Enhancements to finance suite integrations

Enhancements to finance suite integrations

Alert
Update on the migration (October 28, 2025):

Starting this week (October 29 tentatively), we’ll begin migrating Zoho CRM users to Zoho Books as integration users. This means actions will now run under each user’s own Zoho Books access, instead of the admin’s.

As an admin, you can also choose to migrate users early from the Integration Settings page in Zoho CRM.

(Refer to the announcement for details).
Alert
Update:

Based on your feedback, we’ve updated the capabilities for integration users. In addition to the Estimates module, they can now create, view, and edit records in all the finance modules including Sales Order, Invoices, Purchase Order.

We're also running a migration and all existing users who have migrated already will receive an email once this change goes live.

Last modified on: May 15, 2025
Info
Please note that Zoho Subscriptions is now Zoho Billing.
Hello everyone!
 
We're delighted to announce some enhancements we've recently made to the finance suite integration with Zoho CRM. These improvements focus primarily on two major integrations:
  • Zoho Books
  • Zoho Subscriptions
We've implemented these updates carefully based on the valuable feedback we've received to ensure that the user experience is smoother. So without further ado, let's dive into the details!

Enhancements to the Zoho Books integration

We've refined some of the integrated features between Zoho CRM and Zoho Books to address previous challenges and enhance user interactions.

What were the challenges? 
  • Users were unable to send emails using their email addresses.
  • Zoho Books sometimes generated inaccurate reports during audits because records created from Zoho CRM weren't being updated with the correct user names in Zoho Books.
  • User-level permissions, field-level permissions and processes such as the Approval process in Zoho Books weren't being properly handled in Zoho CRM.
  • Users who did not have proper authorization to use Zoho Books were able to create transactions from CRM by using admin's permissions.
All of these challenges arose because the integration operated exclusively via the integration owner/admin's authentication (only the admin-level permissions in Zoho Books are handled, while other user-level permissions are not accounted for), which meant that any actions performed in CRM were recorded under the name of the admin in Books.

What have we enhanced? 

1. Introducing Integration users 

Sales personnel typically manage tasks up to the estimates stage in a sales process. Therefore, CRM users who have primarily worked on estimates modules and have not engaged in subsequent activities like invoices can now be added as Integration Users from CRM to Zoho Books without the need for new licenses in Books. In other words, integration users in Zoho CRM are standard CRM users whose admins can grant specific permissions to carry out certain tasks within the Estimates module, as required.



Info
What permissions do integration users have? 
  • After being added, integration users can perform all operations, including creating, viewing, and editing records within the Estimates module.
    Notes
  • However, they can only access other modules, such as Invoices, Sales Orders, and Purchase Orders in view mode.
  • Integration users will not have direct access to Zoho Books.
  • When integration users are part of multiple finance suite products, their permissions are collectively applied within CRM.

2. Unified permissions between Zoho CRM and Zoho Books  

For users with access to both Zoho CRM and Books, the integration will now ensure proper management of permissions, covering all aspects. This means if a user is restricted from certain actions or features in Zoho Books, these restrictions will be consistently applied in CRM as well. Previously, users could access and interact with features in CRM that they were not authorized for in Zoho Books, leading to discrepancies. This enhancement will eliminate such inconsistencies, ensuring uniform permission management and preventing unauthorized access or actions across both platforms.

Alert
Migration for existing users
  • For the integration between Zoho CRM and Zoho Books to function seamlessly, and to maintain uniform user permissions,existing users have the option to migrate immediately.
  • Alternatively, they have a three-month window to complete the migration. After this period, users will be automatically added as 'Integration Users' based on their utilization of the finance module.
    Notes
  • To facilitate this, select the "Migrate Users" option to view and manage users common to both systems. Upon clicking "Save," the backend migration initiates. Following this, the integration adheres to each user's designated scope and permissions.
  • Users can migrate up to 1,000 integration users initially. If they need to migrate more, they can contact the support team for additional help.
  • Users who are already part of Zoho Books can't be added as integration users.
Please note that for new sign-ups, 'Integration users' will be available by default and they can set it up during the initial integration setup process.

Enhancement to the Zoho Subscription integration

Currently, when Zoho Subscription is integrated with CRM, it automatically adds Zoho Subscription as a related list in the Contacts and Accounts modules. You can view subscription details in a pop-up (iframe). Although users can create new subscriptions, there is a limitation on creating subscription-based reports and dashboards.



