Zoho Books

Overview

Zoho Books integration simplifies and streamlines the accounting, tracking, and reporting processes of your business.

With this integration, you can effortlessly sync invoices, payments, and relevant data from your Subsbase site to Zoho Books. It also allows real-time reconciliation of information from customer accounts, payments, and receivables. This automation process will eliminate the possibility of human errors and keep your books up-to-date without any hassle.

Setup Considerations

Before setting up the integration, take into consideration the following points regarding how the sync process works between Subsbase and Zoho Books.

• This integration only supports Zoho Books.
• Ensure that the tax configuration in Zoho Books aligns with Subsbase to avoid any discrepancies, and reciprocally, verify that Subsbase's tax configuration matches that of Zoho Books.
• To avoid any errors with invoices syncing to Zoho Books, it is recommended to disable the "Custom Transaction Numbers" function within Zoho Books, which is responsible for creating a unique identifier for transactions.

Data Sync Overview

The integration has five points, where data are matched as follows:

1. Subsbase Customers with Zoho Books Customers.
2. Subsbase Plans/Addons and Line Items with Zoho Books Items.
3. Subsbase Invoices with Zoho Books Invoices.
4. Subsbase Payments with Zoho Books Payments.
5. Subsbase Coupon Discounts with Zoho Books Discount.

Customers

• When an invoice is created in Subsbase, we will check if the customer, identified by their email, is registered on Zoho Books.
• If they are not, Subsbase will automatically create a new customer account for them on Zoho Books, with the following information (customer name and email).
• The character limit allowed for entering a customer's name in Zoho Books is 100 characters. So if a customer name exceeds 100 characters, Subsbase will trim the remaining characters and sync to Zoho Books.

Plans/Addons and Line Items

• Plans in Subsbase will be matched with Plan Codes or Accounting Codes. And addons in Subsbase will be matched with Addon Codes, to be matched with Items codes in Zoho Books.
• In Zoho Books, a good or service Good/Service name is a unique identifier, so using the same name for multiple plans, addons, and/or line items will sync them all to this one specific good or service.
• The length of Zoho Books Item names is limited to 200 characters. So if an object name exceeds 200 characters, Subsbase will trim the remaining characters and sync to Zoho Books.

Invoices

• Each invoice line item from Subsbase will be synced to Zoho Books.
• You can manually push invoices created before the integration with Zoho Books by clicking on the "Push" button available on the invoice.
• For the invoice to be pushed successfully, it must contain all the plan/addon codes and/or line item names, which are matching with the entities present on Zoho Books.
• Any voided invoice in Subsbase will be voided in Zoho Books. The invoice from your accounts receivable will be removed and Zoho Books will update your financial statements accordingly. The amount originally billed on the invoice will be removed from your income accounts and will not be included in sales totals or reported on your tax returns.
• To avoid any possible errors that might occur when syncing invoices to Zoho Books, it is advisable to disable the "Custom Transaction Number" feature, which generates a unique identifier for transactions.

Payments

• Transactions in Subsbase will be mapped with Payments in Zoho Books.
• Payments made in Zoho Books will reference the invoice that the transaction pays.
• Payments on invoices are synced as "Payment Received" in Zoho Books.
• Only successful/captured transactions will be synced with Zoho Books; failed transactions will not be synced.
• Also, card authorization transactions will not be synced.
• Zoho generates transaction IDs independently, and these IDs are not linked with those from Subsbase.

Taxes

• We support the taxation of customers within Subsbase, however, we do not support the taxation of our customers using Zoho Books functionality. The integration will send invoices and credit memos, along with their respective tax information, from Subsbase to Zoho Books.

Coupon Discounts

• Coupon discounts will be synced with the "Discount" section on the invoice in Zoho Books.
• The fixed-amount discounts will transfer the exact amount to Zoho Books, while percentage-based discounts will calculate the coupon amount and transfer the amount to the "Discount Value" section on the invoice in Zoho Books.
• If multiple coupons are applied on one invoice, the total amount will be summed by Subsbase and reflected as one total on the invoice.
• After invoices are created and pushed to Zoho Books, discounts can be applied to them in Subsbase, which only applies to "Open" invoices.
• Any discount updates (whether a discount application or removal) on an already created invoice in Subsbase, will be reflected on the invoice's subtotal and hence its taxes.

Integration Requirements

1. First, you will need an active Zoho Books account.
2. Then, you will need to connect it with your Subsbase site, through Settings on the Admin Portal > Integrations > then click on the "Settings" button.
3. Finally, you will need to follow the instructions to log in to your Zoho Books account and authorize Subsbase to access it. This will enable us to sync the information precisely as mentioned earlier.