Kaizen 224 - Quote-driven Deal Reconciliation Using Zoho CRM Functions and Automation

Kaizen 224 - Quote-driven Deal Reconciliation Using Zoho CRM Functions and Automation


Hello everyone!
Welcome back to another instalment in the Kaizen series.

This post covers quote-driven deal reconciliation, emphasizing Functions and Automation to address practical sales challenges.

Business Challenge

Sales organizations often mark deals as Closed Won before commercial transactions fully conclude. Quotes generate promptly upon closure, yet businesses typically provide a brief window such as one week for renegotiation or payment. During this period, currency fluctuations, payment delays, and risk thresholds can significantly alter the final deal value.

This Kaizen demonstrates how Zoho CRM Functions and Automation work together to reconcile deal financials with quote activity over time. Sales, finance, and operations teams can thus access accurate, policy-compliant values.
Here is a typical sequence:
  1. Deal closes with Closed Won status
  2. Quote generates immediately
  3. Customer receives grace period (e.g., one week) for payment or adjustments
Key factors during this window:
  1. Exchange rates fluctuate
  2. Payments may succeed or fail
  3. Business absorbs limited losses(up to 10%, for example)
  4. Major variances trigger renegotiation
CRM must reflect actual outcomes rather than initial closure assumptions. Quotes serve as the authoritative commercial record, with final deal values depending on execution timing. This approach captures intermediate and final financial states to enable automated decisions and audits.

Key business scenarios covered

Scenario 1: Payment is made during the grace period

  1. Quote is generated on day 0
  2. Customer completes payment on day 7
  3. Exchange rate has changed since quote generation

Business Requirement

The business wants to calculate the actual payable amount using the exchange rate on the payment day and store it explicitly in CRM.

Outcome

The realized value is captured and stored, ensuring that reports and downstream systems reflect the true commercial result.

Scenario 2: Acceptable loss threshold (10%)

  1. Exchange rate movement results in a loss
  2. The business is willing to absorb losses up to 10%
  3. Loss exceeds the acceptable threshold

Business requirement

If the loss exceeds the defined tolerance, the quote should move to renegotiation instead of being accepted automatically.

Outcome

CRM enforces pricing policy consistently, without manual intervention or subjective judgment.

Scenario 3: Significant currency fluctuations

  1. Exchange rate volatility is unusually high
  2. Even if loss is within limits, risk exposure is significant

Business requirement

Large fluctuations should trigger renegotiation, regardless of absolute loss percentage.

Outcome

Financial risk is handled proactively based on measurable criteria.

Scenario 4: No payment after the grace period

  1. Customer does not pay within the allowed window
  2. Updated exchange rate is favorable to the business

Business Requirement

If the updated rate is profitable, the quote can be revised and reissued with the new amount.

Outcome

CRM reflects market-aligned pricing while maintaining transparency around why the amount changed.

Why Zoho CRM Functions is the best fit?

This reconciliation pattern requires the following capabilities beyond static configuration.
  1. Reading and reconciling data across Deals and Quotes
  2. Applying time-based and threshold-based business rules
  3. Writing calculated values into dedicated fields
  4. Supporting multiple decision paths(accept, renegotiate, revise)
  5. Running logic at specific business moments
Zoho CRM Functions provide the flexibility and control required to implement this logic cleanly, while automation ensures it runs consistently and reliably.

Custom fields used in this post

Deals

  1. Final Accepted Amount - Currency - Amount finally agreed and accepted
  2. FX Impact Percentage - Percent - Gain or loss due to exchange movement
  3. Reconciliation Status - Picklist - Accepted or Renegotiate
  4. Reconciled On - DateTime- Timestamp of final reconciliation

Quotes

  1. Quote Reference Amount - Currency - Amount at quote generation
  2. Quote Exchange Rate - Decimal - Exchange rate used in quote
  3. Payment Due Date - Date - End of grace period
  4. Potential Payable Amount - Currency - Recalculated amount at evaluation time
  5. FX Variance Percentage - Decimal - Difference vs quoted amount
  6. FX Evaluation Status - Picklist - Pending or Evaluated
  7. Recalculate FX - Checkbox - Explicit recalculation trigger
These fields capture commercial intent and outcome, not just static numbers.