Now let's take a quick look at the enhancements made to the Zoho Subscription integration.

1. Introducing the Zoho Subscription Module

Zoho Subscriptions will now be available as a module in CRM, accessible to users with appropriate permissions. With this update, users now can generate reports based on Zoho Subscriptions data.



Hereafter, Zoho Subscriptions will be displayed both as a related list and as a module. Users with subscription permissions can currently create and view records in related lists; however, moving forward, they will be able to view and create records from the subscription module as well. Additionally, users will also have the option to view subscription records based on the pre-defined custom views.



2. Reports and analytics for subscriptions 

Zoho CRM offers report and analytical dashboard presets that users can adjust as needed to create personalized reports. In turn, this allows users to gain a better understanding of their customers and track key performance metrics, enabling them to make more informed decisions.
 
To try out system-defined reports based on Zoho Subscriptions, you can navigate to the Reports module and select any of the reports available under the Zoho Subscription Reports folder.



However, for analytics, we're providing two dashboards: Zoho Subscription Overview and Zoho Subscription Insights. You can navigate to the Analytics module and find these dashboards by default on the left panel.



3. Streamlined user permissions

The integration between Zoho CRM and Zoho Subscriptions, which used to be controlled by integration owner/admin permissions, will now operate based on the current users' scope. This guarantees uniformity in user permissions across both platforms, preventing users from accessing CRM features that they do not have authorization for in Zoho Subscriptions.
 
That's all we have for the enhancements in this edition. We'll keep you posted on further updates. Please feel free to share your thoughts and feedback in the comments below.
 

Release Plan: 
  • These enhancements are being rolled out in phases and are now available to all users across all data centres, with the exception of the US DC, where they are currently available only to organizations on editions below Enterprise. 
Thanks!
Nizamuddin
IdeaP.S. We would like to acknowledge the significant contributions and ongoing recommendations provided by our MVP, @Kevin Flynn. His insights – shared in the community forum – have been instrumental in addressing challenges related to users experiencing difficulties in sending emails with their addresses, as well as issues concerning user and field-level permissions.




        • Recent Topics

        • Zoho Analytics & SQL Server - Live connect

          Below are the steps I did Created a fresh database and table in my own virtual server Created a new data source connection with live connect I was able to select the tables and created the data source successfully I am getting the error when I try to

        • Explore the Redesigned Quotes Module in Zoho Billing

          Dear users, We’re excited to introduce a refreshed look for the Quotes details page in Zoho Billing! This update brings you a more efficient user interface experience without changing your existing workflow. We've enhanced layouts with organized tabs,

        • Latest updates in Zoho Meeting | Create departments, Share PDF files

          Hello all,   You can now create departments to group team members within your organization. This will make it easier for you to organize department-level meetings and invite members. In webinars, use the Share material feature to share PDF files directly

        • Unify All Zoho Video Meeting Experiences into One Standardized Platform

          Hi Zoho Team, We would like to share an important user experience concern regarding the current state of video meeting functionality across the Zoho ecosystem. The Problem Within Zoho, there are multiple ways to initiate or schedule a video meeting: Zoho

        • Import VAT Kenya

          Hi. I am quite lost on how to account for VAT when importing. We are an import and distribution company and when importing we get a customs entry with VAT which we pay and claim for this VAT as we do our monthly sales. My question is how to record this

        • [Free Webinar] Product Updates: Quick Catch-Up Session - Part I - Creator Tech Connect

          Hello Everyone! We welcome you all to the upcoming free webinar on the Creator Tech Connect Series. The Creator Tech Connect series is a free monthly webinar featuring deep-dive technical sessions designed for developers, administrators, and app builders.

        • Project expenses in Zoho Books

          Just the way timesheet is used to calculate labour cost for a particular project, how do i record other expenses against a project such as materials and consumables used for the project? So that under report, I can view the total amount expended on each

        • Blueprint status change

          I want to change the Blueprint status of a workflow. The status is completed automatically when I added the record through API call. But I want to make it active, I don't see any options for this. Even if I draw transition from any stage , it is not visible

        • What is going on with GMail extension.

