Tip #1 Automating online sales order to invoice conversions in Zoho Inventory

Tip #1 Automating online sales order to invoice conversions in Zoho Inventory


Hello,
 
Hope the day is treating you well.
We've been getting more than a few requests from online sellers who use Zoho Inventory to help them automate invoice generation for all online orders that drop into Zoho Inventory automatically from a sales channel or a shopping cart that they have integrated. Are you an online seller like them? Then we've got some exciting news for you. You can do it with the help of a few simple things that we'll see here today.

So how do we go about this?
If you have integrated online sales channels like Amazon, Etsy and Ebay or a shopping cart like Shopify to Zoho Inventory, then you will be aware of sales orders being automatically generated inside of Zoho Inventory whenever your online customers buy something from you through these integrated channels. Since invoices are generated and automatically sent to your clients by the channel, you have little need of the invoices inside of Zoho Inventory apart from accounting purposes. Depending on the amount of online orders you get per day, it can get tricky to convert these orders into invoices manually. So we are going to automate this part for you with the help of a simple custom function. 
 
Wondering what custom functions are? They are one of the automation tools at your disposal inside of Zoho Inventory and can be accessed inside of Settings. To know more about custom functions in general, please refer to our help document.
 
Now let's see how we can write one to automatically convert all online sales orders into invoices as soon as they are generated within Zoho Inventory. 
 
Log in to your Zoho account and click on this link to generate an Auth Token which is required to make this work.
 
1) Open your Zoho Inventory organization.
2) Navigate to Settings using the gear icon from the top-right corner.
3) Select Automation from the sidebar. Click on the +New Workflow Rule button that is found at the top-right corner.
4) Out of the four tabs within Automation, select Custom Functions.
5) Now let's add a name for this workflow rule. (Note: Name cannot contain spaces)
6) The module to be chosen is Sales Orders.
7) Add a description if you need one.
8) Now, the workflow type is going to be Event Based.
9) And for the trigger, choose the option - "When a Sales Order is" "Created".
10) In the deluge pane, copy and paste the following code snippet:
 
salesorderID = salesorder.get("salesorder_id");
salesorderdate = salesorder.get("date").toDate();
organizationID = organization.get("organization_id");
authtoken = "Copy and Paste your auth token in place of this text";
sal = invokeurl
[
url :"https://inventory.zoho.com/api/v1/salesorders/" + salesorderID + "?authtoken=" + authtoken + "&organization_id=" + organizationID
type :GET
];
temp = sal.get("salesorder");
// info temp;
new = temp.get("sales_channel");
if(!new.equalsIgnoreCase("direct_sales"))
{
bson = Map();
customerID = salesorder.get("customer_id").toString();
salesoderdate = salesorder.get("date").toDate();
//invoice_number = salesorder.get("salesorder_number").replaceFirst("SO","INV");
//bson.put("invoice_number",);
bson.put("customer_id",customerID);
bson.put("date",salesorder.get("date"));
lineItems = salesorder.get("line_items").toList();
newLineItems = List();
for each lineItem in lineItems
{
lineItemMap = Map();
solineitemID = lineItem.get("line_item_id");
lineItemMap.put("salesorder_item_id",solineitemID);
id = lineItem.get("item_id");
lineItemMap.put("item_id",id);
des = lineItem.get("description");
lineItemMap.put("description",des);
wh = lineItem.get("warehouse_id");
lineItemMap.put("warehouse_id",wh);
quantity = lineItem.get("quantity");
lineItemMap.put("quantity",quantity);
r = lineItem.get("rate");
lineItemMap.put("rate",r);
d = lineItem.get("discount");
lineItemMap.put("discount",d);
tidd = lineItem.get("tax_id");
lineItemMap.put("tax_id",tidd);
tex = lineItem.get("tax_exemption_code");
lineItemMap.put("tax_exemption_code",tex);
newLineItems.add(lineItemMap);
}
bson.put("line_items",newLineItems);
if(temp.get("is_taxable").equalsIgnoreCase("true"))
{
bson.put("tax_id",temp.get("tax_id"));
}
else
{
bson.put("tax_exemption_id",temp.get("tax_exemption_id"));
bson.put("tax_authority_id",temp.get("tax_authority_id"));
}
response = zoho.inventory.createRecord("Invoices",organizationID,bson);
info bson;
info response.toMap().get("message");
inv = response.get("invoice");
info inv.get("invoice_id");
//marking as sent//
invoiceID = inv.get("invoice_id");
invoicedate = inv.get("date").toDate();
respond = invokeurl
[
url :"https://inventory.zoho.com/api/v1/invoices/" + invoiceID + "/status/sent?authtoken=" + authtoken + "&organization_id=" + organizationID
type :POST
];
info respond.toMap().get("message");
}
else
{
info "Order is not from a Marketplace";
}
 
