Kaizen 224 - Quote-driven Deal Reconciliation Using Zoho CRM Functions and Automation

Hello everyone!

Welcome back to another instalment in the Kaizen series.

This post covers quote-driven deal reconciliation, emphasizing Functions and Automation to address practical sales challenges.

Business Challenge

Sales organizations often mark deals as Closed Won before commercial transactions fully conclude. Quotes generate promptly upon closure, yet businesses typically provide a brief window such as one week for renegotiation or payment. During this period, currency fluctuations, payment delays, and risk thresholds can significantly alter the final deal value.

This Kaizen demonstrates how Zoho CRM Functions and Automation work together to reconcile deal financials with quote activity over time. Sales, finance, and operations teams can thus access accurate, policy-compliant values.

Here is a typical sequence:

1. Deal closes with Closed Won status
   
2. Quote generates immediately
   
3. Customer receives grace period (e.g., one week) for payment or adjustments
   

Key factors during this window:

1. Exchange rates fluctuate
   
2. Payments may succeed or fail
   
3. Business absorbs limited losses(up to 10%, for example)
   
4. Major variances trigger renegotiation
   

CRM must reflect actual outcomes rather than initial closure assumptions. Quotes serve as the authoritative commercial record, with final deal values depending on execution timing. This approach captures intermediate and final financial states to enable automated decisions and audits.

Key business scenarios covered

Scenario 1: Payment is made during the grace period

1. Quote is generated on day 0
   
2. Customer completes payment on day 7
   
3. Exchange rate has changed since quote generation
   

Business Requirement

The business wants to calculate the actual payable amount using the exchange rate on the payment day and store it explicitly in CRM.

Outcome

The realized value is captured and stored, ensuring that reports and downstream systems reflect the true commercial result.

Scenario 2: Acceptable loss threshold (10%)

1. Exchange rate movement results in a loss
   
2. The business is willing to absorb losses up to 10%
   
3. Loss exceeds the acceptable threshold
   

Business requirement

If the loss exceeds the defined tolerance, the quote should move to renegotiation instead of being accepted automatically.

Outcome

CRM enforces pricing policy consistently, without manual intervention or subjective judgment.

Scenario 3: Significant currency fluctuations

1. Exchange rate volatility is unusually high
   
2. Even if loss is within limits, risk exposure is significant
   

Business requirement

Large fluctuations should trigger renegotiation, regardless of absolute loss percentage.

Outcome

Financial risk is handled proactively based on measurable criteria.

Scenario 4: No payment after the grace period

1. Customer does not pay within the allowed window
   
2. Updated exchange rate is favorable to the business
   

Business Requirement

If the updated rate is profitable, the quote can be revised and reissued with the new amount.

Outcome

CRM reflects market-aligned pricing while maintaining transparency around why the amount changed.

Why Zoho CRM Functions is the best fit?

This reconciliation pattern requires the following capabilities beyond static configuration.

1. Reading and reconciling data across Deals and Quotes
   
2. Applying time-based and threshold-based business rules
   
3. Writing calculated values into dedicated fields
   
4. Supporting multiple decision paths(accept, renegotiate, revise)
   
5. Running logic at specific business moments
   

Zoho CRM Functions provide the flexibility and control required to implement this logic cleanly, while automation ensures it runs consistently and reliably.

Custom fields used in this post

Deals

1. Final Accepted Amount - Currency - Amount finally agreed and accepted
   
2. FX Impact Percentage - Percent - Gain or loss due to exchange movement
   
3. Reconciliation Status - Picklist - Accepted or Renegotiate
   
4. Reconciled On - DateTime- Timestamp of final reconciliation
   

Quotes

1. Quote Reference Amount - Currency - Amount at quote generation
   
2. Quote Exchange Rate - Decimal - Exchange rate used in quote
   
3. Payment Due Date - Date - End of grace period
   
4. Potential Payable Amount - Currency - Recalculated amount at evaluation time
   
5. FX Variance Percentage - Decimal - Difference vs quoted amount
   
6. FX Evaluation Status - Picklist - Pending or Evaluated
   
7. Recalculate FX - Checkbox - Explicit recalculation trigger
   

These fields capture commercial intent and outcome, not just static numbers.

