Update on the migration (October 28, 2025):

Starting this week (October 29 tentatively), we’ll begin migrating Zoho CRM users to Zoho Books as integration users. This means actions will now run under each user’s own Zoho Books access, instead of the admin’s.

As an admin, you can also choose to migrate users early from the Integration Settings page in Zoho CRM.

(Refer to the announcement for details).

Update:

Based on your feedback, we’ve updated the capabilities for integration users. In addition to the Estimates module, they can now create, view, and edit records in all the finance modules including Sales Order, Invoices, Purchase Order.

We're also running a migration and all existing users who have migrated already will receive an email once this change goes live.

Last modified on: May 15, 2025

Please note that Zoho Subscriptions is now Zoho Billing.

• Zoho Books
  
• Zoho Subscriptions

Enhancements to the Zoho Books integration

• Users were unable to send emails using their email addresses.
  
• Zoho Books sometimes generated inaccurate reports during audits because records created from Zoho CRM weren't being updated with the correct user names in Zoho Books.
  
• User-level permissions, field-level permissions and processes such as the Approval process in Zoho Books weren't being properly handled in Zoho CRM.
  
• Users who did not have proper authorization to use Zoho Books were able to create transactions from CRM by using admin's permissions.

What have we enhanced? 

What permissions do integration users have? 

• After being added, integration users can perform all operations, including creating, viewing, and editing records within the Estimates module.
  
  
• However, they can only access other modules, such as Invoices, Sales Orders, and Purchase Orders in view mode.
  
• Integration users will not have direct access to Zoho Books.
  
• When integration users are part of multiple finance suite products, their permissions are collectively applied within CRM.

Migration for existing users

• For the integration between Zoho CRM and Zoho Books to function seamlessly, and to maintain uniform user permissions,existing users have the option to migrate immediately.
  
• Alternatively, they have a three-month window to complete the migration. After this period, users will be automatically added as 'Integration Users' based on their utilization of the finance module.
  
  
• To facilitate this, select the "Migrate Users" option to view and manage users common to both systems. Upon clicking "Save," the backend migration initiates. Following this, the integration adheres to each user's designated scope and permissions.
  
• Users can migrate up to 1,000 integration users initially. If they need to migrate more, they can contact the support team for additional help.
  
• Users who are already part of Zoho Books can't be added as integration users.
  

Enhancement to the Zoho Subscription integration

• These enhancements are being rolled out in phases and are now available to all users across all data centres, with the exception of the US DC, where they are currently available only to organizations on editions below Enterprise. 
  

P.S. We would like to acknowledge the significant contributions and ongoing recommendations provided by our MVP, @Kevin Flynn. His insights – shared in the community forum – have been instrumental in addressing challenges related to users experiencing difficulties in sending emails with their addresses, as well as issues concerning user and field-level permissions.