Zoho FSM | Two-Way Data Sync

Two-Way Data Sync

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

Permission RequiredBilling Integration
- Check the Edition-based availability of 2-way sync.

Enable Data Sync

To enable two-way data sync between Zoho FSM and Zoho Invoice/Books:
  1. Navigate to Setup > BillingBilling Setup.
  2. Click Enable Sync under the Integration tab.
    - The option Enable Sync will also be available under the Sync Setting tab.
    - This cannot be enabled while a data import is in progress.
    - Enable Sync is a one-time action.



  3. 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.
    1. If you choose Clone Records, the duplicate record will be replicated in Zoho Invoice/Books.
    2. If you choose Overwrite Records, then the details in the record with the latest modified time will be used to overwrite the other record. The details based on which the records will be overwritten are mentioned below:

      Zoho FSM
      Record TypeField Name
      Company
      Company Name
      Contact
      Email
      Part
      Name

      Zoho Invoice/Books
      Record TypeField Name
      Customers (Business)Company Name
      Customers (Individual)Email
      ItemName

      Duplicate records will only be allowed in Invoice/Books if Allow duplicates for customer display name is enabled in Invoice/Books.



  4. Set the field mapping between the Zoho FSM Companies or Contacts and Zoho Invoice/Books Customers 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 Next.



  5. Set the field mapping between the Zoho FSM Services And Parts and Zoho Invoice/Books 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.


Two-way sync between Zoho FSM and Zoho Invoice/Books will be enabled.

Sync Settings

  1. The periodicity of automatic data sync between FSM and Invoice is three hours after the end of each sync.
    The automatic sync can also be disabled by the user.
  2. In addition to the periodic three-hour sync, you can also manually sync data by clicking Sync Now.
    - You can perform thirty such manual sync per day.
  3. The syncing of records will be bidirectional (sync both FSM and Books/Invoice records with each other).
  4. The records that will be considered for sync will be the ones whose last modified time is after the start of the previous sync. However if you change the field mapping between Invoice/Books and FSM modules, then all the affected records will be synced.
The following conditions apply for both the manual and automatic sync:
  1. A sync cannot be enabled or initiated while a data import is in progress.
  2. A sync cannot be initiated if another sync (manual/automatic) is already in progress.
  3. If a currency in Invoice/Books is not available in FSM, then that currency will be created in FSM with an exchange rate of one. However, if the currency is not available in FSM, that currency will not get created in Books and the sync of the corresponding records will fail.
  4. PII and EPHI data fields will not be available for field mapping.
  5. Data import cannot be initiated if a sync is in progress.
  6. Workflow rules will not be triggered during sync.
  7. The FSM-Zoho Invoice/Books sync cannot happen when the CRM-Books/Invoice sync is in progress.
  8. If a record is deleted in Zoho Invoice/Books, its associated record in Zoho FSM will not be deleted. Similarly, if a record is deleted in Zoho FSM, its associated record in Zoho Invoice/Books will not be deleted. However if a record is deactivated in Zoho Books, its associated record in Zoho FSM will also be deactivated. Inactive records in Zoho FSM will be ignored for sync.
  9. Once the sync is disabled due to an error, it cannot be enabled again by the user. Contact support (support@zohofsm.com (US), or support@eu.zohofsm.com (EU, UK)) to re-enable the sync.

Sync Failures

  1. The sync type for the FSM-Books/Invoice integration must be the same as the one for the CRM-Books/Invoice integration in your account. Before each sync, the sync types will be checked and if there is no match, the sync will fail. An email notification will be sent to inform the user. The existing periodic sync will be stopped and subsequently, the sync will be disabled.
  2. The maximum number of Customer or Item records in Zoho Invoice that can be synced is 10000. If this limit is exceeded, the sync will fail and an email notification will be sent to inform the user. The existing periodic sync will be stopped and subsequently, the sync will be disabled.
  3. The tax configuration should be the same in your Zoho FSM organization and Zoho Invoice/Books organization, else the sync will fail. The taxes should either be enabled or disabled on both sides. To disable taxes, navigate to Settings > Taxes > Tax Rates in Zoho Books/Invoice and click Disable Sales Tax. If you hadn't enabled the taxes during the initial onboarding, then contact support (support@zohofsm.com (US), or support@eu.zohofsm.com (EU, UK)) to enable taxes.

Field Mapping

The three main module mapping between Zoho FSM and Zoho Invoice/Books that are essential for the integration to work effectively are:

Zoho FSM Module

Zoho Invoice Module

Companies or Contacts

Customers

Services And Parts

Items

Work Orders

Invoices


The field mapping between the following two can be done while enabling the sync:
  1. Companies or Contacts to Customers
  2. Services And Parts to Items
These mappings can be changed from the Sync Setting tab anytime.

To configure the field mapping between Zoho FSM Work Order fields and the custom fields in Invoice/Books:
  1. Navigate to Setup > Billing Billing Setup.
  2. Select the Invoice Mapping tab and click Configure.



