1. Post in a Slack channel when a Zoho FSM work order is created.
   
2. Automatically copy any new estimate created in QuickBooks to Zoho FSM.
   
3. Create Google Calendar events for Zoho FSM Service Appointments.
   

1. Trigger: The event that starts the automation (e.g., a new Work Order in Zoho FSM).
   
2. Action: What happens when the trigger is activated (e.g., send a Slack message).
   

 Available in Editions: Standard, Professional

How are Zaps for Zoho FSM implemented?

1. Workflow Rule: Detects a change or action (e.g., when a Work Order is completed).
   
2. Webhook Action: Sends a POST request to a Zapier Webhook URL.
   
3. Zapier: Receives the webhook trigger and continues the automation using data sent from Zoho FSM (e.g., post in the Slack channel).
   

Limits

Setting Up a Zap

Step 1: Set Up a Trigger

1. In Zoho FSM, navigate to Setup > Integration > Zapier and click Get Started.
   
2. Click Log in and enter your Zapier credentials.
   Click Sign up if you don't have a Zapier account.
3. Click Create workflow.
   You will be taken to the Zap Editor with an Untitled Zap created in the Draft status. Rename as required.
4. Click Trigger and choose Zoho FSM.
   
   
   
   
5. Under Setup, do the following and click Continue.
   
1. Select the Trigger event as New Module Entry.
   
2. Choose the Zoho FSM Account you want to use.
   
   
   
   
6. Under Configure, select Work Orders as the Module and click Continue.
   
   
   
   
7. Test the trigger using a Zoho FSM record.
   
   
   
   
   

Step 2: Add an Action 

1. Select Slack as the app where the Action should occur.
   
2. Under Setup, do the following and click Continue.
   
1. Select the Action event as Send Channel Message.
   
2. Choose the Slack Account you want to use.
   
   
   
   
3. Under Configure, do the following and click Continue.
   
1. Select the Slack Channel where you want to post the message.
   
2. Enter a Message Text as Work Order {Work Order Name} created for {Contact Name}!.
   Use + to insert the dynamic variables.
   
   
   
   
4. Test, if required.
   

Step 3: Activate Your Zap 

More Examples - Email Parser

Step 1: Set Up a Trigger - New Email in Email Parser by Zapier

1. In Zoho FSM, navigate to Setup > Integration > Zapier and click Get Started.
   
2. Click Log in and enter your Zapier credentials.
   Click Sign up if you don't have a Zapier account.
3. Click Create workflow.
   You will be taken to the Zap Editor with an Untitled Zap created in the Draft status. Rename as required.
4. Click Trigger and choose Email Parser.
   Refer to this section to know how to set up the Email Parser by Zapier for extracting contact details from emails.
   
   
   
   
5. Under Setup, do the following and click Continue.
   
1. Select the Trigger event as New Email.
   
2. Choose the Email Parser by Zapier Account you want to use.
   
   
   
   
6. Under Configure, select your Mailbox and click Continue.
   
   
   
   
7. Test the trigger using an email.
   
   
   

Step 2: Add an Action - Create a contact in Zoho FSM

1. Select Zoho FSM as the app where the Action should occur.
   
2. Under Setup, do the following and click Continue.
   
1. Select the Action event as Create Module Entry.
   
2. Choose the Zoho FSM Account you want to use.
   
   
   
   
3. Under Configure, do the following and click Continue.
   
1. Select Contacts as the Module.
   
2. Select the following values:
   First Name: Parse Output Firstname
   Last Name: Parse Output Lastname
   Email: Parse Output Email
   Phone: Parse Output Phone
   Currency: USD
   
   
   
   
4. Test, if required.
   
   
   

Step 3: Activate Your Zap  

Setting up Email Parser by Zapier 

Step 1: Set Up the Trigger - A new estimate in QuickBooks

1. Navigate to Setup > Integration > Zapier.
   
2. Click Log in and enter your Zapier credentials.
   Click Sign up if you don't have a Zapier account.
3. Click Create workflow.
   You will be taken to the Zap Editor with an Untitled Zap created in the Draft status. Rename as required.
4. Click Trigger and choose QuickBooks Online.
   
   
   
   
5. Under Setup, do the following and click Continue.
   
1. Select the Trigger event as New Estimate.
   
2. Choose the QuickBooks Account you want to use.
   
   
   

Test the trigger using an estimate record in QuickBooks.

Step 2: Add an Action - Get details of the customer used in the estimate

1. Select QuickBooks Online as the app where the Action should occur.
   
2. Under Setup, do the following and click Continue.
   
1. Select the Action event as Find Customer.
   
2. Choose the QuickBooks Account you want to use.
   
   
   
   
3. Under Configure, select the following values and click Continue.
   
1. Search Field: ID
   
2. Search Value: Customer Ref Value
   Click + and select the value.
   
   
   
   
4. Test step.
   
   
   

Step 3: Add an Action - Search customer in Zoho FSM

1. Click + to Add step.
   
2. Select Zoho FSM as the app where the Action should occur.
   
3. Under Setup, do the following and click Continue.
   
1. Select the Action event as Find Module Entry.
   
2. Choose the Zoho FSM Account you want to use.
   
   
   
   
4. Under Configure, select the following values and click Continue.
   
1. Module: Contacts
   
2. Field name: Email
   
3. Value: Primary Email Addr Address
   Click + and select the value from under Find Customer in QuickBooks Online.
4. Check Create Zoho FSM Record if it doesn’t exist yet?
   
5. Last Name: Given Name
   Click + and select the value from under Find Customer in QuickBooks Online.
6. Email: Primary Email Addr Address
   Click + and select the value from under Find Customer in QuickBooks Online.
7. Select a Company
   
8. Select a Currency
   
9. Service Address - City: Ship Addr City
   Click + and select the value from under Find Customer in QuickBooks Online.
10. Billing Address - City: Bill Addr City
    Click + and select the value from under Find Customer in QuickBooks Online.
    