High level automation flow

1. Deal is marked Closed Won
   
1. Workflow triggers a function to generate a Quote
   
2. Business updates evaluation inputs when needed
   
3. User explicitly triggers FX recalculation
   
4. Function
   
1. Calculates financial impact
   
2. Updates quote and deal
   
3. Applies business decisions
   
5. CRM reflects finalized commercial reality
   

Function 1: Generate a Quote from the Deal

This function creates a Quote automatically when a Deal is closed, ensuring downstream processes start immediately and consistently.

void automation.generateQuoteFromDeal(int dealId) { deal = zoho.crm.getRecordById("Deals", dealId); if(deal == null) return; amount = deal.get("Amount"); exchangeRate = deal.get("Exchange_Rate"); account = deal.get("Account_Name"); productItem = Map(); productItem.put("product", {"id":"<PRODUCT_ID>"}); productItem.put("quantity", 1); productItem.put("list_price", amount); productList = List(); productList.add(productItem); quoteMap = Map(); quoteMap.put("Subject", "Quote for Deal"); quoteMap.put("Deal_Name", dealId); quoteMap.put("Account_Name", account.get("id")); quoteMap.put("Product_Details", productList); quoteMap.put("Quote_Stage", "Draft"); quoteMap.put("Valid_Till", zoho.currentdate.addDay(7)); quoteMap.put("Quote_Reference_Amount", amount); quoteMap.put("Quote_Exchange_Rate", exchangeRate); zoho.crm.createRecord("Quotes", quoteMap); }

Function 2: Reconcile Deal from Quote

This function calculates payable values, evaluates financial impact, and updates the Deal with finalized financial information.

void automation.reconcileDealFromQuote(Int quoteId) { info "Starting FX reconciliation for Quote ID: " + quoteId; // ------------------------------------------------- // Fetch Quote // ------------------------------------------------- quote = zoho.crm.getRecordById("Quotes", quoteId); if(quote == null) { info "Quote not found"; return; } dealInfo = quote.get("Deal_Name"); if(dealInfo == null) { info "Quote not linked to Deal"; return; } dealId = dealInfo.get("id"); deal = zoho.crm.getRecordById("Deals", dealId); if(deal == null) { info "Deal not found"; return; } // ------------------------------------------------- // Mark FX Evaluation as PENDING // ------------------------------------------------- zoho.crm.updateRecord( "Quotes", quoteId, {"FX_Evaluation_Status" : "Pending"} ); // ------------------------------------------------- // Read required FX inputs // ------------------------------------------------- quotedAmount = quote.get("Quote_Reference_Amount"); quoteRate = quote.get("Quote_Exchange_Rate"); evaluationRate = quote.get("Evaluation_Exchange_Rate"); info "Quoted Amount: " + quotedAmount; info "Quote Rate: " + quoteRate; info "Evaluation Rate: " + evaluationRate; if(quotedAmount == null || quoteRate == null || evaluationRate == null) { info "Missing required FX inputs"; return; } // ------------------------------------------------- // FX Calculations(rounded) // ------------------------------------------------- payableAmount = (quotedAmount * evaluationRate / quoteRate).round(2); fxVariance = (((payableAmount - quotedAmount) / quotedAmount) * 100).round(2); info "Payable Amount: " + payableAmount; info "FX Variance %: " + fxVariance; // ------------------------------------------------- // Decide Quote Stage(Business decision here) // ------------------------------------------------- quoteStage = ""; reconciliationStatus = ""; if(fxVariance <= 10) { quoteStage = "Acceptable FX Impact"; reconciliationStatus = "Accepted"; } else { quoteStage = "FX Impact Exceeds Threshold"; reconciliationStatus = "Renegotiate"; } // ------------------------------------------------- // Update Quote(Final state) // ------------------------------------------------- quoteUpdate = Map(); quoteUpdate.put("Potential_Payable_Amount", payableAmount); quoteUpdate.put("FX_Variance_Percentage", fxVariance); quoteUpdate.put("FX_Evaluation_Status", "Evaluated"); quoteUpdate.put("Quote_Stage", quoteStage); quoteUpdate.put("Recalculate_FX", false); quoteResp = zoho.crm.updateRecord("Quotes", quoteId, quoteUpdate); info "Quote update response:"; info quoteResp; // ------------------------------------------------- // Update Deal // ------------------------------------------------- dealUpdate = Map(); dealUpdate.put("Final_Accepted_Amount", payableAmount); dealUpdate.put("FX_Impact_Percentage", fxVariance); dealUpdate.put("Reconciliation_Status", reconciliationStatus); dealUpdate.put( "Reconciled_On", zoho.currenttime.toString("yyyy-MM-dd'T'HH:mm:ssXXX") ); dealResp = zoho.crm.updateRecord("Deals", dealId, dealUpdate); info "Deal update response:"; info dealResp; info "FX reconciliation completed successfully"; }

Workflow

Module: Quotes

Trigger: On create or edit

Condition: Recalculate FX = true

Action: Execute reconcileDealFromQuote

Argument: quoteId -> ${Quotes.id}

All decision logic lives inside the function.