High level automation flow

  1. Deal is marked Closed Won
    1. Workflow triggers a function to generate a Quote
  2. Business updates evaluation inputs when needed
  3. User explicitly triggers FX recalculation
  4. Function
    1. Calculates financial impact
    2. Updates quote and deal
    3. Applies business decisions
  5. CRM reflects finalized commercial reality

Function 1: Generate a Quote from the Deal

This function creates a Quote automatically when a Deal is closed, ensuring downstream processes start immediately and consistently.
void automation.generateQuoteFromDeal(int dealId)
{
deal = zoho.crm.getRecordById("Deals", dealId);
if(deal == null) return;

amount = deal.get("Amount");
exchangeRate = deal.get("Exchange_Rate");
account = deal.get("Account_Name");

productItem = Map();
productItem.put("product", {"id":"<PRODUCT_ID>"});
productItem.put("quantity", 1);
productItem.put("list_price", amount);

productList = List();
productList.add(productItem);

quoteMap = Map();
quoteMap.put("Subject", "Quote for Deal");
quoteMap.put("Deal_Name", dealId);
quoteMap.put("Account_Name", account.get("id"));
quoteMap.put("Product_Details", productList);
quoteMap.put("Quote_Stage", "Draft");
quoteMap.put("Valid_Till", zoho.currentdate.addDay(7));
quoteMap.put("Quote_Reference_Amount", amount);
quoteMap.put("Quote_Exchange_Rate", exchangeRate);

zoho.crm.createRecord("Quotes", quoteMap);
}

Function 2: Reconcile Deal from Quote

This function calculates payable values, evaluates financial impact, and updates the Deal with finalized financial information.
void automation.reconcileDealFromQuote(Int quoteId)
{
info "Starting FX reconciliation for Quote ID: " + quoteId;

// -------------------------------------------------
// Fetch Quote
// -------------------------------------------------
quote = zoho.crm.getRecordById("Quotes", quoteId);
if(quote == null)
{
info "Quote not found";
return;
}

dealInfo = quote.get("Deal_Name");
if(dealInfo == null)
{
info "Quote not linked to Deal";
return;
}

dealId = dealInfo.get("id");

deal = zoho.crm.getRecordById("Deals", dealId);
if(deal == null)
{
info "Deal not found";
return;
}

// -------------------------------------------------
// Mark FX Evaluation as PENDING
// -------------------------------------------------
zoho.crm.updateRecord(
"Quotes",
quoteId,
{"FX_Evaluation_Status" : "Pending"}
);

// -------------------------------------------------
// Read required FX inputs
// -------------------------------------------------
quotedAmount = quote.get("Quote_Reference_Amount");
quoteRate = quote.get("Quote_Exchange_Rate");
evaluationRate = quote.get("Evaluation_Exchange_Rate");

info "Quoted Amount: " + quotedAmount;
info "Quote Rate: " + quoteRate;
info "Evaluation Rate: " + evaluationRate;

if(quotedAmount == null || quoteRate == null || evaluationRate == null)
{
info "Missing required FX inputs";
return;
}

// -------------------------------------------------
// FX Calculations(rounded)
// -------------------------------------------------
payableAmount = (quotedAmount * evaluationRate / quoteRate).round(2);
fxVariance = (((payableAmount - quotedAmount) / quotedAmount) * 100).round(2);

info "Payable Amount: " + payableAmount;
info "FX Variance %: " + fxVariance;

// -------------------------------------------------
// Decide Quote Stage(Business decision here)
// -------------------------------------------------
quoteStage = "";
reconciliationStatus = "";

if(fxVariance <= 10)
{
quoteStage = "Acceptable FX Impact";
reconciliationStatus = "Accepted";
}
else
{
quoteStage = "FX Impact Exceeds Threshold";
reconciliationStatus = "Renegotiate";
}

// -------------------------------------------------
// Update Quote(Final state)
// -------------------------------------------------
quoteUpdate = Map();
quoteUpdate.put("Potential_Payable_Amount", payableAmount);
quoteUpdate.put("FX_Variance_Percentage", fxVariance);
quoteUpdate.put("FX_Evaluation_Status", "Evaluated");
quoteUpdate.put("Quote_Stage", quoteStage);
quoteUpdate.put("Recalculate_FX", false);

quoteResp = zoho.crm.updateRecord("Quotes", quoteId, quoteUpdate);
info "Quote update response:";
info quoteResp;

// -------------------------------------------------
// Update Deal
// -------------------------------------------------
dealUpdate = Map();
dealUpdate.put("Final_Accepted_Amount", payableAmount);
dealUpdate.put("FX_Impact_Percentage", fxVariance);
dealUpdate.put("Reconciliation_Status", reconciliationStatus);
dealUpdate.put(
"Reconciled_On",
zoho.currenttime.toString("yyyy-MM-dd'T'HH:mm:ssXXX")
);

dealResp = zoho.crm.updateRecord("Deals", dealId, dealUpdate);
info "Deal update response:";
info dealResp;

info "FX reconciliation completed successfully";
}

Workflow


Module: Quotes
Trigger: On create or edit
Condition: Recalculate FX = true
Action: Execute reconcileDealFromQuote
Argument: quoteId -> ${Quotes.id}

All decision logic lives inside the function.

