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!

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

See Also

1. Functions in Zoho CRM
   
2. Deluge Integration Tasks for CRM
3. Previous Kaizen: 223 - File Manager in CRM Widget Using ZRC Methods
4. Kaizen Directory

• Topic Participants

• Shylaja S

  

• Sticky Posts

• 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

• Kaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script

  Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.

• Recent Topics

• "Spreadsheet Mode" for Fast Bulk Edits

  One of the challenges with using Zoho Inventory is when bulk edits need to be done via the UI, and each value that needs to be changed is different. A very common use case here is price changes. Often, a price increase will need to be implemented, and

• Email Notifications not pushing through

  Hi, Notifications from CRM are not reaching my users as they trigger.  We have several workflow triggers set up that send emails to staff as well as the notifications users get when a task is created for them or a user is tagged in the notes.  For the past 6 days these haven't been coming through in real time, instead users are receiving 30-40 notifications in one push several hours later.  This is beginning to impact our daily usage of CRM and is having a negative effect on our productivity because

• Ticket layout based on field or contact

  Hi! I want to support the following use-case: we are delivering custom IT solutions to different accounts we have, thus our ticket layouts, fields and languages (priority, status field values should be Hungarian) will be different. How should I setup

• Add specific field value to URL

  Hi Everyone. I have the following code which is set to run from a subform when the user selects a value from a lookup field "Plant_Key" the URL opens a report but i want the report to be filtered on the matching field/value. so in the report there is

• Syncing Bills in Zoho Books to Zoho CRM

  Is there any way to sync the Bills in Zoho Books in Zoho CRM

• Desk DMARC forwarding failure for some senders

  I am not receiving important emails into Desk, because of DMARC errors. Here's what's happening: 1. email is sent from customer e.g. john@doe.com, to my email address, e.g info@acme.com 2. email is delivered successfully to info@acme.com (a shared inbox

• SAML in Zoho One vs Zoho Accounts

  What is the difference between setting up SAML in Zoho Accounts: https://help.zoho.com/portal/en/kb/accounts/manage-your-organization/saml/articles/configure-saml-in-zoho-accounts ... vs SAML in Zoho One?: https://help.zoho.com/portal/en/kb/one/admin-guide/custom-authentication/setting-up-custom-authentication-with-popular-idps/articles/zohoone-customauthentication-azure

• How do I change the order of fields in the new Task screen?

  I have gone into the Task module layout, and moving the fields around does not seem to move them in the Create Task screen. Screenshot below. I have a field (Description) that we want to use frequently, but it is inconveniently placed within the More

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

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

• CRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more

  Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),

• Deactivated Zoho One account can sign in

  I am concerned by the fact that deactivated users in Zoho One have the ability to sign in even after their account has been deactivated (not deleted). these inactive identities have no access to individual Zoho apps or data. based on my experience they

• How can I reset the password for a user in Zoho Projects

  We need to reset the password for a user in Zoho Projects. I am the admin portal owner and there was nothing to be found to do this. very confusing.

• No funcionan correctamente el calculo de las horas laborales para informe de tickets

  Hola, estoy intentando sacar estadísticas de tiempo de primera respuesta y resolución en horario laboral de mis tickets, pero el calculo de horas en horario laboral no funciona correctamente cree los horarios con los feriados : Ajusté los acuerdos de

• How can I add a comment to an existing ticket via API?

  I need to add comments/notes to the history of an existing ticket using the API without overwriting the original ticket description. Thanks!

• Notification to customers when I use a Zoho function

  Hi all, I tried searching the community but couldn't find anything about it. I noticed that the customer receives the notification of reopening the old ticket but does not receive the notification of opening a new ticket when I use the function: "separate

• Internal Error When Accessing Team Inbox.

  All our users are seeing this error in teaminbox. Because its a critical tool kindly resolve this issue ASAP.

• Marketer's Space: Proven tips to improve open rates – Part III

  Hello Marketers! Welcome back to another post in Marketer's Space! This is the final post in the "open rate series". In the first and second parts, we discussed topics ranging from sender domains to pre-headers—but we're not done yet. A few more important

• MCP no longer works with Claude

  Anyone else notice Zoho MCP no longer works with Claude? I'm unable to turn this on in the claude chat. When I try to toggle it on, it just does nothing at all. I've tried in incognito, new browsers, etc. - nothing seems to work.

