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

• Lookup Field Option Not Available in Customization

  Hello, I am trying to customize different modules (e.g., Work Orders, Systems, and others), but I am unable to find the Lookup field option in the layout customization. When I go to: Setup → Customization → Modules and Fields → Add Field The Lookup field

• Scheduled sending of a poll and its results

  Is there a way to schedule sending a poll to all my users and have the results sent separately to the team?

• Canvas View bug

  I would like to report a bug. When clone a canvas view from an existing canvas view, if the original canvas view have canvas button with client script. Then the new create canvas view will have canvas button, it is make sense. But when I try to delete

• Integrating Zoho Suite and apps more with Linux

  I just got introduced with Zoho just couple of months ago, and I've already planned to contribute to it, even though it's not an open-source software. Still I have found it's potential to beat the tech giants and still being respective towards data privacy

• Store Submitted Forms as PDF

  Hi there, Is there a method to store Form submissions as a PDF in workdrive for archival? I set the form to email the submission to the user and an internal inbox but I'd really love to store the final form as PDF in workdrive automatically. I can't seem

• System Components menu not available for Tablet to select language

  I have attached a screenshot of my desktop, mobile and tablet menu builder options. I am using 2 languages in my application. Language Selection is an option under the System Components part of the menu, but only for my desktop and phone(mobile). My tablet

• Separate Items & Services

  Hi, please separate items and services into different categories. Thank you

• CRM->INVENTORY, sync products as composite items

  We have a product team working in the CRM, as it’s more convenient than using Books or Inventory—especially with features like Blueprints being available. Once a product reaches a certain stage, it needs to become visible in Inventory. To achieve this,

• Add an option to disable ZIA suggestions

  Currently, ZIA in Zoho Inventory automatically provides suggestions, such as sending order confirmation emails. However, there is no way to disable this feature. In our case, orders are automatically created by customers, and we’ve built a custom workflow

• What's new in Zoho Sheet: Simplify data entry and collaboration

  Hello, Zoho Sheet community! Last year, our team was focused on research and development so we could deliver updates that enhance your spreadsheet experience. This year, we’re excited to deliver those enhancements—but we'll be rolling them out incrementally

• Zoho Creator Developer Console | Improved Distribution and Lifecycle Management for apps

  Hello everyone, We're excited to introduce new enhancements now in the Zoho Creator Developer Console. These updates strengthen private app distribution through licensing controls and extend environment support across all installed apps, helping teams

• [Webinar] Solving business challenges- Handling the challenge of transitioning to Zoho Writer from legacy tools

  Moving to Zoho Writer is a great way to consolidate your business tools and become more agile. With multiple accessibility modes, no-code automation, and extensive integration with business apps and content platforms, Zoho Writer helps solve your organization's

• Feature Request - Gift Cards or Gift Voucher Capability in Zoho Commerce

  Hi Zoho Commerce team, I'm comming accross more and more retail businesses who sell gift cards. As there is currently no way to manage this in Zoho Commerce, it is a blocker to addoption. This is particularly popular in Europe and North America. I recently

• Highlight a candidate who is "off limits"

  Hello: Is there a way to highlight a candidate who is "off limits"?  I would like to have the ability to make certain candidate and / or Client records highlighted in RED or something like that.   This would be used for example when we may have placed a candidate somewhere and we want everyone in our company to quickly and easily see that they are off limits.  The same would apply when we want to put a client or former client off limits so no one recruits out of there. How can this be done? Cheers,

• Closing off tasks automatically based on project status

  Is there a way to close off all open tasks when a project is set as Cancelled?

• [Free webinar] Understanding connections and datasources in Zoho Creator - Creator Tech Connect

  Hello everyone, We’re excited to invite you to another edition of the Creator Tech Connect webinar. About Creator Tech Connect The Creator Tech Connect series is a free monthly webinar featuring in-depth technical sessions designed for developers, administrators,

• Bridge the Gap Between your Service and Finance Teams

  In field service, the most expensive distance isn’t the drive to a customer’s home—it’s the gap between a finished job and a paid invoice. Zoho FSM leverages the power of Zoho Invoice to handle and manage billing operations. It enables you to: Instantly

• Direct URL to "View Record"

  I would like to create a button (Deluge Script) to jump to the "view record" without passing by the record menu, but I can not aford to find the right url. I don't want the "view record" as a single page. I want the "view record" in the application like the picture below: Thanks in advance for your help

• Live Chat for user

  Hi everyone, I’m new to Zoho Creator and wanted to ask if it’s possible to add a live chat option for all logged-in portal users so they can chat internally. I’m trying to create a customer portal similar to a service desk, but for vehicle breakdowns,

• SalesIQ Chat Owner to CRM Lead Owner Mapping

  There is no proper mapping between the SalesIQ chat owner and the CRM lead owner. When a chat is assigned to an agent, the lead created in CRM is often assigned to a different user, forcing admins to manually change ownership every time. This creates

• Product line search in quotes

  Is there a way to change the search setting when you add a product line to a quote. We have created a field in products called 'Part Number' and I would like when I'm adding a product line to the quote that I can search on that field. At the moment it only searches on product description. In products I can search on the 'Part Number' field Any help welcome.

