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 #198: Using Client Script for Custom Validation in Blueprint

        Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

      • 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

        • Recent Topics

        • Zia Competitor Alerts made easy with Zia's suggestions

          Hi everyone, In addition to the existing manually added competitors, Zia will now find your competitors for you - instantly. Earlier, you had to identify competitors through research manually, support tickets, or tradeshows—a time-consuming process that

        • Add Custom Field Inside Parts Section

          How to Add Custom Field Inside Parts Section in Workorder like Category and Sub- Category

        • Zoho CRM Community Digest October 2025 | Part 2

          Hello Everyone! From new mobile capabilities and smarter integrations to real-world workflow fixes and developer insights, all the highlights from the second half of October is covered right here. Let’s dive in. Product Updates: Zoho CRM Mobile Updates:

        • Understanding Zoho Contracts

          Effective contract management relies on systems that are structured, organized, and reliable. Every feature, workflow, rule, and restriction in Zoho Contracts are designed the way they are to ensure consistency, compliance, and control across every stage

        • Tip of the Week #76– Automate your inbox during vacation in Zoho TeamInbox

          When you're on vacation or away from your desk, the last thing you want is for important emails to be missed or left unanswered. The good news is, you can easily set up rules in Zoho TeamInbox to assign incoming messages automatically to a teammate who's

        • Domain restriction for User Management actions in Zoho One

          Greetings, Zoho One Admins! To strengthen account security further and safeguard user management settings, we are imposing domain-based restrictions for user account-focused admin actions in Zoho One. In addition to password reset of user, organization

        • Zoho Mail iOS app update: Signature

          Hello everyone! In the latest version(3.1.7) of the Zoho Mail app update, we have brought in support to create, edit and remove signature within the app. You can create signature from the compose screen as well as from within the Settings module(inside

        • Desktop app doesn't support notecards created on Android

          Hi, Does anybody have same problem? Some of last notecards created on Android app (v. 6.6) doesn't show in desktop app (v. 3.5.5). I see these note cards but whith they appear with exclamation mark in yellow triangle (see screenshot) and when I try to

        • Approval Button in Subform

          Hi Team, I’m working on a subform-based requirement where users will submit requests, and these requests must go through approval by multiple team managers. Each line item in the subform needs to be individually approved or declined based on the user's

        • Setting checkbox value on template in Sign from Creator

          Good day, Please help me understand how do I set a tick from a checkbox in Creator into a checkbox on a Sign template. Below is the only values on the Sign template and the code from Creator, "field_boolean_data": {}, "field_date_data": {}, "field_radio_data":

        • Zoho Projects - Unread Comment Icon

          Hi Projects Team, It would be great if there was a notification I con on the comments icon so it's easy to see which tasks have new comments. Something like a red circle with a number of unread comments would be great. Thanks for considering my feed

        • Zoho Projects - Update Feed via API

          Hi Projects Team, Please consider adding an API to allow update and retrieval of messages to the Feed. Thank you

        • Automated log-out/session end

          I'm concerned about security of our data. Is it possible to set an automatic time-out for user sessions on Zoho CRM, after a certain period of inactivity or when the session reaches a certain duration (12 hours perhaps)? 

        • Subform auto populate values

          Hi Team, I’m trying to retrieve values from Zoho People using API functions and dynamically populate them into a subform. For example, I’ve created a form with several fields that users will fill out. Based on their input, I need to fetch records from

        • What is New in CRM Functions?

          What is New in CRM Functions? Hello everyone! We're delighted to share that Functions in Zoho CRM have had a few upgrades that would happen in phases. Phase 1 An all new built-in editor for better user experience and ease of use. ETA: In a couple of days.

        • Gantt Chart - Zoho Analytics

          Are there any plans to add Gantt Charts capabilities to Zoho Analytics?

        • WhatsApp Calling Integration via Zoho Desk

          Dear Zoho Desk Team, I would like to request a feature that allows users to call WhatsApp numbers directly via Zoho Desk. This integration would enable sending and receiving calls to and from WhatsApp numbers over the internet, without the need for traditional

        • Identify long running sync jobs/tables

          My sync process causes strain on my production database and I'd love some tools/alerts to help me identify which tables are taking the longest. The current screen only shows 3 tables at a time and truncates the last fetch time so that it is very cumbersome

        • Temporarily rate limited due to IP reputation.

