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

        • Camera

          I can sign on to a meeting and see the other participants, but my screen is dark. The instructions for Zoho "Camera Settings" say "click on lock icon in address bar," but I don't see that icon! Suggestions?

        • What is Workqueue and how to hide it?

          Hi， My CRM suddenly have this "Workqueue", may I ask how to set the permission of this tab?

        • Batch/lot # and Storage bin location

          Hi I want to ask for a feature on Zoho inventory I own a warehouse and I've gone through different management software solutions with no luck until I found Zoho, it has been a game changer for my business with up to the minute information, I'm extremely happy with it. It's almost perfect. And I say Almost because the only thing missing for me (and I'm sure I'm not alone) is the need of being able to identify the lot number of my inventory and where it is located in the warehouse. Due to the nature

        • Adding Sender Address with Basic Plan

          According to the knowledge base, I should be able to add Sender addresses with the Basic Plan. But whenever I try to add an email, it takes me to a search window and I cannot find any emails in the list. Even mine, which is the admin. email.

        • Conditional Field Visibility in Bigin CRM

          I would like to request support for conditional field visibility within Bigin CRM. This feature should allow administrators to configure show/hide rules for fields based on predefined criteria (e.g., field values, picklist selections, stage changes,

        • Bill automation in Zoho Books

          Hi I am looking for 3rd-party options for bill automation in zoho which are economical and preferably have accurate scanning. What options do I have? Zoho's native scanning is a bit pricey

        • Reporting Tags

          We've been using reporting tags for years (before itemizing was available) and now we are finding reporting these tags are impossible to track. Reports have changed in the customization and our columns of reporting tags no longer show up. We do not use

        • Function #53: Transaction Level Profitability for Invoices

          Hello everyone, and welcome back to our series! We have previously provided custom functions for calculating the profitability of a quote and a sales order. There may be instances where the invoice may differ from its corresponding quote or sales order.

        • Consumption based inventory

          I am currently using Zoho Books for my hospitality business, which includes lodging and restaurant services. We purchase many items in bulk for storage and consumption as needed. I'd like these items to be recorded as inventory when purchased and categorized

        • Smarter Access Control: Role-Based Access vs. Responsibility-Based Profiles

          Every business has roles, responsibilities, and workflows. While roles help define structure, responsibilities within those roles are rarely the same. As your team grows, some members need access to only a specific set of features. Others require visibility

        • Partner with HDFC And Sbi Bank.

          Hdfc and sbi both are very popular bank if zoho books become partner with this banks then many of the zoho books users will benefit premium features of partnered banks.

        • API in E-Invoice/GST portal

          Hi, Do I have to change the api in gst/e-invoice portal as I use zoho e books for my e-invoicing. If yes, please confirm the process.

        • Member role in zoho meeting

          does a user with member role can see other users in the organization

        • How to post more than 4 Images on Instagram?

          Hi I read several articles to the topic od how to post more than 4 images on instagram, but i can't figure out how it works. I can't find the content editor and i installesd the z share extension for google chrome. Could someone please help me? Than

        • Clone Recurring Expenses

          Our bookkeeping practices make extensive use of the "clone" feature for bills, expenses, invoices, etc. This cuts down significantly on both the amount of typing that needs to be done manually and, more importantly, the mental overhead of choosing the

        • Zoho Books - How to Invoke a Custom Function in Schedulers

          We have multiple schedulers that send emails to customers in batches. Currently, we are maintaining the same code across several schedulers. Is it possible to use a custom function inside a scheduler script? If yes, how can we invoke the custom function

        • Special characters (like â, â, æ) breaking when input in a field (encoding issue)

          Hey everyone, We are currently dealing with a probably encoding issue when we populate a field (mostly but not exclusively, 'Last Name' for Leads and Contracts). If the user manually inputs special characters (like ä, â, á etc.) from Scandinavian languages,

        • Set Custom Icon for Custom Modules in new Zoho CRM UI

        • Portals-Adjust Column Sizes

          I am trying to adjust the column widths in Portals tabs. Columns that don't need to be wide are wide and longer ones are very short. I thought adding more to the digits box in Edit would widen them, but it doesn't. Anyone know how to adjust these?

        • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

          The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Latest update

        • is there any way to change the "chat with us now" to custom message?

          is there any way to change the "chat with us now" to custom message? I want to change this text

        • Notes badge as a quick action in the list view

          Hello all, We are introducing the Notes badge in the list view of all modules as a quick action you can perform for each record, in addition to the existing Activity badge. With this enhancement, users will have quick visibility into the notes associated

        • Is Zoho Live Chat compatible with WordPress CMS?