• 🚀 WorkDrive 6.0 (Phase 1): Empowering Teams with Content Intelligence, Automation, Accessibility, and Control

  Hello, everyone! WorkDrive continues to evolve from a robust file management solution into an intelligent, secure, and connected content collaboration platform for modern businesses. Our goal remains unchanged: to simplify teamwork, strengthen data security,

• Storage Limits

  Hello, What is the storage limitations for each user on professional edition?  Thanks, Mekki

• Zoho Recruit Community Meetup - London 🇬🇧

  Hello Recruiters! We’re excited to announce that the Zoho Recruit team is coming to the UK for an in-person Zoho User Group (ZUG) Meetup in London! This is your chance to connect with fellow Zoho users, learn from experts, and walk away with actionable

• Power Pivot and Data Modeling functionality in Zoho Sheet

  When will MS Excel functionalities like Power Pivot and Data Modeling functionalities be available in Zoho Sheet?

• Global Search placement in the new UI

  Having a hard time with the global search placement in the UI redesign. Surely I can't be the only one. Previously global search placement was perfect. A bar at the top/center of the page. Exactly where you would expect it to be. Since the new UI has

• What's New - January 2026 | Zoho Backstage

  Welcome to 2026! If you thought last year was big, buckle up. We’re stepping into this year with a singular focus: unimaginable growth, elite scalability, and performance benchmarks that leave the old ways of event management in the rearview mirror. As

• Cliq on your mobile phone

  Some of the employees in my company get their cliq on their mobile phones but it will not let them answer the call. The employee has to go to their laptop to access it. 

• Bulk Delete Messages in Cliq

  Isn't it possible to bulk delete messages in Cliq? I have them delivered to me as notifications from another service but most of them need to be deleted as not of value. I get dozens of them per day, and deleting them is already difficult is the "Delete"

• stock movement report by each transaction for each item

  Dear Sir we are using zoho inventory for foodstuff and we lack the transaction report which clearly shows movement of an item from Opening balance of the month to Goods received in, Supplier return out, Invoice out, Sales return In, Transfer out and Transfer

• Select the task view on the board in the Zoho Connect iPhone app

  Hello. How do I select the task view on the board in the Zoho Connect iPhone app? The Android app has this functionality.

• Unable to change Company Logo

  Hi Guys, I have an issue where I've uploaded a Company image in Gif format and the logo has now got a black background whereas the logo is supposed to be black not the background. I didn't think it would be an issue so I created a PNG version to upload

• Metadata API Access to Functions

  I think it would be incredibly helpful to have api access to every function's code. Our team primarily uses deluge functions to update fields across modules according to business logic. I would like to create a visual dependancy model for our CRM, but

• Historical Sales Info - Blend with Finance Invoice Line Items, Access in CRM and Desk

  My company has been using Zoho One since 2021, with sales data going back through 2020. However, we have been in business much longer, and we have historical sales information that we want to have at our fingertips when talking with customers (usually

• Introducing Record Category in CRM: Group options to see record status at a glance.

  Release update: Currently available for CN, JP, and AU DCs (all paid editions). It will be made available to other DCs by mid-March. Hello everyone, We are pleased to introduce Record Category in Zoho CRM - a new capability where the user can get an overview

• Service disruption in Zoho Cliq (EU Region) – February 9, 2026

  Hello everyone, We’d like to inform you about a brief service disruption that affected Zoho Cliq users in the EU region earlier today. The issue has been resolved, and all services are now operating normally. Summary On February 9, 2026, Zoho Cliq experienced

• Spotlight series #26 - Build slides with visual clarity using Diagram

  Hello all! The feature in the spotlight this month is Diagram. Let's say you are a part of a project kickoff meeting and your teammate starts explaining the project life cycle like this: "First we ideate, then we create an initial prototype and share

• Client scripts for Zoho Books ?

  Good day everyone, I am looking for a way to be able to interact with the Quotes and Invoices as they are being created. Think of it like Zoho client script in Zoho CRM. But for the life of me I dont see a way to do this. The issue with having function

• Uplifted homepage experience

  Editions: All editions. Release Note: Available in CA and SA DCs (Standard, Professional). Availability update (17th February 2026): The feature has been enabled for the following DCs: All editions in the CA and SA DC | Free, Standard and Professional

• Unable to produce monthly P&L reports for previous years

  My company just migrated to Books this year. We have 5+ years financial data and need to generate a monthly P&L for 2019 and a monthly P&L YTD for 2020. The latter is easy, but I'm VERY surprised to learn that default reports in Zoho Books cannot create

• Next Page