Business Outcome

After implementing this pattern,
  1. Deals and quotes stay aligned with real-world behavior
  2. FX risk is measurable and auditable
  3. Renegotiation is policy-driven
  4. Reports reflect finalized values, not assumptions
  5. Sales and finance operate on the same truth.

Summary

Zoho CRM extends beyond static closures by reconciling deals against quote behavior. Functions plus Automation enforce pricing, limit exposure, and capture true outcomes reliably at scale.
The true value of this implementation is not the calculation itself, but the fact that it produces stable, auditable financial states that can be reused across reporting, approvals, integrations, and policy enforcement.

Further extensions

Executive reporting and dashboards

You can build Dashboards that answer questions like
  1. Total revenue before vs after FX reconciliation
  2. Total FX gain or loss by
    1. Region
    2. Currency
    3. Quarter
  3. Sales owner
  4. Percentage of deals renegotiated due to FX risk
Without the function,
  1. FX impact is implicit
  2. Numbers keep changing
  3. Finance does not trust reports
With the function,
  1. Final Accepted Amount is stable
  2. FX Impact % is explicit
  3. Reconciled On gives a time anchor

Policy enforcement and compliance

Examples
  1. Automatically flag deals where FX loss > 10% but status = Accepted
  2. Audit trail for
    1. Who recalculated FX
    2. When renegotiation was triggered
  3. SLA checks when Deals are not reconciled within 'X' days of quote creation
For many companies, FX policy violations are discovered at a later point in time, but you now enforce them at the moment of decision.

Sales coaching and deal hygiene

Unlock insights such as
  1. Which sales reps close deals with high FX volatility or frequently trigger renegotiation?
  2. Which regions or currencies produce unstable deals?
  3. Which deals are consistently over-optimistic at closure?

Other scenarios

  1. Approval and exception workflows
  2. Integration with ERP or accounting systems
  3. Predictive insights to forecast FX risk
  4. Historical snapshots for audit and analytics

We hope you found this post useful. Let us know your feedback in the comments or write to us at support@zohocrm.com.

Thanks!



=============================================================================



    • Sticky Posts

    • Kaizen #226: Using ZRC in Client Script

      Hello everyone! Welcome to another week of Kaizen. In today's post, lets see what is ZRC (Zoho Request Client) and how we can use ZRC methods in Client Script to get inputs from a Salesperson and update the Lead status with a single button click. In this

    • Kaizen #222 - Client Script Support for Notes Related List

      Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

    • Kaizen #217 - Actions APIs : Tasks

      Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

    • Kaizen #216 - Actions APIs : Email Notifications

      Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

    • Kaizen #152 - Client Script Support for the new Canvas Record Forms

      Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved

      • Recent Topics

      • Handling Agent Transfer from Marketing Automation Journey to SalesIQ WhatsApp

        We are currently using Marketing Automation for WhatsApp marketing, and the features are great so far We have a scenario where, during a campaign or journey, we give customers an option to chat with our sales team. For this, we are using SalesIQ WhatsApp

      • Comment to DM Automation

        Comment to DM automation feature in Zoho Marketing Automation, similar to what tools like ManyChat offer. Use case: When a user comments on a social media post (Instagram / Facebook), the system should automatically: Send a private DM to the user Capture

      • ZMA shows as already connected to Zoho CRM, but integration not working

        When I try to connect ZMA with Zoho CRM, it shows as already connected, but the integration doesn’t seem to be working. I’ve attached the screen recording for reference.

      • Automatic Email Alerts for Errors in Zoho Creator Logs

        Hello, We would like to request a feature enhancement in Zoho Creator regarding error notifications. Currently, Zoho Creator allows users to view logs and errors for each application by navigating to Zoho Creator > Operations > Logs. However, there is

      • Can you default reports/charts to report the current week?