11) Before you save, you are required to copy and paste your auth token inside the quotes in the 4th line that says: authtoken = "Copy and Paste your auth token in place of this text";
Note: The auth token is a critical piece of information that helps the system identify you, so keep yours safe and confidential. Do not share it with anyone, not even with folks from Zoho.
12) Now, hit Save to finish.
 
Henceforth, all your online sales orders that are auto-generated from Amazon, Etsy, Ebay or Shopify will be automatically converted to invoices. And the status of these invoices inside of Zoho Inventory will be Sent. If you wish to auto-generate invoices of Paid status, then it can be made possible with a few changes. You can either experiment that part by yourself or contact us at support@zoho-inventory.com
 
Note: If you need this automation only for one channel, say for Shopify alone and not other channels, then you need to make a few changes to line 13 that originally says - if(!new.equalsIgnoreCase("direct_sales")) to if(new.equalsIgnoreCase("shopify"))
 
Hope this helps you in your online selling endeavors. Oh and by the way, have you ever dabbled with the custom functions module by yourself? You can share your discoveries, questions and suggestions with us anytime. We look forward to hearing from you. (Email us: support@zoho-inventory.com)
 
Until next time.
 
Your everyday end user,
Ajay Aadhithya Chandrasekaran
Zoho Inventory


    • Recent Topics

    • Easily perform calculations using dates with the new DATEDIF function

      Hey Zoho Writer users! We've enhanced Zoho Writer's formula capabilities with the new DATEDIF function. This allows you to calculate the difference between dates in days, months, and years. Function syntax: =DATEDIF(start_date, end_date, unit) Inputs:

    • Adding Comments Using Workflows - How to Change User Attributed

      We have worklflows in Desk where a comment is added to a ticket based on certain criteria. It seems that the comment added is always attributed to the user who last edited the workflow. This does not make sense for us because: - It's misleading to other

    • Add Attachment Support to Zoho Flow Mailhook / Email Trigger Module

      Dear Zoho Support Team, We hope you are well. We would like to kindly request a feature enhancement for the Mailhook module in Zoho Flow. Currently, the email trigger in Zoho Flow provides access to the message body, subject, from address, and to address,

    • Conect chat of salesiq with zoho cliq

      Is there any way to answer from zoho cliq  the chat of salesiq initiated by customers?

    • Les dernières avancées en saisie de données et collaboration

      Après une année dédiée à la recherche et au développement, notre équipe est prête à dévoiler des améliorations majeures pour Zoho Sheet. Ces nouveautés seront lancées par étapes afin d’en assurer une prise en main optimale. Nous commençons avec des fonctionnalités

    • Deluge Learning Series – Client functions in Deluge | January 2026

      We’re excited to kick-start the first session of the 2026 Deluge Learning Series (DLS) with Client functions in Deluge. For those who are new to DLS, here’s a quick overview of what the series is all about: The Deluge Learning Series takes place on the

    • Rich Text For Notes in Zoho CRM

      Hello everyone, As you know, notes are essential for recording information and ensuring smooth communication across your records. With our latest update, you can now use Rich Text formatting to organize and structure your notes more efficiently. By using

