Setting up Zoho Finance Suite Integration

Setting up Zoho Finance Suite Integration

The Zoho Finance Suite integration enables your agents to view and manage the accounting and billing information of customers in Zoho Desk. If you have a Zoho Books or Zoho Invoice account, you can connect it to Zoho Desk to share data between the systems in real-time.

Benefits
  • Create and view invoices and estimates from inside tickets.
  • Change the status of estimates and invoices linked to a ticket.
  • View the accounting information of Zoho Desk contacts and accounts contextually like unused credits, outstanding receivables, billing address, etc.
  • Provides agents with more context about customers up-front, so they offer better customer support.

Notes:
  • You can integrate with either Zoho Books or Zoho Invoice at a time.
  • The Zoho Finance Suite integration is available on all paid plans of Zoho Desk.
  • Only administrators can configure the Zoho Finance Suite integration.

Configuring Zoho Finance Suite Integration
The Zoho Finance Suite includes both Zoho Books and Zoho Invoice. You can make a connection with either one of them in Zoho Desk. Here's an overview of actions involved in setting up the integration:
  1. Enable integration
  2. Select the organization (when there is more than one) that must be linked to Zoho Desk.
  3. Set profile-level permissions for actions related to invoices and estimates.

To configure Zoho Books integration:
  1. Click the Setup icon  ) in the top menu.
  2. Click Zoho under the Marketplace menu.
  3. Click Zoho Books on the Zoho page.
  4. Click Enable Integration on the Zoho Books Integration page.
  5. Select the Zoho Books organization:
    • When there is more than one organization, select the one that must be associated here, on the slider window.
    • Otherwise, the existing organization is automatically associated with your Zoho Desk.
  6. The integration is complete at this stage. You might proceed to set the profile-level permissions for actions related to invoices and estimates. 

To configure Zoho Invoice integration:
  1. Click the Setup icon  ) in the top menu.
  2. Click Zoho under the Marketplace menu.
  3. Click Zoho Invoice on the Zoho page.
  4. Click Enable Integration on the Zoho Invoice Integration page.
  5. Select the Zoho Invoice organization:
    • When there is more than one organization, select the one that must be associated here, on the slider window.
    • Otherwise, the existing organization is automatically associated with your Zoho Desk.
  6. The integration is complete at this stage. You might proceed to set the profile-level permissions for actions related to invoices and estimates.

Notes:
  • If you are enabling the integration when you have no accounts created in the respective Zoho Finance application, you will be prompted to create a new organization, which can then be associated with Zoho Desk.
  • Zoho Desk displays only the organizations of which you are an administrator. So we suggest that you add yourselves as an administrator to the respective Zoho Finance application of your company.

Setting Profile-level Permissions
The administrator can modify each Zoho Desk profile to grant and remove certain privileges concerning invoices and estimates. For example, if the new agents are to be restricted to only creating estimates that you can later approve and send out yourself, simply disable the send email option. Now, all agents with a 'Newbie' profile can create estimates but cannot send them out to customers.
You can set 3 levels of permissions:
  1. Uncheck the 'Visible' checkbox (  ) corresponding to a profile to hide the Zoho Finance integration.
  2. Click the toggle corresponding to Estimates or Invoices. This option allows you to choose to display either one of them for a specific profile.
  3. Choose to allow or deny the following actions for Estimates and Invoices from drop-menu.
  • View Only - Agents can view the invoices and estimates
  • View & Send - Agents can view and attach a copy of the invoice or estimate in an email and send it to customers
  • View, Create & Update - Agents can view, create and also edit the invoices and estimates
  • View, Send, Create & Update - Agents can view, create, edit and also attach a copy of the invoice or estimate in an email and send it to customers

Disabling Zoho Finance Suite
You can disable Zoho Finance Suite integration from your Zoho Desk account. Once disabled, information related to the associated organization in Zoho Books or Zoho Invoice cannot be accessed. However, the mapping of contacts and the ticket-to-invoice/estimate relationships are preserved until the next time you enable the integration.

To disable Zoho Finance Suite:
  1. Click the Setup icon  ) in the top menu.
  2. Click Zoho under the Marketplace menu.
  3. Click the Zoho Finance application integrated in Zoho Desk.
  4. Click the More icon (  ) in the upper-right side of the Integration page.
  5. Click Disable Integration from the menu.
  6. In the Confirmation dialog box, click Disable.
The Zoho Finance Suite integration is disabled in your help desk.

Deleting Zoho Finance Suite
You can delete Zoho Finance Suite integration from your Zoho Desk account. Please keep in mind the following implications of deleting the integration:
  • Cannot create estimates and invoices for contacts.
  • Ticket-to-invoice/estimate relationships will be deleted and not available.
  • Associated Payables and Receivables will not be available.
  • Contacts mapped with Zoho Books/Zoho Invoice will be unlinked.

To delete Zoho Finance Suite:
  1. Click the Setup icon ) in the top menu.
  2. Click Zoho under the Marketplace menu.
  3. Click the Zoho Finance application integrated in Zoho Desk.
  4. Click the More icon ) in the upper-right side of the Integration page.
  5. Click Delete Integration from the menu.
  6. In the Confirmation dialog box, check the "Well, I also want to delete." option.
  7. Click Delete.
The Zoho Finance Suite integration is deleted in your help desk.

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