          Hello, I have a website called www.jjrlab.com and I'm interested in using Zoho Chat on it. Does it support WordPress CMS? Thanks.

        • Introducing spam detection for webforms: An additional layer of protection to keep your Zoho CRM clean and secure

          Greetings all, One of the most highly anticipated feature launches—Spam Detection in webforms—has finally arrived! Webforms are a vital tool for record generation, but they're also vulnerable to submissions from unauthenticated or malicious sources, which

        • Bring your CRM and Desk app inside SalesIQ with widgets

          Have you ever been confused and frustrated with multiple open tabs and switching back and forth from SalesIQ to other apps to perform your business-specific operations? How effective would it be to have all the required tools and data of the apps you

        • Speak Your Customers' Language: SalesIQ's chatbots now support 30 languages 🤖

          We're unveiling some major upgrades to our chatbot that are set to revolutionize your experience! Now SalesIQ support 30 languages for both Zobot and Answer bot. By speaking your customers' language, you can enhance engagement, improve customer satisfaction,

        • record submitted from creator and invoice is creating in books , but the workflow of books is not tiggering on create of record in books

          record submitted from creator and invoice is creating in books , but the workflow of books is not tiggering on create of record in books headermap = Map(); headermap.put("X-ZOHO-Execute-CustomFunction","true"); response_inv = invokeurl [ url :"https://www.zohoapis.com/books/v3/invoices/fromsalesorder?salesorder_id="

        • Repeat Column merge in ZOHO writer columns doesn't allow to set max columns per row

          I'm using ZOHO writer to merge data from a ZOHO CRM subform and I want it to make a table. We're using Insert Table for Column Repeat, because this is what we need. (Name of column (Teamname) and underneath that a list of names of teammembers). It works

        • Persisting email signals to contact timeline?

          Hello there. Regarding the email signals that are logged when a contact opens an email, am I correct that these signals are not logged to a contact's timeline? Ideally, I would like to have this context available for future follow-ups, if the contact

        • Trouble with using Apostrophe in Name of Customers and Vendors

          We have had an ongoing issue with how the system recognizes an apostrophe in the name of customers and vendors. The search will not return any results for a name that includes the mark; ie one of our vendors names is "L'Heritage" and when entering the

        • Really want the field "Company" in the activities module!

          Hi team! Something we are really missing is able to see the field Company when working in the activities module. We have a lot of tasks and need to see what company it's related to. It's really annoying to not be able to see it.🙈 Thx!

        • Long table name (sync from Zoho Creator)

          Dears, How can I remove the suffix in parentheses? These tables are synced from Zoho Creator and are treated as system tables, so their names cannot be changed. This issue makes the aggregation formulas look awful.

        • Unable to Assign Multiple Categories to a Single Product in Zoho Commerce

          Hello Zoho Commerce Support Team, I am facing an issue while assigning categories to products in Zoho Commerce. I want to assign multiple categories to a single product, but in the Item edit page, the Category field allows selecting only one category

        • Upcoming update to Google Drive integration in Zoho Creator

          Hello everyone, We're writing to inform you about an upcoming update to how Zoho Creator integrates with Google Drive. In Zoho Creator, during actions like importing files to create an app or attaching files to fields, you can choose files directly from

        • Managing Scheduled Replies

          Communication is most effective when the intended message reaches the right person at the right time. However, this can be challenging when communication occurs across different time zones. By scheduling replies, businesses can ensure that responses reach

        • Show price book list price

          When using price books, once you add products to the price book in the Products related list you can display the Unit price which is the default list price; however, there is no option to show the price book list price. To see the price book list price

        • Allow Attaching Quartz Recordings to Existing Zoho Support Tickets

          Hi Zoho Team, We would like to request an enhancement to how Zoho Quartz recordings integrate with Zoho Support tickets. Current Behavior: At the moment, each Quartz recording automatically creates a new support ticket. However, in many real-world scenarios:

        • Issue with open-rate reporting in Zoho Campaigns

          Hello, Since yesterday I’ve been experiencing an issue with the open-rate reports in Zoho Campaigns. The campaigns I send appear in the reports as if none of the emails have been opened, even though I know they have. To verify this, I replicated the campaign

        • Can I hide empty Contact fields from view?

          Some contacts have a lot of empty fields, others are mostly filled. Is there a way I can hide/show empty fields without changing the actual Layout? I would like to de-clutter my view, and also be able to add information later as I am able. I would be

        • Manage user roles and profiles from the Bigin app (iOS and macOS)

          Hello everyone! We're happy to announce that you can manage user roles and profiles from the Bigin mobile app. The Users & Controls section has three subsections: Users, Profiles, and Roles. Users Employees who belong to your Bigin organization are called

        • Next Page