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.

    Nederlandse Hulpbronnen


      • Recent Topics

      • Deleted account recovery

        I ended up accidentally deleting our Zoho invoice account while trying to work something out. Emailed support for recovery and restoration of the deleted account, if possible, but they responded by saying they can't find an account associated with that

      • Devis et factures multipage coupées

        Bonjour, je suis sur Zoho invoice et je rencontre un problème sur mes devis et factures lorsqu'ils dépassent 1 page. je me retrouve souvent avec des lignes coupées ou le sous total page 1 et le total page 2. j'aimerai savoir s'il existe une possibilité

      • Custom Related List Inside Zoho Books

        Hello, We can create the Related list inside the zoho books by the deluge code, I am sharing the reference code Please have a look may be it will help you. //..........Get Org Details organizationID = organization.get("organization_id"); Recordid = cm_g_a_data.get("module_record_id");

      • Zoho Meeting - Feature Request - Introduce an option to use local date and time formating

        Hi Zoho Meeting Team, My feature request is to add an option for dates to be displayed in the users local format. This is common practice across Zoho applications and particularly relevant to an application like Zoho Meeting which revolves around date

      • Cannot give public access to Html Snippet in Zoho Creator Page

        Hi, I created a form in Zoho Creator and published it. The permalink works but I want to override the css of the form. (style based URL parameters is not good enough) So I created a page and added an Html snippet. I can now override the css, which is

      • How can Outlook 365 link back into Zoho Projects so meetings and events in Outlook calendar show in Zoho?

        We use Outlook 365 for our emails and diaries and have integrated Zoho Projects with Office 365. One challenge we face is getting Zoho Projects to recognise when we have meetings and events in Outlook and not allow project managers to assign tasks over that period. Is there a way to resolve this? Thanks

      • On Edit Validation Blueprint

        Hello, I have a notes field and a signature field. When the Approve button is clicked, the Signature field will appear and must be filled in. When the Reject button is clicked, the Notes field will appear and must be filled in. Question: Blueprint will

      • Zoho Invoice en Navarra (Spain)

        Hola, ¿Alguien usa Zoho Invoice en la Comunidad Foral de Navarra? En Navarra tenemos un sistema tributario diferente y no aplica Verifactu (la Hacienda Foral de Navarra ha anunciado su alternativa, NaTicket, pero no ha informado cuándo entrará en vigor).

      • Emails from Zoho are getting blocked due to Zoho IP address being blacklisted

        This is the info I got from my hosting provider – please address this issue immediately. I don’t expect this from such a big household name. Every single invoice I have sernt it not being received by my clients, all being blocked. All of a sudden. As

      • agentid : Where to find?

        I've been looking around for this agenId to check for the total ticket assigned on a specific agent url :"https://desk.zoho.com/api/v1/ticketsCountByFieldValues?departmentId=351081000000155331&agentId=35108xxxxxx132009&field=statusType,status" type :GET

      • Zoho DataPrep integration with OpenAI (beta)

        We are thrilled to announce Zoho DataPrep's integration with OpenAI. The public beta roll-out opens up three features. Users who configure their OpenAI Organizational ID and ChatGPT API key (Find out how) will be able access the features. The features

      • AI Bot and Advanced Automation for WhatsApp

        Most small businesses "live" on WhatsApp, and while Bigin’s current integration is helpful, users need more automation to keep up with volume. We are requesting features based on our customer Feedbacks AI Bot: For auto-replying to FAQs. Keyword Triggers:

      • Setting total budget hours for a specific project

        Hi there, I work on a lot of projects that have fixed budget hours. Is there a way to enter the total budgeted hours so i can track progress and identify when hours have been exceeded. I see in the projects dashboard there is a greyed out text saying

      • Clone entire dashboards

        If users want to customize a dashboard that is used by other team members, they can't clone it in order to customize the copy. Instead they have to create the same dashboard again manually from scratch. Suggestion: Let users copy the entire dashboard

      • Introducing Formula Fields for performing dynamic calculations

        Greetings, With the Formula Field, you can generate numerical calculations using provided functions and available fields, enabling you to derive dynamic data. You can utilize mathematical formulas to populate results based on the provided inputs. This

      • Getting started with Zoho PDF Editor

        Hello users, If you are new to Zoho PDF Editor or aren't sure of its full potential, then this article is for you. Zoho PDF Editor is a free online PDF editing tool, that allows you to upload and edit PDFs, insert text and images, add fillable and e-signature

      • Zoho Projects - Cloning a task does not trigger task workflow when created

        Hello! I have a Project where my team uses a set of tasks from a tasklist as templates, so we could simply clone it and drag it to another list in kanban view to avoid creating a new one from scratch. The process works well, but after cloning it the new

      • Purchase Orders not in sequence

        I am unable to sort by Purchase Order Numbers. I can only sort by date; however, the PO numbers aren't in the order they were entered. This was not the case prior to today.