Business Outcome

After implementing this pattern,

1. Deals and quotes stay aligned with real-world behavior
   
2. FX risk is measurable and auditable
   
3. Renegotiation is policy-driven
   
4. Reports reflect finalized values, not assumptions
   
5. Sales and finance operate on the same truth.
   

Summary

Zoho CRM extends beyond static closures by reconciling deals against quote behavior. Functions plus Automation enforce pricing, limit exposure, and capture true outcomes reliably at scale.

The true value of this implementation is not the calculation itself, but the fact that it produces stable, auditable financial states that can be reused across reporting, approvals, integrations, and policy enforcement.

Further extensions

Executive reporting and dashboards

You can build Dashboards that answer questions like

1. Total revenue before vs after FX reconciliation
   
2. Total FX gain or loss by
   
1. Region
   
2. Currency
   
3. Quarter
   
3. Sales owner
   
4. Percentage of deals renegotiated due to FX risk
   

Without the function,

1. FX impact is implicit
   
2. Numbers keep changing
   
3. Finance does not trust reports
   

With the function,

1. Final Accepted Amount is stable
   
2. FX Impact % is explicit
   
3. Reconciled On gives a time anchor
   

Policy enforcement and compliance

Examples

1. Automatically flag deals where FX loss > 10% but status = Accepted
   
2. Audit trail for
   
1. Who recalculated FX
   
2. When renegotiation was triggered
   
3. SLA checks when Deals are not reconciled within 'X' days of quote creation
   

For many companies, FX policy violations are discovered at a later point in time, but you now enforce them at the moment of decision.

Sales coaching and deal hygiene

Unlock insights such as

1. Which sales reps close deals with high FX volatility or frequently trigger renegotiation?
   
2. Which regions or currencies produce unstable deals?
   
3. Which deals are consistently over-optimistic at closure?
   

Other scenarios

1. Approval and exception workflows
   
2. Integration with ERP or accounting systems
   
3. Predictive insights to forecast FX risk
   
4. Historical snapshots for audit and analytics
   

We hope you found this post useful. Let us know your feedback in the comments or write to us at support@zohocrm.com.

Thanks!

=============================================================================

See Also

1. Functions in Zoho CRM
   
2. Deluge Integration Tasks for CRM
3. Previous Kaizen: 223 - File Manager in CRM Widget Using ZRC Methods
4. Kaizen Directory

• Topic Participants

• Shylaja S

  

• Sticky Posts

• Kaizen #198: Using Client Script for Custom Validation in Blueprint

  Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

• 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

• Kaizen #222 - Client Script Support for Notes Related List

  Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

• Kaizen #217 - Actions APIs : Tasks

  Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

• Kaizen #216 - Actions APIs : Email Notifications

  Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

• Recent Topics

• Phantom Opening Balance

  While experimenting w/ creating a composite item, Zoho added funds to Petty Cash and added Bank Account equal to previous day's balance. I'm unable to undo the adding of funds. Attaching screenshots of both bank account and petty cash transactions.

• Importing customer comments and multiple shipto addresses

  I am evaluating Zoho Books and have most of my data imported with two exceptions: (1) Import customer comments - in my current system I have several comments of different types, and I need to bring these into Zoho. Preferably Books customer records, but

• Detailed Account Reports - Add Running Balance

  When one clicks into an account from a report (say P/L or Balance Sheet), the default reports have the Debit, Credit, and then the Amount. The Amount column (last one) is duplicate information. It would be far better and fit more peoples' use cases if

• How to Billed from two different GST Numbers

  How to Billed from two different GST Numbers. Suppose ABC & Co had GST registration in Delhi and Haryana and Zoho account is created with Delhi GST Registration number. Now i also want to issue invoice from Haryana GST Registration number. How can i proceed ?

• Zoho IP blocked by SpamHaus

  ERROR CODE :550 - 5.7.0 Your server IP address is in the SpamHaus SBL-XBL database, bye

• IMAP Communication Problems - IMAP Down Again

  We are experiencing the same problems over the last week or so that were supposedly 'solved' according to this thread. Zoho Imap Down Again This is affecting attempts to use IMAP on multiple ISPs and users so is definitely narrowed down to Zoho problems.