        Our data table maintains two years of data. Management wants certain report to automatically filter the report to the latest calendar week. I know I can do this manually with filters but I want the report to automatically default to the latest calendar

      • How can I check all announce?

        Hiii, May I ask how can I check all the announce based on broadcast date instead of reply date based So that I will not will miss out any new function

      • Recurring Automated Reminders

        Hi, The reminders feature in Zoho Books is a really helpful feature to automate reminders for invoices. However, currently we can set reminders based on number of days before/after the invoice date. It would be really helpful if a recurring reminder feature

      • Zobot Execution Logs & Run History (Similar to Zoho Flow)

        Dear Zoho SalesIQ Team, We would like to request an enhancement for Zoho SalesIQ Zobot: adding an execution log / run history, similar to what already exists in Zoho Flow. Reference: Zoho Flow In Zoho Flow, every execution is recorded in the History tab,

      • using the client script based on the look up filed i wnat to fetch the record details like service number , service rate

        based on selected service look up field iwant to fetch the service serial number in the serice form how i achive using client script also how i get the current date in the date field in the on load of the form

      • Importing into Multiselect Picklist

        Hi, We just completed a trade show and one of the bits of information we collect is tool style. The application supplied by the show set this up as individual questions. For example, if the customer used Thick Turret and Trumpf style but not Thin Turret,

      • I need to know the IP address of ZOHO CRM.

        The link below is the IP address for Analytics, do you have CRM's? https://help.zoho.com/portal/ja/kb/analytics/users-guide/import-connect-to-database/cloud-database/articles/zoho-analytics%E3%81%AEip%E3%82%A2%E3%83%89%E3%83%AC%E3%82%B9 I would like to

      • Password Assessment Reports for all users

        I'm the super admin and looking at the reporting available for Zoho Vault. I can see that there is a Password Assessment report available showing the passwords/weak and security score by user. However I'm confused at the 'report generated on' value. Monitor

      • Allow people to sign a zoho form by using esign or scanned signature

        Allow people to sign a zoho form by using esign or scanned signature

      • Can't change form's original name in URL

        Hi all, I have been duplicating + editing forms for jobs regarding the same department to maintain formatting + styling. The issue I've not run into is because I've duplicated it from an existing form, the URL doesn't seem to want to update with the new

      • How to Print the Data Model Zoho CRM

        I have created the data model in Zoho CRM and I want the ability to Print this. How do we do this please? I want the diagram exported to a PDF. There doesnt appear to be an option to do this. Thanks Andrew

      • Customer ticket creation via Microsoft Teams

        Hi all, I'm looking to see if someone could point me in the right direction. I'd love to make it so my customers/ end users can make tickets, see responses and respond within microsoft teams. As Admin and an Agent i've installed the zoho assist app within

      • Transfer ownership of files and folders in My Folders

        People work together as a team to achieve organizational goals and objectives. In an organization, there may be situations when someone leaves unexpectedly or is no longer available. This can put their team in a difficult position, especially if there

      • Setting certian items to be pickup only

        How do we have some items that are pickup only? I have several items in my item's list that I do not ship. But they need to be on the website to be sold, and picked up in store. Need to be able to do this as one of these products is a major seller for

      • Using gift vouchers

        We would like to be able to offer a limited number of gift vouchers, of varying values, to our customers, and are looking for the best way to do this. We have looked at Coupons and Gift Certificates, but neither seem to fit the bill perfectly. Coupons:

      • Automatically updating field(s) of lookup module

        I have a lookup field, which also pulls through the Status field from the linked record. When the lookup is first done, the Status is pulled through - this works perfectly. If that Status is later updated, the lookup field does not update as well. As

      • Zoho Commerce and Third-party shipping (MachShip) API integration

        We are implementing a third-party shipping (MachShip) API integration for our Zoho Commerce store and have made significant progress. However, we need guidance on a specific technical challenge. Current Challenge: We need to get the customer input to

      • Adding custom "lookup" fields in Zoho Customization

        How can I add a second “lookup” field in Zoho? I’m trying to create another lookup that pulls from my Contacts, but the option doesn’t appear in the module customization sidebar. In many cases, a single work order involves multiple contacts. Ideally,

      • Can you import projects into Zoho Projects yet?

