with line item support).	New Sales Receipt Triggered when a new sales receipt is added (with line item support).
New Payment Triggered when a payment is received (with line item support).	New Purchase Order Triggers when a new purchase order is added.
New Sales Receipt Triggered when a new sales receipt is added.	Updated Customer Triggered when an existing customer is updated.
New Vendor Triggered when a new vendor is added.

Actions

Add Log Time Creates a new log time.	Create Milestone Creates a new Milestone.
Create Project Creates a new Project.	Create Bug Creates a new Bug.
Upload File Copy an already-existing file from another service to Zoho Projects.	Create Task List Creates a new Task List.
Update Project Updates existing projects.	Create Task Creates a new Task.
Find Project Find an existing project.
Create Bill (Item Based) Create a new bill, optionally tied to a customer.	Create Bill (Account Based) Create a new bill, optionally tied to a customer (with line item support).
Create Bill (Item Based) Create a new bill, optionally tied to a customer (with line item support).	Create Credit Memo Creates a new credit memo.
Create Customer Adds a new customer.	Create Estimate Create a new estimate (with line item support).
Create Expense Creates a new expense using a check, cash, or credit card.	Create Product/Service Creates a new product or service.
Create Journal Entry Creates a new journal entry.	Create Invoice Adds a new invoice (with line item support).
Create Sales Receipt Adds a new sales receipt (with line item support).	Create Payment Creates a new payment, optionally linked to an invoice.
Create Purchase Order Creates a new purchase order.	Create Refund Receipt Creates a new refund receipt.
Send Invoice Send an existing invoice.	Send Sales Receipt Send an existing sales receipt.
Create Time Activity Creates a new single-time activity.	Update Customer Updates an existing customer.
Update Invoice Updates an existing invoice (with line item support).	Create Vendor Adds a new vendor.
Find Account Find an account by name.	Find Customer Find a customer by name or email address.
Find Invoice Find an invoice by number.	Find Product(s) Find a product by name (with line item support)
Find Vendor Find a vendor by name.	Find or Create a Customer Finds or creates a specific customer v2.
Find or Create a Vendor Finds or creates a specific vendor.

Set up QuickBooks synchronization in Zoho Inventory

Integration of Zoho Inventory with QB online is a manageable and effortless process. You need to follow below important steps for the same:

Firstly, you have to log in to your Zoho Inventory Account.
Then, you need to go to the Integrations button, which you will see on the sidebar.
Under the Integration Tab, you need to select the Accounting tab.
After that, you will have to hit the Connect to QuickBooks option followed by QuickBooks Online.
Now, you will get the sign-in page of QuickBooks Online in which you need to fill in your credentials to carry on with the integration.
After signing in to QuickBooks, you have to choose the organization that you wish to link with Zoho Inventory in case of multiple organizations.
Once you have done with the selection of an organization, you need to check on the Connect option for completing the integration.
Additionally, integration can be configured after connecting with QuickBooks.
Apart from all this, if you want to import and export from QB, you have to arrange the settings appropriately.

Steps to Configure the Zoho QuickBooks Integration

You'll be taken to your Zoho account page once you've successfully connected with QuickBooks
You must now complete the next step, which is the integration configuration
Configure the settings parameters to allow uninterrupted data import and export from QuickBooks Online to Zoho and vice versa.

View integration details

After you've configured the integration, go to the details page to see all of the information about it.

Under the daily auto-sync, any new contacts or accounts added to your QuickBooks list will be automatically reflected in your Zoho Inventory account.
If you want the update to appear in Zoho Inventory right away, click the Instant Sync button.
Change Configuration allows you to make changes to your settings at any time.
You can also view the history of all syncs between your Zoho Inventory and QuickBooks Online from the information page, including when the next sync will happen, the last synchronized time, and when the next sync will happen.

How to Export Sales Orders from Zoho to QuickBooks

Exporting Sales Orders to QB is an uncomplicated and straightforward process. You can Export not only Sales Orders but also credit notes and payments of bills or invoices from Zoho CRM to QB online smoothly. You just need to follow a few below-mentioned steps are as follows:

First, you have to select the modules that you like to Export to QuickBooks from Zoho Inventory.
Now, for bills and invoices, you need to choose an adjustment account.
Then, you need to pick the account in which you ought to record bank charges as well as write-offs for your itemization.
Under the Sales section, you can import all your paid and due invoices from Zoho CRM into QuickBooks.
Besides all, transactions related to contacts that are imported from QB can be exported to QBO. After exporting a transaction connected with a contact in Zoho, you can view the basic details (like contact name, phone no, email ID, and address.) of that contact in QuickBooks too.
You can see the exported underlying items of invoices or bills from Zoho Inventory on the fly as Products & Services in QuickBooks.
Whenever you create, update, or delete the transactions in the Zoho Inventory, it will be exported to QB.

Sync features of stock movements

You must be aware of the fact that whatever movements of the stock would be performed in the Zoho Inventory will be automatically recorded in the QuickBooks journal daily. Moreover, both types of incoming as well as outgoing changes in the stock will be cached by the journal in a combined form. According to the sale or purchase account for a specific day, you can see the debit and credit amount of each line item recorded in the journal. In addition to this, whatever adjustments associated with your inventory would be created in Zoho Inventory that shall also be noted in the QB journal. Since your stock movements will be automatically set down in the journal, you should avoid making data entries manually.