    
    
    
5. Test step.
   
   
   

Step 4: Add an Action - Fetch the line items from the estimate

1. Click + to Add step.
   
2. Select QuickBooks Online as the app where the Action should occur. Rename the step as Find Line Items from QBO.
   
3. Under Setup, do the following and click Continue.
   
1. Select the Action event as Find Products.
   
2. Choose the QuickBooks Account you want to use.
   
   
   
   
4. Under Configure, select the following value and click Continue.
   
1. Product Name: Line Sales Item Line Detail Item Ref name
   Click + and select the value from under New Estimate in QuickBooks Online.
   
   
   
   
5. Test step.
   
   
   

Step 5: Add an Action - Add Zapier Formatter

1. Click + to Add step.
   
2. Select Formatter as the app where the Action should occur.
   
3. Under Setup, do the following and click Continue.
   
1. Select the Action event as Utilities.
   
   
   
   
4. Under Configure, do the following and click Continue.
   
1. Select Line Itemizer (Create/Append/Prepend) for Transform
   
2. Enter Item formatter for Line-item(s) Group Name
   
3. Add the following value sets for Line-item Properties:
   
   
   

   Key	Value
   name	Line Sales Item Line Detail Item Ref name
   quantity	Line Sales Item Line Detail Qty
   price	Line Sales Item Line Detail Unit Price

   
   
   Select all values from New Estimate in QuickBooks Online.
   
   
   
   
   
   
   
5. Test step.
   
   
   

Step 6: Add an Action - Separate the services and parts

1. Click + to Add step.
   
2. Select Zoho FSM as the app where the Action should occur.
   
3. Under Setup, do the following and click Continue.
   
1. Select the Action event as Separate Service & Parts.
   
2. Choose the Zoho FSM Account you want to use.
   
   
   
   
4. Under Configure, select the following values and click Continue.
   
1. Find Services & Parts By: Name
   
2. Service & Parts Values: Output Item Formatter Name
   Click + and select the value from under Utilities in Formatter by Zapier.
3. Quantity: Output Item Formatter Quantity
   Click + and select the value from under Utilities in Formatter by Zapier.
4. List Price: Output Item Formatter Price
   Click + and select the value from under Utilities in Formatter by Zapier.
   
   
   
   
5. Test step.
   
   
   

Step 7: Add an Action - Create the estimate in Zoho FSM

1. Click + to Add step.
   
2. Select Zoho FSM as the app where the Action should occur.
   
3. Under Setup, do the following and click Continue.
   
1. Select the Action event as Create Module Entry.
   
2. Choose the Zoho FSM Account you want to use.
   
   
   
   
4. Under Configure, select the following values and click Continue.
   
1. Module: Estimates
   
2. Summary: Doc Number
   Click + and select the value from under New Estimate in QuickBooks Online.
3. Company: Company ID
   Click on and select Custom. Select the value from under Find Module Entry in Zoho FSM.
4. Contact: ID
   Click on and select Custom. Select the value from under Find Module Entry in Zoho FSM.
5. Email: Email
   Click + and select the value from under Find Module Entry in Zoho FSM.
6. Click and choose the Service Address
   
   Service line items
7. Service: Services ID
   Click on and select Custom. Select the value from under Separate Service & Parts in Zoho FSM.
8. Quantity: Services Quantity
   Click + and select the value from under Separate Service & Parts in Zoho FSM.
9. List Price: Services List Price
   Click + and select the value from under Separate Service & Parts in Zoho FSM.
   
   Part line items
10. Service Line Item: Services ID
    Click on and select Custom. Select the value from under Separate Service & Parts in Zoho FSM.
11. Part: Parts ID
    Click on and select Custom. Select the value from under Separate Service & Parts in Zoho FSM.
12. Quantity: Parts Quantity
    Click + and select the value from under Separate Service & Parts in Zoho FSM.
13. List Price: Parts List Price
    Click + and select the value from under Separate Service & Parts in Zoho FSM.
    
    
    
    
5. Test step and Publish the zap.
   
   
   

Zoho FSM Workflow Rules vs Zapier: What to Use When

1. Automate your internal processes tied to your service modules.
   
2. Trigger workflows based on updates in Zoho FSM modules like Requests, Work Orders, Service Appointments, and more.
   
3. Enforce company-specific business rules (e.g., notify the customer by email each time the status of a request changes.).
   
4. Maintain automation without relying on third-party tools.
   

1. Native to Zoho FSM: No setup outside of Zoho FSM required.
   
2. No extra cost: Included in your Zoho FSM pricing.
   
3. Simple to use: Intuitive interface for rule creation and condition setup.   

1. Set up no-code automation without writing scripts or relying on APIs.
   
2. Integrate with apps that may not offer advanced automation capabilities but do provide basic trigger options.
   
3. Extend Zoho FSM with tools or functionalities not currently supported in Zoho FSM, such as:
   
1. Email parsing of customer or lead information arriving by email
   
2. Complex workflows with multiple app interactions
   
4. Connect Zoho FSM with external applications not in the Zoho ecosystem.
   
1. QuickBooks Online: Automatically copy any new estimate created in QuickBooks to Zoho FSM.
   
2. HubSpot: Automatically create a work order in Zoho FSM when a new deal is closed in HubSpot
   

1. Cross-platform automation: Ideal for syncing Zoho FSM data with non-Zoho systems.
   
2. Quick to set up: No coding required.
   
3. Extensive app ecosystem: Supports thousands of popular business apps.
   
4. Flexible triggers/actions: Choose from a variety of triggers and multi-step workflows.