        I see some very old posts asking about importing project records into Zoho Projects. But I can't find anything up to date about the topic. Has this functionality been added? Importing tasks is helpful. But we do have a project where importing projects

      • Allocating inventory to specific SO's

        Is there a way that allocate inventory to a specific sales order? For example, let's say we have 90 items in stock. Customer 1 orders 100 items. This allocates all 90 items to their order, and they have a back order for the remaining 10 items which could

      • Introducing Workqueue: your all-in-one view to manage daily work

        Hello all, We’re excited to introduce a major productivity boost to your CRM experience: Workqueue, a dynamic, all-in-one workspace that brings every important sales activity, approval, and follow-up right to your fingertips. What is Workqueue? Sales

      • Zoho Inventory. Preventing Negative Stock in Sales Orders – Best Practices?

        Dear Zoho Inventory Community, We’re a small business using Zoho Inventory with a team of sales managers. Unfortunately, some employees occasionally overlook stock levels during order processing, leading to negative inventory issues. Is there a way to

      • Automation #10 - Auto Assign Ticket based on Keywords

        This is a monthly series designed to help you get the best out of Desk. We take our cue from what's being discussed or asked about the most in our community. Then we find the right use cases that specifically highlight solutions, ideas and tips on optimizing

      • Automate attendance tracking with Zoho Cliq Developer Platform

        I wish remote work were permanently mandated so we could join work calls from a movie theatre or even while skydiving! But wait, it's time to wake up! The alarm has snoozed twice, and your team has already logged on for the day. Keeping tabs on attendance

      • Reusable Custom Functions Across Department Workflows

        Dear Zoho Desk Team, We appreciate the powerful workflow automation capabilities in Zoho Desk, particularly the ability to create and use custom functions within workflows. However, we have encountered a limitation that impacts efficiency and maintainability.

      • Contact data removes Account data when creating a quote

        Hi, Our customer has address fields in their quote layout which should be the address of the Account. They prefill the information, adding the account name - the address data is populated as per what is in the account - great. However when they then add

      • Feature Request - Gift Cards or Gift Voucher Capability in Zoho Commerce

        Hi Zoho Commerce team, I'm comming accross more and more retail businesses who sell gift cards. As there is currently no way to manage this in Zoho Commerce, it is a blocker to addoption. This is particularly popular in Europe and North America. I recently

      • Don't Allow Customer to Edit Values After Submitting Ticket

        After a customer submits a ticket through the customer portal, they can go into the ticket and see some of the values from the questions they answered in the sidebar. Currently, a customer can edit these values even after they submitted them. This makes no sense. We ask very specific questions that we don't want customers to later change! Please disable the ability for customers to edit the values to their submission questions in the portal. Screenshot attached.

      • Analytics <-> Invoice Connection DELETED by Zoho

        Hi All, I am reaching out today because of a big issue we have at the moment with Zoho Analytics and Zoho Invoice. Our organization relies on Zoho Analytics for most of our reporting (operationnal teams). A few days ago we observed a sync issue with the

      • text length in list report mobile/tablet

        Is there a way to make the full text of a text field appear in the list report on mobile and tablet? With custom layouts, the text is always truncated after a certain number of characters.

      • Automation #4 - Auto Delete Tickets based on Rules

        This is a monthly series in which we pick some common use cases that have been either discussed or most asked about in our community and explain how they can be achieved using one of the automation capabilities in Zoho Desk. Unwanted tickets spamming

      • Automation #3 - Auto-sync email attachments to tickets

        This is a monthly series where we pick some common use cases that have been either discussed or most asked about in our community and explain how they can be achieved using one of the automation capabilities in Zoho Desk. Most of our customers use email

      • Automation #11 - Auto Update Custom Fields with Values from Emails

        This is a monthly series designed to help you get the best out of Desk. We take our cue from what's being discussed or asked about the most in our community. Then we find the right use cases that specifically highlight solutions, ideas and tips to optimize

      • Automation #13 - Auto assign tickets based on agent shift time

        This is a monthly series designed to help you get the best out of Desk. We take our cue from what's being discussed or asked about the most in our community. Then we find the right use cases that specifically highlight solutions, ideas and tips to optimize

      • Automation #14: Capture Jira Issue Key/ID in a Ticket Custom Field

        Hello Everyone! This month's edition brings you a custom function to consolidate your records associated with Jira integration. Jira integration enables support engineers and R&D units to collaborate seamlessly on feature development, product improvement,

      • Automation #16: Automate Ticket Reopening on Scheduled Timestamp

        Hello Everyone! This edition uncovers the option to schedule reopening a ticket automatically. Zylker Finance tracks insurance policyholder activities through Zoho Desk. For policyholders who pay monthly premiums, tickets are closed upon payment completion.

      • Next Page