    • Implement Meeting Polls in Zoho Bookings

      Dear Zoho Bookings Support Team, We'd like to propose a feature enhancement related to appointment scheduling within Zoho Bookings. Current Functionality: Zoho Bookings excels at streamlining individual appointment scheduling. Users can set availability

    • Zoho Bookings and Survey Integration through Flow

      I am trying to set up flows where once an appointment is marked as completed in Zoho Bookings, the applicable survey form would be sent to the customer. Problem is, I cannot customise flows wherein if Consultation A is completed, Survey Form A would be

    • Service Account Admin for API Calls and System Actions

      Hello, I would like to request the addition of a Service Account Admin option in Zoho product. This feature would allow API calls and system actions to be performed on behalf of the system, rather than an active user. Current Issue: At present, API calls

    • How to apply customized Zoho Crm Home Page to all users?

      I have tried to study manuals and play with Zoho CRM but haven't found a way how to apply customized Zoho CRM Home Page as a (default) home page for other CRM users.. How that can be done, if possible? - kipi Moderation Update: Currently, each user has

    • Please can the open tasks be shown in each customer account at the top.

      Hi there This has happened before, where the open tasks are no longer visible at the top of the page for each customer in the CRM. They have gone missing previously and were reinstated when I asked so I think it's just after an update that this feature

    • How to Customize Task Creation to Send a Custom Alert Using JavaScript in Zoho CRM?

      Hello Zoho CRM Community, I’m looking to customize Zoho CRM to send a custom alert whenever a task is created. I understand that Zoho CRM supports client scripts using JavaScript, and I would like to leverage this feature to implement the alert functionality.

    • Send Whatsapp with API including custom placeholders

      Is is possible to initiate a session on whatsapp IM channel with a template that includes params (placeholders) that are passed on the API call? This is very usefull to send a Utility message for a transactional notification including an order number

    • Configurable Zoho Cliq Notifications for Zoho People Alerts

      Hello Zoho People Product Team, Greetings and hope you are doing well. We would like to request an enhancement to Zoho People notifications, enabling a native delivery via Zoho Cliq with admin-level control, similar to the notification settings available

    • Add Israel & Jewish Holidays to Zoho People Holidays Gallery

      Greetings, We hope you are doing well. We are writing to request an enhancement to the Holidays Gallery in Zoho People. Currently, there are several holidays available, but none for Israel and none for Jewish holidays (which are not necessarily the same

    • Keep Zoho People Feature Requests in the Zoho People Forum

      Hello Zoho People Product Team, Greetings. We would like to submit a feature request regarding the handling of feature requests themselves, specifically for Zoho People. Issue: Feature Requests Being Moved to Zoho One Zoho People feature requests are

    • ZO25: The refreshed, more unified, and intelligent OS for business

      Hello all, Greetings from Zoho One! 2025 has been a remarkable year, packed with new features that will take your Zoho One experience to the next level! From sleek, customizable dashboards to an all-new action panel for instant task management, we’ve

    • Introducing Multi-Asset Support in Work Orders, Estimates, and Service Appointments

      We’re excited to announce a highly requested enhancement in Zoho FSM — you can now associate multiple assets with Work Orders, Estimates, and Service Appointments. This update brings more clarity, flexibility, and control to your field service operations,

    • [Product Update] Locations module migration in Zoho Books integration with Zoho Analytics

      Dear Customers, As Zoho Books are starting to support an advance version of the Branches/Warehouses module called the Locations module, users who choose to migrate to the Locations module in Zoho Books will also be migrated in Zoho Analytics-Zoho Books

    • Introducing Schedules for smarter availability management

      Greetings from the Zoho Bookings team! We’re excited to introduce Schedules, a powerful enhancement to manage availability across your workspace. Schedules are reusable working-hour templates that help you define and maintain consistent availability across

    • Why Zoho Contracts Prefers Structured Approvals Over Ad-hoc Approvals

      Approvals are one of the most important stages in a contract’s lifecycle. They determine whether a contract moves forward, gets revised, or needs further discussion. The approval process also defines accountability within the organization. Zoho Contracts

    • Whatsapp Connection Status still "Pending" after migration

      Hello, I migrated my WhatsApp API to Zoho from another provider a day ago. So far the connection status is still “Pending”. There is a problem? How long does it usually take?