      • Internal Fillable Contract with Zoho Writer (Before Sending to Client)

        Hi everyone, I’m trying to automate the following process in Zoho CRM and would appreciate some guidance. Process: When a Deal moves to a specific stage, CRM triggers an automation. CRM sends a contract template to an internal team member so they can

      • Date/time displayed in ZohoCRM does not match date/time of entries in ZohoForm

        Hello there, we use a ZohoForm as a worksheet, i.e. users use it to track start time, break and stop time for every working day. The ZohoCRM org time zone is set on GM -4, so is the Time Zone in the Date&Time section in ZohoForm (see attachment). Despite

      • Update Existing Records greyed out in Free Version

        Trying to update records from an Excel sheet, and not getting the option to update. Only option is to add as new accounts. All documentation I can see says update should be an option! Accounts, Leads, Contacts, all the same.

      • Dynamically Populate Picklist Values from Another Module Using Client Script

        I am working in Zoho CRM and trying to dynamically populate a picklist field in the Partners module using values stored in another custom module. I have two modules: 1. Partners Module Field: Partner_Type_Pick Field Type: Picklist 2. Partners_Type Module

      • Add zoho calendar to google calendar

        Hi I keep seeing instructions on how to sync Zoho CRM calendar with google calendar but no instructions on how to view Zoho calendar in my google calendar.

      • Zoho Community Digest : Jan 2026 | Part 1

        Hello Everyone! Staying in the loop with Zoho's latest product updates and features across the vast Zoho Community Forums can be a real challenge. We get it. With over 50+ applications, each with its dedicated forum, it's easy to miss out on important

      • World date & time format

        Hello, Is there a timeline to get the worldwide used date and time format ? I mean not the american one... I mean day month year, and 24 hours clock. Regards

      • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

        Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration

      • Conditional layouts - support for multi-select picklists

        Hi, The documentation for conditional layouts says the following: "Layout Rules cannot be used on the following field types: Auto Number Lookup Multi Select Lookup User Lookup Formula File Upload Multi Line" I have a custom module with a multi-pick list

      • Dont want to list inactive items.

        If an item is made inactive, there is no point in showing it in the item list. Please provide an option to hide all inactive items in 'Preferences'. 

      • Actual vs Minimum

        Hi all, I am sure I am not the only one having this need. We are implementing billing on a 30-minute increment, with a minimum of 30 minutes per ticket. My question is, is there a way to create a formula or function to track both the minimum bill vs the

      • Client Script Not Working When Field is Set by Workflow

        Problem Context: I have implemented a client script in the Cases module that automatically assigns commands based on the value of the Priority field. The script functions correctly when the Priority field is manually set by a user through the form. Observed

      • Integration of CRM and Recruit

        hi team, Is it possible to sync deals <> job openings from only 1 pipeline? My configuration of CRM has pipeline for each business unit, so I will have all data in the CRM system. body leasing and recruitment is one BU (hence 1 pipeline) - can I sync

      • {Action Required} Re-authenticate your Google Accounts to Continue Data Sync

        Hello Users! To align with Google’s latest updates on how apps access files in Google Drive, we’ve enhanced our integration to comply with the updated security and privacy standards, ensuring safer and more reliable access to your data. With this update,

      • integrating Zoho CRM vendors with Zoho projects

        In most of our projects we collaborate with our Vendors. Being able to integrate only Accounts and not Vendors from CRM, is a huge limitation for our perspective and needs. We would really love to see this feature in the CRM-Projects integration.

      • Zoho Creator Workshops 2026—Europe & UK | Coming to a city near you!

        Hello everyone! We're excited to announce the Zoho Creator Workshop Series 2026, coming to cities across Europe and the United Kingdom this year! Whether you're looking to explore the intermediate-to-advanced capabilities of Creator or you're a seasoned

      • Validation rule for Date field

        The condition settings for a Date field are are absolutlly usless. Conditions can only be set for a specific date, which is logically ineffective in most cases. When setting a condition for a Date field, users usually need to compare the value relative

      • Number 9 envelopes for invoice printing

        I email and print invoices. Being new to Zoho and coming from QB, we did both as we have a more traditional So in Zoho i want to do the same using Number 9 envelopes. These have both a return window and mail to windoow see attached image. Im just looking for best suggestions on how to get a ZOHO invoice to work, so I can mail my invoices...

      • Zoho Books/Square integration, using 2 Square 'locations' with new Books 'locations'?

        Hello! I saw some old threads about this but wasn't sure if there were any updates. Is there a way to integrate the Square locations feature with the Books locations feature? As in, transactions from separate Books locations go to separate Square locations

      • Open Sans Font in Zoho Books is not Open Sans.

        Font choice in customising PDF Templates is very limited, we cannot upload custom fonts, and to make things worse, the font names are not accurate. I selected Open Sans, and thought the system was bugging, but no, Open Sans is not Open Sans. The real

      • Super Admin Logging in as another User

        How can a Super Admin login as another user. For example, I have a sales rep that is having issues with their Accounts and I want to view their Zoho Account with out having to do a GTM and sharing screens. Moderation Update (8th Aug 2025): We are working

      • Add Reporting feature to display variance/change columns when comparing periods

        When running reports to compare periods (for example, Profit and Loss comparing current year to previous), I would like to be able to display variance columns in both (a) amount or (b) percentage.

      • Next Page