          We have suddenly started receiving the following Mail Delivery Status Notification: Diagnostic-Code: 4.7.650 The mail server [136.143.184.12] has been temporarily rate limited due to IP reputation. For e-mail delivery information, see https://aka.ms/postmaster

        • Associate emails from both primary and secondary contacts to deal

          We need to associate emails from multiple contacts to a deal. Please advise how this can be achieved. At present, only emails from primary contacts can be associated. Thanks

        • New integration: Zoho Sign for Zoho Projects

          Hey there! We’re excited to announce the brand-new Zoho Sign integration for Zoho Projects! With this integration, users can now send documents for signatures, track their progress, and manage approvals—all without leaving Zoho Projects. This bridges

        • Update to attachment display in ticket threads

          This enhancement will provide faster access for support teams and end-users, significantly boosting productivity for everyone. Get ready for a more efficient and satisfying experience! Immediate benefits Faster ticket rendering reduces wait times and

        • Narrative 15: Blueprint - Automate, guide, and transform your support processes

          Behind the scenes of a successful ticketing system: BTS Series Narrative 15: Blueprint - Automate, guide, and transform your support processes Even organizations that deliver quality products and services can face low customer satisfaction when their

        • Different MRP / Pricing for same product but different batches

          We often face the following situations where MRP of a particular product changes on every purchase and hence we have to charge the customer accordingly. This can't be solved by Batch tracking as of now so far as I understand Zoho. How do you manage it as of now? 

        • ZOHO BOOKS - RECEIVING MORE ITEMS THAN ORDERED

          Hello, When trying to enter a vendor's bill that contains items with bigger quantity than ordered in the PO (it happens quite often) - The system would not let us save the bill and show this error: "Quantity recorded cannot be more than quantity ordered." 

        • Refresh frequency

          Dear Zoho Team, I really, truly appreciate that Zoho Books gets frequent updates. As a matter of fact this is how a good SaaS company should stay on top. However, I feel that I have to hit refresh almost every day. This was exciting at the beginning but

        • Refund

          My plan expired today, and I updated my payment details with a new credit card. At the same time, I wanted to downgrade, but the system wouldn’t allow the downgrade until the payment details were updated. As a result, I was charged for the same plan before

        • Calling Function via REST API with API Key gives 401 using Zoho Developer

          Hi, I created a couple of functions using the one month trial of Enterprise edition, which I was able to call using the API Key method from Postman and from an external site. Now that my trial has expired, I have created the same functions in the Developer

        • Error due to - 'Internal Exception' when uploading Sign-generated PDF file to workdrive via Deluge in Zoho CRM

          Hi I wasnt getting this error a few days ago and my code had not changed, so I'm wondering if there's a Zoho bug somewhere? I am downloading a PDF file from a Zoho Sign url using invokeurl and then uploading it to a Workdrive folder using zoho.workdrive.uploadFile.

        • Embed CRM record images in email templates

          I have email templates that I want to embed dynamic images in their body - not as an attachment. For the context, the image is a QR code individual to each contact. So there are couple of challenges for which I think there is no solution in CRM: 1/ I

        • Assign multiple departments to multiple helpcenters

          Hi there! I have a reseller company for a software and I'm using Zoho Desk as my helpcenter and ticket management system. The software is great and I would like to make a suggestion! With multi-branding activated, your departments that visible in help

        • Zoho Desk Training

          Hello, We've had Zoho desk for a while now, but we run into issues occasionally, and I was wondering if there was a customer who currently uses it and really enjoys the functionality, that would be wiling to chat with us?

        • PO Based Advance payment to Vendor

          We recommend to introduce a provision at PO to make advance payment to vendors and auto apply that advance paid later at the time of Vendor Bill submission for that PO. This will help us track PO-wise Total Payments.

        • How to get Quickbooks Desktop Info into Zoho?

          Our team has used Quickbooks desktop for years and is looking at switching to Zoho books in 2026. I want to bring all old sales history over since we use Zoho CRM. I can export Item sales history and generic sales orders from Quickbooks desktop. How do

        • ZeptoMail API Request

          We tried to send mail using ZeptoMail using Django. Following is my payload {'from': {'address': 'abc@abc.com'}, 'to': [{'email_address': {'address': 'xyz@xyz.in', 'name': 'Bhavik'}}], 'subject': 'Report Name', 'htmlbody': '<p>Test</p>'} Following is

        • Mass import of documents into Zoho Writer

          I'm using Google's word processor at the moment but feel that Zoho does a better job (on the online apps market). Iwant to move my documents (about 50-70) to Zoho but it seems to me that I have to import them seperately. Is it already possible to upload several documents at a time or is this a forthcoming feature? Cheers Rolli :?:

        • Add home page or dashboard in CRM customer portal

          is it possible to add home page or dashboard in CRM customer portal?

        • User Tips: How to change the the label display name of a system defined field

          Most users know how to change field label names via Settings > Modules & Fields but if you want to change the name of a system defined field you can’t as there is no “edit properties” option.  However with a simple hack you can edit any system defined

        • Search not working!

          I have items in my notebook tagged but when I search for a tag nothing comes up! Any fix for this?

        • Zoho CRM Community Digest - October 2025 | Part 1

          Hello Everyone! Here's a quick recap of first two weeks of October! Product Updates: Zoho CRM Android App Update: Surveys, Blueprints, and Smarter Mobile Features! Zoho CRM’s Android app just got a useful upgrade. You can now share records, upload your

        • Next Page