• Change Number Field to Decimal Field

  Hi, It would be nice to be able to change the field type without having to delete it and create a new one, messing up the database and history. Thanks Dan

• Allow Text within a Formula

  Hi, I would like to be able to use this for others things like taking an existing Date Field and copying its value, so by entering getDay(Date)&"-"&getMonth(Date)&"-"&getYear(Date) it results in 01-02-2026. And then when the Date is changed so is this

• Zoho Social - Feature Request - Reviewer Role

  Hi Social Team, I've come across this with a couple of clients, where they need a role which can review and comment on posts but who has no access to create content. This is a kind of reviewer role. They just need to be able to see what content is scheduled

• Zoho Books/Inventory - Update Marketplace Sales Order via API

  Hi everyone, Does anyone know if there is a way to update Sales Orders created from a marketplace intigration (Shopify in this case) via API? I'm trying to cover a scenario where an order is changed on the Shopify end and the changes must be reflected

• Zoho Inventory / Finance Suite - Add feature to prevent duplicate values in Item Unit field

  I've noticed that a client has 2 values the same in the Unit field on edit/create Items. This surprised me as why would you have 2 units with the same name. Please consider adding a feature which prevents this as it seems to serve no purpose.

• Zoho CRM for Everyone's NextGen UI Gets an Upgrade

  Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

• 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

• Dependent / Dynamic DropDown in ZohoSheets

  Has anyone figured out a way to create a Dropdown, the values of which is dependent on Values entered in the other cell ?

• Zoho Inventory - Composite Items - Assembly - Single Line Item Quantity of One

  Hi Zoho Inventory Team, Please consider relaxing the system rules which prevent an assembly items from consisting of a single line item and outputting a quantity of 1. A client I'm currently working with sells cosmetics and offers testers of their products

• Directly Edit, Filter, and Sort Subforms on the Details Page

  Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevant

• BARCODE PICKLIST

  Hello! Does anyone know how the Picklist module works? I tried scanning the barcode using the UPC and EAN codes I added to the item, but it doesn’t work. Which barcode format does this module use for scanning?

• Zoho Inventory - Allow Update of Marketplace Generated Sales Orders via API

  Hi Inventory Team, I was recently asked by a client to create an automation which updated a Zoho Inventory Sales Order if a Shopify Order was updated. I have created the script but I found that the request is blocked as the Sales Order was generated by

• How do I create an update to the Cost Price from landed costs?

  Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product

• Manage control over Microsoft Office 365 integrations with profile-based sync permissions

  Greetings all, Previously, all users in Zoho CRM had access to enable Microsoft integrations (Calendar, Contacts, and Tasks) in their accounts, regardless of their profile type. Users with administrator profiles can now manage profile-based permissions

• Zoho OAuth Connector Deprecation and Its Impact on Zoho Desk

  Hello everyone, Zoho believes in continuously refining its integrations to uphold the highest standards of security, reliability, and compliance. As part of this ongoing improvement, the Zoho OAuth default connector will be deprecated for all Zoho services

• VoC in Zoho CRM is now data savvy: Explore response drilldown, summary components and participation in CRM criteria

  VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute Expanded

• How do I bulk archive my projects in ZOHO projects

  Hi, I want to archive 50 Projects in one go. Can you please help me out , How can I do this? Thanks kapil

• Error 0x800CCC0F Outlook

  Hello, i cannot send or receive email in outlook. can you please help. 'Sending' reported error (0x800CCC0F) : 'The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP).'

• Passing the CRM

  Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

• Can I add Conditional merge tags on my Templates?

  Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter

• Zoho vault instal on windows

  I am trying to use Zoho Vault Desktop for Windows, but I am unable to complete the sign-in process. Problem description After logging in to my Zoho account and clicking Accept on the authorization page, nothing happens. The application does not proceed

• Zoho Browser??

  hai guys, this sounds awkward but can v get a ZOHO BROWSER same as zoho writer, etc. where i can browse websites @ home and continue browsing the same websites @ my office, as v have the option in Firefox, once i save and close the browser and again when i open it i will be getting the same sites. If u people r not clear with my explanation, plz let me know. Thanks, Sandeep  

• Next Page