  3. Map the Zoho FSM Field values to those under Zoho Invoice/Books Field and click Save.

Important: Ensure that the mandatory fields in Invoice/Books are mapped to the fields in FSM.

Companies or Contacts in FSM to Contacts in Invoice

The Companies and Contacts modules in FSM can be mapped to the Customers module in Invoice/Books in four different ways:

Sync Type

Description

Type I

Map the Companies module in Zoho FSM to the Customers module in Zoho Invoice/Books

Type II

Map the Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Type III

Map the Companies and Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Type IV

Map the Companies or Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books


Type I: Map the Companies module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice/Books records

Companies

Customers

 

Customer Type: Business


In this case:
  1. The Companies in Zoho FSM will be synced as Customers of type Business in Zoho Invoice/Zoho Books.
  2. Customers from Zoho Invoice/Zoho Books will be synced as Companies in Zoho FSM.
  3. Billing and Service address of the Companies in FSM will be synced respectively with the Billing and Shipping address of the Customers in Zoho Invoice/Books.
NoteContacts in Zoho FSM will not be synced with Zoho Invoice/Zoho Books

Type II: Map the Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice/Books records

Contacts

Customers

 

Customer Type: Individual


In this case:
  1. The Contacts from Zoho FSM will be synced as Customers of type Individual in Zoho Invoice/Zoho Books.
  2. Customers from Zoho Invoice/Zoho Books will be synced as Contacts in Zoho FSM.
  3. Billing and Service address of the Contacts in FSM will be synced respectively with the Billing and Shipping address of the Customers in Zoho Invoice/Books.
NoteCompanies in Zoho FSM will not be synced with Zoho Invoice/Zoho Books

Type III: Map the Companies and Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

Zoho FSM records

Zoho Invoice/Books records

Companies with Contacts

Customers

 

Customer Type: Business


In this case:
  1. The Companies and the associated Contacts in Zoho FSM will be synced as Customers of type Business and Contact persons in Zoho Invoice/Zoho Books respectively.
  2. Customers and the associated Contact persons from Zoho Invoice/Books will be synced as Companies and associated Contacts in Zoho FSM respectively.
  3. Billing and Service address of the Companies in FSM will be synced respectively with the Billing and Shipping address of the Customers in Zoho Invoice/Books.
NoteContacts that are not associated with any Company in Zoho FSM will not be synced with Zoho Invoice/Zoho

Type IV: Map the Companies or Contacts module in Zoho FSM to the Customers module in Zoho Invoice/Books

 

Zoho FSM records

Zoho Invoice/Books records

Companies or Contacts

 

(Accounts, Contacts, Accounts with associated Contacts)

Customers

 

Customer Type: Business

(contact person, if any, will be considered)

 

Customer Type: Individual

 

In this case:
  1. The Companies and the associated Contacts in Zoho FSM will be synced as Customers of type Business and Contact persons in Zoho Invoice/Zoho Books respectively. Contacts from Zoho FSM not associated to a Company will be synced as Customers of type Individual in Zoho Invoice/Books.
  2. Customers of type Business and the associated Contact persons from Zoho Invoice/Books will be synced as Companies and associated Contacts in Zoho FSM respectively. If the company in FSM only has a single associated contact, then that contact will get added as the primary contact of the Customer in Zoho Invoice/Books.
  3. Customers of type Individual from Zoho Invoice will be synced as Contacts in Zoho FSM.
  4. Billing and Service address of the Companies in FSM will be synced respectively with the Billing and Shipping address of the Customers in Zoho Invoice/Books.

During FSM onboarding, if you are integrating with an existing Books/Invoice organisation, the sync type chosen for your FSM-Books/Invoice integration will be the same as the sync type in CRM-Books integration. Else, if you are creating a new Invoice organization, the default sync type will be Type IV.

Services And Parts in FSM to Items in Invoice

Map the Services and Parts in Zoho FSM to Items in Zoho Invoice.

Zoho FSM Module

Zoho Invoice Module

Services and Parts

Items


Once the Services and Parts module is integrated with the Items module, you can sync Items data from Zoho Invoice with Services and Parts in Zoho FSM and vice versa. The Service and Part will be automatically pushed to Zoho Invoice when an Invoice is generated.

Work Orders to Invoices

Click here for details.

Invoice/Books Info section 

Once synced you can view the sync details under the Invoice/Books Info section on the left panel. Click on View Record in Invoice/Books to see the synced record in Invoice/Books.
 

Sync Logs

Permission Required: Two way sync logs

The sync logs containing the details of the success and failure of records sync can be viewed under Setup > Billing > Sync Logs and on clicking Sync History under Sync Setting tab at Setup > BillingBilling Setup. The sync details of an individual record can also be seen under the Books/Invoice Info section of the respective record. Click on a Sync ID to see the log details. Click on the Failed records count to view the reasons for sync failure in the [Module]FailureLogs.csv.



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