          Suddenly, it is popping up and saying "Please wait while we work our magic... 10%" and it sits there. Yesterday I waited for an entire hour call and it never got further. Today, it's not resolved. Is there a fix I can do? I've tried all the typical

        • Marketing Tip #6: Cross-sell with related products

          Don’t let customers stop at just one product. Suggesting related or complementary items improves the shopping experience and increases order value. Try this today: Use the Item Recommendations feature in Zoho Commerce and add two to three suggested items

        • i cannot use <b></b> to bold the message in Creator C6!!!!???What?

          Dear experts and friends, Now Creator 6 blocking us from using <b></b> Anyone facing this issue? I faced it on Creator C6 Previously, it used to work. Now failed to work. Faint~ Seek guidance from everyone on how to bold the message. The super simple

        • Zoho Writer - Option to Export as .zdoc format

          I've noticed that it's not possible to export a Zoho Writer Document in the .zdoc format. Isn't zdoc, Zoho Writer's own format? My use case is that I sometimes need to create quite complex documents with floating elements, which sometimes need to become

        • [Announcement] Enhanced Merge APIs of Zoho Writer for automating document generation using Zoho Apps data

          Hi users, With the record_id parameter in Zoho Writer's Merge APIs, fields related to the given record id is automatically fetched from the Zoho app. You don't have to spend time manually mapping the records and fields in the Deluge code. Here is a sample

        • Pin multiple columns and adjust column widths in CRM subforms

          Hello all, Subforms act as secondary forms or tables in which you can associate multiple line items to a primary record and thereby ensure more structured and comprehensive data organization. We've made some recent enhancements to subforms. Here's what's

        • [Webinar] Automate sales and presales workflows with Writer

          Sales involves sharing a wide range of documents with customers across the presales, sales, and post-sales stages: NDAs, quotes, invoices, sales orders, and delivery paperwork. Generating and managing these documents manually slows down the overall sales

        • Automate insurance document workflows with Zoho Writer

          Insurance companies have to deal with creating and managing complex documents and forms, such as policy applications, explanation of benefits documents, brochures, renewals, and claim forms. Handling all of this manually is hugely time and effort intensive,

        • Latest updates in Zoho Meeting | New End of session notification to remind everyone about the session end time

          Hello everyone, We’re excited to share a new feature for Zoho Meeting ; End of session notification. With this new setting, you can choose to remind all participants or only the host about the scheduled end time of a meeting. You can also choose when

        • [Webinar] Zoho Writer for SCM and logistics

          Creating, sharing, and distributing complex documents are constant challenges in the SCM and logistics industry. That's why our next webinar is focused on how to simplify these document workflows. Join us on Jul 10, 2025 for a Zoho Writer webinar designed

        • [Webinar] Zoho Writer for the manufacturing industry

          Creating, sharing, and distributing complex documents are constant challenges in the manufacturing services industry. That's why our next webinar is focused on how to simplify these document workflows. Join us on May 8, 2025, for a Zoho Writer webinar

        • Add Comprehensive Accessibility Features to Zoho Writer

          Hello Zoho Writer Team, We hope you are doing well. We would like to submit a feature request to enhance Zoho Writer with a full set of accessibility tools, similar to the accessibility options already available in the Zoho Desk agent interface. 🚧 Current

        • [Webinar] Simplifying document workflows in financial services with Zoho Writer

          Creating, sharing, and distributing complex documents are constant challenges in the financial services industry. That's why our next webinar is focused on how to simplify these document workflows. Join us on April 10, 2025, for a Zoho Writer webinar

        • [Zoho Writer Webinar] Learn how to simplify your HR operations: Part 2

          Hi Zoho Writer users, We're excited to announce the Zoho Writer webinar for July 2024: Learn how Zoho Writer can simplify your HR operations: Part 2. This webinar will focus on how Zoho Writer can help HR teams streamline and automate their entire hiring

        • [Zoho Writer Webinar] Learn how to simplify your day-to-day HR operations

          Hi Zoho Writer users, We're excited to announce the Zoho Writer webinar for June 2024: Learn how Zoho Writer can simplify your day-to-day HR operations. This webinar will focus on how to automate your entire hiring process and generate various types of

        • Branding of native system emails

          Make system emails adjustable in terms of branding. We want our system to be completely white label, because it is not a CRM anymore, it's way more than that. We are following the strategy of "CRM for everyone" to use the CRM in all departments, not only

        • Support “Never End” Option for Recurring Meetings in Zoho Meeting

          Hello Zoho Meeting Team, Hope you are doing well. We would like to request support for creating recurring meetings with no end date in Zoho Meeting. Currently, when scheduling a recurring meeting, Zoho Meeting requires us to select a specific end date.