    • Kaizen #226: Using ZRC in Client Script

      Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

    • How to Filter timewise question to check uploaded one month or two months before in these community question ?

      i want to find the question that is asked some month or before any particular year, so how can i filter it ?

    • Proposal for Creating a Unique "Address" Entity in Zoho FSM

      The "Address" entity is one of the most critical components for a service-oriented company. While homeowners may change and servicing companies may vary, the address itself remains constant. This constancy is essential for subsequent services, as it provides

    • Workflow Down/Bug

      We have a workflow that sends an email to one of our internal departments 10 minutes after a record is created in a custom module. The workflow actually works correctly. However, we have now noticed that on January 8, between 3:55 p.m. and 4:33 p.m.,

    • Service Locations: Designed for Shared Sites and Changing Customers

      Managing service addresses sounds simple—until it isn’t. Large facilities, shared sites, and frequently changing customers can quickly turn address management into an operational bottleneck. This is where Service Locations deliver clarity and control.

    • Can I re-send the Customer Satisfaction Survey after a ticket closure?

      Hello, Some customers does not answer the survey right after closure, is it possible to re-send after a few days or weeks? Best Regards!

    • Account blocked

      Yesterday I got my Zeptomail account blocked due to too many hard bounces. My account is used exclusively for sending transactional emails (eg. your order has been shipped, a form has been filled, etc) and the sudden blocking impacted hundreds of websites

    • Filter contacts based on selected category in Zoho Desk ticket

      Hello community, I’m setting up the Tickets module in Zoho Desk and I need help implementing the following: When a category is selected in a ticket, I want the Contact field to be filtered so that it only displays contacts that are related to that category.

    • Mapping a new Ticket in Zoho Desk to an Account or Deal in Zoho CRM manually

      Is there any way for me to map an existing ticket in Zoho desk to an account or Deal within Zoho CRM? Sometimes people use different email to put in a ticket than the one that we have in the CRM, but it's still the same person. We would like to be able

    • Assign Income to Project Without Invoice

      Hello, Fairly new user here so apologies if there is a really obvious solution here that I am just missing... I have hundreds of small deposits into a bank account that I want to assign to a project but do not want to have to create an invoice every time

    • Tracking Non-Inventory Items

      We have several business locations and currently use zoho inventory to track retail items (sales and purchase orders). We were hoping to use zoho inventory to track our non-inventory items as well (toilet paper, paper towels, etc). I understand that we

    • Profile Page View Customization

      I need to change the fields, sections from the profile view of an emplyoyee.

    • Zoho Desk Android app update: Filter, Sort and Saved filters Enhancements

      Hello everyone! We are excited to introduce the below features on the Android version Zoho Desk mobile app: 1. Filter & Sort support has been introduced for the Contacts and Accounts modules. 2. Sort options is now available in Custom Modules as well.

    • Accessing shared mailboxes through Trident (Windows)

      Hi, I have a created a couple of shared mailboxes. The mailboxes are showing up on the browser based Zoho workplace, but I cannot seem to figure out how to access my shared inboxes through Trident (Windows). Am I missing something or is this feature not

    • Feature Request: Ability to set Default Custom Filters and apply them via URL/Deluge

      I've discovered a significant gap in how Zoho Creator handles Custom Filters for reports, and I'm hoping the Zoho team can address this in a future update. This limitation has been raised before and continues to be requested, but remains unresolved. The

    • Closing the Loop: Why Lookup Asymmetry is Harming Data Integrity in Creator

      TL;DR: Lookup fields allow users to add new related records inline via the "+" icon, but there's no equivalent ability to edit an existing related record without navigating away and losing form context. Adding a native "Edit" icon—with automatic User

    • filtering lookup field options based on information in another module.

      In our CRM system. We have the standard Accounts and Deals modules. We would like to introduce the ability to classify Accounts by Sector. Our desired functionality is to have a global list of all sectors that an Account can select, with the ability to

    • Next Page