• Make the Flexible User Pricing actually flexible - allow bundled apps to be licensed individually

  The 'Flexible User Pricing' is not flexible! Please make it flexible. Allow bundled apps to be licensed individually. Although Zoho One offers nearly all Zoho apps, one has to choose which apps to include in the bundle when joining Zoho One. Any included app is forced into Zoho One licensing. The unfortunate implication of this is that one cannot add an individual app user license for any of the bundled apps. If you try to add a user in any bundled app, it will redirect you to Zoho One licensing

• Can't login to Zoho mail

  I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a few

• Hotmail is STILL blocking the zoho mail IP

  Greetings, as I already mentioned in my last message, my Zoho IP has been blocked by Hotmail for more than 15 days. Although someone said that the issue was "solved," it still isn't, and this amount of time seems neither normal for a "serious" company,

• Keyboard shortcut M key

  I'm trying to customize my keyboard shortcuts and assign the "m" key. But it says the key is already assigned. I've looked through all my shortcuts and can't see any assigned "m". When I select an email and press the M key, nothing happens. What is the

• Manage customer access across multi-brand help centers

  Hello everyone! Managing customer's access across multiple brands has been streamlined with the ability to invite, reinvite, approve, reject, and deactivate contacts individually for each help center brand . This enhancement gives administrators precise

• White Label certificate

  Hi all, About 72 hours ago, we fulfilled all steps for white labeling (CNAME to point to mail.cs.zohohost.eu), but since then the configuration page is now stuck at "generating certificate" since 3 days. When I execute an NSLOOKUP mail.webfoundry.be it

• Unusual activity detected from this IP. Please try again after some time

  When i try to create new addresses on my account i am getting this error, it has been 24 hours now and i am still getting this error can anyone help

• How to add a new domain in my account?

  Probably zoho has the worst UI in the market. Cannot add a new domain to manage a new email address.

• Report sorting not working

  I make extensive use of Summary reports and Pivot Tables. Most of these reports are structured such that I have several columns of "information" data that I want displayed, followed by one or more "Data" summarizations. For example, I have the following

• New Enhancements in Wizards

  Dear All, Wizards help you break a long form into a series of smaller forms on different screens, making it less overwhelming. We are thrilled to introduce a couple of enhancements to wizards in Zoho CRM: Enhancements for conditional rules in Wizards

• Find and Merge Duplicates to trigger webhook

  My sales team uses the Find and Merge Duplicates feature often to cleanup records in the CRM. We use webhooks to signal to our internal tools database when new Contacts are created, updated, or deleted, in order to keep our DB in sync with Zoho CRM. However,

• Charting the 2025 Voyage: Zoho Invoice's Year in Review

  2025 has been a year of progress, productivity, and purposeful growth for Zoho Invoice. From expanding into new regions to refining everyday workflows, each update was designed to help businesses stay compliant, get paid faster, and work with confidence.

• How to Hide System-DefinedTemplates in Service Report

  Is there any option available to hide system-defined templates? these templates are causing confusion for field users.

• WhatsApp Report in Bigin CRM

  Reporting feature for Bigin CRM’s integrated WhatsApp that provides insights such as: Number of WhatsApp conversations closed Number of messages sent and received Number of conversations replied to Response and closure metrics for WhatsApp chats More

• Issue with Azure DevOps Integration in Zoho Flow

  Hello, All workflows between Zoho Flow and Azure DevOps have stopped working for several days now. Upon further investigation, it seems that the connection to Azure DevOps is no longer directly supported. Indeed, Microsoft has deprecated the Azure DevOps

• Narrative 16: Simplify with workflows

  Behind the scenes of a successful ticketing system: BTS Series Narrative 16: Simplify with workflows What is a workflow? A workflow organizes business tasks in a defined sequence that makes each step clear to all participants. This ensures work is completed

• Zoho Invoice Customer Login Portal

  Are there any plans for a customer portal to Zoho Invoice, ala Freshbooks?  I would like customers that I invoice to be able to login to review invoices and invoice history.  I have not switched from Freshbooks for this very reason.