        • [Important announcement] Removal of Zoho Writer's DocuFiller Add-on

          Hi users, Effective 21st Feb. 2025, we will be removing the DocuFiller add-on for Zoho Writer's Fillable Templates. From that point on, the add-on's functionalities, such as sharing or publishing fillable forms for data collection and receiving submissions

        • Weekly Tips: Manage External Images in Zoho Mail

          When you receive emails every day, whether from clients, newsletters, or services, many of them contain external images that automatically load when you open the message. While this can make emails look more engaging, it can also impact your privacy and

        • Implementing a Self-Invoicing/Vendor Portal in Zoho Creator

          Hello Zoho Community / Creator Experts, We would like to build a Self-Invoicing Portal (Vendor Portal) in Zoho Creator for our external contractors. Our goal is to allow approved contractors to log in, submit their invoice details (hours worked, project

        • Function #32: Schedule low stock notifications on a timely basis to specific users of the organization

          Hello everyone and welcome back to our series! For a business that heavily relies on inventory, monitoring the stock levels and getting timely notifications of low stock items will ensure a smooth sail. Zoho Books allows you to always keep a check on

        • SINCH HUB MESSAGEMEDIA with ZOHO DESK

          1) what I need from MessageMedia, 2) what I want to confirm on the Zoho Desk Dev Forum. MessageMedia – needs and requirements Goal: Send SMS from a Zoho Desk widget for EU users. Auth: HTTP Basic (API Key + Secret). Keys must not live in the browser.

        • Function #46: Auto-Calculate Sales Margin on a Quote

          Welcome back everyone! Last week's function was about displaying the discount amount in words. This week, it's going to be about automatically calculating the sales margin for a particular quote, sales order or an invoice. Business scenario Where there is sales, there's also evaluation and competition between sales reps. A healthy rivalry helps to better motivate your employees to do smart work and close deals faster and more efficiently. But how does a sales rep get evaluated? 90% of the time, it's

        • Invalid URL error when embedded sending url into iframe for my website when using in another region

          Hi team, My site is currently working on integrating your signature feature as part of the system functionality, it's working great but recently there's been a problem like this: After successfully creating the document, i will embed a sending url into

        • New features released: Data from Picture for Web, Pattern Fill, and Translation in Zoho Sheet!

          Hello Sheet users, In 2024, the Zoho Sheet team focused on research and development to bring new features that add to functionalities like productivity, data management, collaboration, and more. This year, we're all set to roll them out incrementally

        • Kaizen #59 - Creating alerts and custom messages using Client Script

          Hello everyone! We are happy to resume our Zoho CRM Developer Community series - The Kaizen series! Welcome back to the new start of Kaizen! This post is about Client Script and its simple use cases involving ZDK Client functions. What is Client Script?

        • Universal search

          Hi, it would be useful if the search bar was universal-so if you entered a term, it would bring up results from contacts, candidates, clients etc all at the same time (but broken down under the relevant headings)

        • Attachment reminder?

          My team and I often need to attach files to our messages, e.g. an explanatory screenshot or a shipping label. More often that I want to admit I mention the attachment but forget to actually attach it. Some email clients have a check-for-missing-attachments

        • ZIA in Zoho Cliq

          Is It possible to use the ZIA feature from Zoho Analytics in the Zoho Cliq?

        • Automating CRM backup storage?

          Hi there, We've recently set up automatic backups for our Zoho CRM account. We were hoping that the backup functionality would not require any manual work on our end, but it seems that we are always required to download the backups ourselves, store them,

        • Multiple upload field CRM

          I desperately need the functionality to add more than one upload field to web to contacts form. How can I do this?

        • Critical Need for Global Search in Zoho FSM

          Hello Zoho FSM Team, We are currently in the process of deciding whether to fully transition to Zoho FSM for managing our field service operations. At present, our team actively uses Zoho Desk (with over 50 users) and Service Fusion, which we are considering

        • Next Page