Description: This module allows you to automatically or manually synchronize completed orders and related customer data from your system to Zoho Books, the accounting and invoicing software.
What is it for? (Practical examples)
Use the Zoho Books integration to automate your accounting workflow and ensure your financial records are always up-to-date.
- Automatic invoice generation: Transfer paid orders directly to Zoho Books without manual data entry.
- Centralized customer management: Ensure that your customers' billing and contact information is consistent between your e-commerce and accounting system.
- Status monitoring: Quickly check within the order panel if a document has been successfully synchronized with Zoho.
Main Features
Document Management
The module operates directly within the detail tab of each order (in the "Zoho Books" section of the sidebar).
- Generating new invoices: If the order has not yet been synchronized, you can generate an invoice draft on Zoho Books with a single click.
- Document updates: If local order data is changed, you can update the existing invoice on Zoho Books to reflect the changes.
- Remote deletion: You can delete the document from Zoho Books directly from the order management panel.
- Status display: In the general orders list, a column is added showing the Zoho Books invoice number, if available, for quick reference.
Transferred Data
During synchronization, the system transfers the following data:
- Customer: If the customer does not exist in Zoho Books (searched by email or name), a new contact is created. If they exist, billing data is updated.
- Invoice details: The date, reference (based on local order ID), and status (set as Draft in Zoho Books).
- Product lines: Each product, its quantity, unit price, and description are transferred as invoice line items.
- Taxes (VAT): VAT rates applied to products are automatically matched with rates configured in your Zoho Books account.
- Discounts and coupons: Any discounts applied to the order are transferred as separate negative lines in the invoice.
How to Configure
To enable synchronization you need to connect your Zoho Books account and configure the main options.
1. OAuth Connection
This procedure authorizes the module to communicate with your Zoho Books account.
| Option | Description | Action |
|---|---|---|
| Connection Status | Indicates whether the plugin is authorized. | Click on Connect and follow Zoho's instructions to authorize access. |
2. Configuration Options
After establishing connection, complete the following fields.
| Option | Description |
|---|---|
| Data Center | Select the domain of the data center where your Zoho account resides (e.g., .eu for Europe, .com for Global). |
| Organization ID | Enter your unique Zoho Books organization ID. This is mandatory for document creation. |
3. Automatic Sending
| Option | Description |
|---|---|
| Enable automatic sending | When enabled, the system will automatically and regularly synchronize all new paid orders by creating invoice drafts in Zoho Books. |
Automatic Integrations
Automatic synchronization of paid orders
If "Automatic Sending" is enabled in settings, the system performs an automatic check every 10 minutes.
This scheduled task searches for recent orders that have been paid but not yet recorded in Zoho Books, synchronizing them automatically. This ensures your invoices are generated promptly without manual intervention.
Automatic token renewal
The system autonomously manages OAuth access token renewal for Zoho Books, ensuring that connection remains active even after token expiration—provided a refresh token was supplied during initial connection. No manual action is required to keep the connection active.