• Random Leads are being created

  Hi, Every few days I am getting random leads that are being created with no form interactions at all. The email addresses are from obvious spam, such as 'Easymerchantsx'. When I look at the timeline, there is a Visit record and then a Lead Created record,

• Print a price list or price book

  Hi Community. Am I right in concluding that Zoho has no functionality to print a price list from either Zoho CRM, Zoho Inventory or Zoho Books? I won't get stuck on the fact that Zoho doesn't sync price books between Zoho CRM and Books/Inventory (more

• Bar Chart -- sort X-axis

  Hi! I created a bar chart ("Top 10 Products by Revenue") X-axis: Product Name Y-axis: Revenue Filter: Revenue - Top 10 Here's a picture: http://screencast.com/t/ZTJlZTdkNz The x-axis is sorted alphabetically by Product Name. How can I force it to sort numerically by Revenue?

• ZoHo Flow Custom Function not Processing JSON

  JSON is being escaped and converting all the quotes in the JSON to '"' Here's the Code: void InsertRowInE123EligibitySheet(map input) { rawData = get("data",""); decodedData = rawData.htmlDecode(); data = decodedData.toMap(); sheet_id = "ID GOES

• Managing functions

  Can someone let me know if there are any plans to improve the features for managing functions in CRM? I have lots of functions and finding them is hard. The search only works on the function name and the filter only works on function type. I have created

• Zoho FSM - Service Appointment Trouble Adding Field Agent

  Hello, I just started using Zoho FSM and I'm currently adding older work orders from prior Field Service application I use. The work order that im trying to add is from an earlier date, and when I try to add a field agent to a service appointment it does

• 年内最後のユーザー向けイベント：5名限定！ 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (12/18)

  ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 12月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 参加登録はこちら（無料） https://us02web.zoom.us/meeting/register/QHn6kJAcRs-znJ1l5jk0ww ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho ワークアウト」を開催します。

• How do I get my account id?

  Hello, I followed the instructions to get a list of accounts of the currently authenticated user (which is me, and I am logged in). But when I follow the below instructions I get the following error: ERROR: {"data":{"errorCode":"INVALID_TICKET","moreInfo":"Invalid ticket"},"status":{"code":400,"description":"Invalid Input"}} Instructions that I am following: GET - User account details Purpose The API retrieves the list of accounts of the currently authenticated user.  Request URL  http://mail.zoho.com/api/accounts

• Zoho Quartz Screen Recording

  Hello, can we get access to Quartz, please, as a standalone solution? It would be great for creating training videos for current and future staff on how to use Zoho software according to our company requirements. Thank you

• auto close automated alert tickets which are similar

  Hello ZOHO Community, we are using ZOHO Desk to process automated monitoring alerts. Scenario: Our monitoring system creates a ticket when a threshold is exceeded, e.g. Subject: Computer 1 – CPU usage 100% – Error A few minutes later, once the issue resolves

• Maintain knowledge base integrity by moderating article comments

  Hello everyone, A knowledge base provides a self-service platform where customers can refer to articles, user manuals, and other resources to learn about the company's products or services and troubleshoot problems. Often, readers leave a comment on the

• Making another calendar your default calendar

  I am trying to make another calendar my default calendar when I add events to it. It keep going to a single calendar, I need it to go to my google calendar by default, as this is linked to other services / websites. I cannot find an option to make it

• Option to Delete Chats in IM

  Currently, there is no option to delete any chats in IM, regardless of their source.

• Referencing a cell from another sheet

  My workbook has multiple sheets. Each sheet has some calcluated totals in certain cells. The front master sheet has a list of everything that is detailed on the other sheets, with the totals. These could change at any time, so the totals need to be references to the other cell's value, not a fixed number. So on the master sheet, I put in =, then go the other sheet and choose the cell and hit Enter. In regular Excel, this works. But in the Zoho sheet, it doesn't work. I have to edit the result by

• Group mail for external email addresses

  Hello, I was just wondering if the Group mail feature works with external email addresses - e.g. gmail.com or a completely different domain? it seems only internal addresses (hosted with Zoho) receive the mail. Thanks, Oliver

• The email address you have entered belongs to a different deployment/region.

  Hi, I am trying to create the user - mprust@crombiecomputers.co.uk but keep getting the message below -  The email address you have entered belongs to a different deployment/region. Please contact support@zohoaccounts.com for assistance. Look forward

• Use Zoho Flow Credits for CRM ‘Actions by Zoho Flow’

  Hello Team, We would like to submit a feature request regarding credit usage for “Actions by Zoho Flow” in Zoho CRM. Use Case: We are Zoho One users and actively use Zoho Flow, where our organization has 52,000 Flow tasks per month. In Zoho CRM, we use

• Next Page