The following table lists how the transactions are synced between Zoho Inventory and QuickBooks:

Zoho Inventory syncs with the transactions and contacts from QuickBooks. Below are the details of the synchronization process.

Sync details of transactions

Zoho Inventory	QuickBooks	Sync Type	Sync Time
New Invoice	Creates a new invoice	One-way sync	Immediate sync
Updating Invoice	Updates the corresponding	One-way sync	Immediate sync
Adding payment for the invoice	Creates payment for the corresponding invoice	One-way sync	Immediate sync
Deleting invoice	Deletes the corresponding invoice	One-way sync	Immediate sync
Deleting payment for the invoice	Deletes payment for the corresponding invoice	One-way sync	Immediate sync
New bill	Creates a new bill	One-way sync	Immediate sync
Updating bill	Updates the corresponding bill	One-way sync	Immediate sync
Deleting payment for the bill	Deletes payment for the corresponding bill	One-way sync	Immediate sync
Deleting bill	Deletes the corresponding bill	One-way sync	Immediate sync
Adding payment for the bill	Creates payment for the corresponding bill	One-way sync	Immediate sync

Sync details of the invoice

Zoho Inventory	QuickBooks
Item Name	Synced as Product/Service
Shipping Charges	Synced as Shipping
Invoice Number	Synced as Invoice No.
Adjustment	Synced as Adjustment (Will be added as a separate line item)
Tax	Synced as Tax
Item Description	Synced as Description
Item Quantity	Synced as Qty
Item Rate	Synced as Rate
Discount	Synced as Discount (QuickBooks Online doesn’t support line item level discounts. All the item level discounts will be added and displayed as a total discount for the invoice)
Exchange Rate	Synced as Currency exchange
Currency Code	Synced as Currency code
Invoice Date	Synced as Invoice date

Sync details of bills

Zoho Inventory	QuickBooks Online
Bill Date	Synced as Bill date
Adjustment	Synced as Adjustment (Will be added as a separate accounting line item)
Currency Code	Synced as Currency code
Item Name	Synced as Product/Service
Item Quantity	Synced as Qty
Item Description	Synced as Description
Bill	Synced as Bill No.
Exchange Rate	Synced as Exchange rate
Item Rate	Synced as Rate
Discount	Synced as Discount (Will be added as a separate accounting line item)

Delete the integration

To delete the integration with QuickBooks:

Open your Zoho Inventory account and log in.
Go to Settings, Integrations, and Accounting from there.
In the top right corner, click the trash symbol.
To uninstall the integration, choose Confirm in the next pop-up.

All your accounts, customers, and vendors from QuickBooks will remain active in Zoho Inventory after removing the integration.

To disable the integration temporarily:

For Deactivate click on the link. Your Zoho Inventory account will not constantly sync with your QuickBooks account.
If you want to reactivate simply click on the activate button to start the integration.

Conclusion

Overall, you can say this integration helps companies maintain their books with complete and up-to-date information. Moreover, Zoho QuickBooks Integration helps you to easily transfer data including sales orders, quotes, products, contacts, vendors, and invoices. Above all that, you can have reliable ways to import & and export all the data.

Frequently Asked Questions

How can I set up an organization in Zoho Books?

Foremost, you have to Sign in to your Zoho Books account.
Then, Navigate to the Organization Profile option under Settings.
Now, you have to enter the details of your organization accurately.
At last, drag the cursor at the bottom of the page and Hit the Save option.
Also, you need to put on all the taxes related to your business while building up your organization in the Zoho Inventory.

How can I Add Taxes to the Zoho Inventory?

First, Navigate to Settings in which you will have to Click the Taxes option.
Now, you will have to Hit the + New Tax tab in the top right corner of the page.
Here, you need to fill up the Tax Name along with the Tax Rate.
Then, from the drop-down menu, you need to pick a Tax Type and Click the Save option. In the same way, you can add new Tax Groups together with Tax Exemptions per your business needs.

How can I Delete the Synchronization?

If you want to remove the integration of Zoho and QBO, need to adhere to the below tips:

To Begin, you will have to Sign in to your Zoho Account.
Then, you have to Click on Settings.
In Settings, need to click on Integrations.
From the drop-down list of Integrations, you need to Press the Accounting tab.
Now, you will get the Trash icon in the top right corner of the page.
After that, you will receive a pop-up in which you have to Select the Confirm option to delete the integration.
Even after deleting the integration, your QB accounts, contacts, and vendors may still be active in the Zoho Inventory.
The integration can be disabled temporarily by clicking the Deactivate link. As a result of this, your account of
Zoho Inventory will no longer constantly sync with the account of your QuickBooks.
Apart from this, the integration can be re-activated later on by simply pressing the Activate button.

How can I Export data from Zoho Books to QBO?

There are various Zoho applications having extensions through which synchronization can be done with QuickBooks for exporting data. Moreover, creating backups is one of the simplest ways to export data from Zoho Inventory to QuickBooks. Also, you can import it into QB Desktop.

Zoho QuickBooks Integration