Zoho FSM Integration Series #1: Zoho FSM and Zoho Books/Invoice

In this series, we will throw light on how you can leverage the incredible power inherent in Zoho FSM to extend its functionalities through integrations, both native and custom. We will delve into the numerous use cases that can be achieved through these integrations.

Here we will be talking about a key in-built Zoho FSM integration, that with Zoho Books/Invoice.

We will walk you through the nitty-gritty of this integration: the features it has to offer and how you can enable it. So, let's dive in !

Features

I. Region-specific Tax Support: The various region-specific tax systems supported by Zoho Books/Invoice can be incorporated into Zoho FSM. Thus, businesses anywhere can use Zoho FSM to manage their field service operations while complying with local tax laws.

II. Manage Invoicing and Payments: Effortlessly generate invoices for your work orders and provide a secure method for your contacts to make payments conveniently and promptly. Invoices generated in Zoho FSM are automatically added to Zoho Books/Invoice thus enabling easy accounting.

III. Bidirectional Data Sync: Automatic bidirectional syncing of data (Companies, Contacts, and Services And Parts) between Zoho FSM and Zoho Books/Invoice.

I. Region-specific Tax Support

Zoho FSM provides tax support for your transactions, including region-specific tax regulations in the following regions:

If you need to use the tax rules of a country that does not currently have a designated tax edition in Zoho FSM, then you can use the Global edition.

The tax-related properties can be added to Services And Parts, Contacts, and Companies. These values will then be used while creating Estimates or Work Orders.

While creating an Estimate or Work Order, the tax for Services/Parts will be prefilled based on the value of the Contact (or Company, based on the sync type for the FSM-Books/Invoice integration) and Service/Part.

II. Manage Invoicing and Payments

Easily create invoices from your work orders. The sales persons added in Zoho Books/Invoice can be chosen while creating an invoice. Similarly, the Payment Terms set as default for a customer in Zoho Books/Invoice will be populated in the invoice.
The created invoices can be viewed in Zoho Books/Invoice.
You can configure payment gateways in Zoho Books/Invoice and provide customers the option to make online payments for the invoices you sent them.

III. Bidirectional Data Sync

Data can be automatically synced between Zoho FSM and Zoho Books/Invoice. Companies, Contacts, and Services And Parts records can be bidirectionally synced between Zoho FSM and Zoho Invoice/Books.

Zoho FSM	Zoho Invoice/Books
Companies or Contacts	Customers
Services and Parts	Items

You can easily access the linked record from Zoho FSM.

If data sync is not enabled, then you have the import option to fetch records from Zoho Books/Invoice.

How to Set Up this integration

This in-built integration will be set up during the Zoho FSM onboarding process. While onboarding, you can choose to integrate Zoho FSM with any of the following:

New Zoho Invoice account: This is the default option
Existing Zoho Books/Invoice account: All the active Zoho Books/Invoice accounts linked to the email (used for Zoho FSM signup) will be listed in the dropdown; choose one to integrate with Zoho FSM.

Enabling Two-way Sync

Two-way data sync between Zoho FSM and Zoho Invoice/Books can be enabled in just three steps:

Navigate to Setup > Billing > Billing Setup and click Enable Sync under the Integration tab.
Choose an option for How do you like to manage duplicate records? and click Save and Next.

While syncing the data between FSM and Invoice, the duplicate records can be cloned or overwritten.

If you choose Clone Records, the duplicate record will be replicated in Zoho Invoice/Books.
If you choose Overwrite Records, then the details in the record with the latest modified time will be used to overwrite the other record.
Set the field mapping between the Zoho FSM Companies or Contacts and Zoho Books/Invoice Customers fields. From the Zoho FSM Field dropdown, select the FSM fields to map the corresponding value to under Zoho Books/Invoice Field and click Save and Next.
Set the field mapping between the Zoho FSM Services And Parts and Zoho Books/Invoice Items fields. From the Zoho FSM Field dropdown, select the FSM fields to map the corresponding value to under Zoho Invoice/Books Field and click Save and Enable.

To configure the field mapping between Zoho FSM Work Order fields and the custom fields in Invoice/Books:

Navigate to Setup > Billing > Billing Setup.
Select the Invoice Mapping tab and click Configure.
Map the Zoho FSM Field values to those under Zoho Invoice/Books Field and click Save.

Refer to our KB for comprehensive details on this integration. We will be back soon with details of another integration. Meanwhile, do drop a comment or email us at support@zohofsm.com.