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Zoho Books Integration

Overview​

Zoho Books is a cloud-based accounting software for recording, managing, and analysing financial transactions. This integration allows you to create customers, estimates, items, and invoices directly from your Boltic workflows.

Authenticating with Zoho Books​

Step 1: Set Up OAuth 2.0​

  • Log in to your Zoho account and navigate to the Zoho Developer Console.
  • Create a new client or use an existing one to obtain your Client ID and Client Secret.

Step 2: Configure the Connection in Boltic​

  • Log in to your Boltic account and navigate to the "Integrations" page from Left Navigation.
  • Click on the "Sources" Panel and then click on "Add new Source".
  • Select or filter the "Zoho Books" Connector.
  • Enter the integration name and description.
  • Click on the "Connect Zoho Books Account" button, which will redirect you to the Zoho authorization page.
  • Sign in with your Zoho credentials and grant the requested scopes.
  • Once the Connect button indicator turns green, click "Save" — your OAuth tokens are now securely stored.

Using Zoho Books with Boltic​

Step 1: Create a New Workflow​

  • Log in to your Boltic account and navigate to the "Workflows" page from Left Navigation.
  • Click on the "Create New Workflow" button.
  • Add a Zoho Books action node to your workflow.

Step 2: Configure the Actions​

Select from the available Zoho Books actions:

  • Create Customer: Create a new customer record in your Zoho Books organization.
  • Create Estimate: Generate a professional estimate for potential sales.
  • Create Item: Add a new product or service to your inventory.
  • Create Invoice: Generate an invoice for completed sales transactions.
  • List Invoice: Search and retrieve existing invoices based on filter criteria.

Configure the action settings based on the selected action, including required parameters such as Organization ID, Customer ID, or Item details.

Available Actions​

Create Customer​

Creates a new customer (contact) record in your Zoho Books organization.

Required Fields:

  • Organization ID: Your Zoho Books Organization ID.
  • Contact Name: Display name of the contact (max 200 chars).
  • Email: Email address of the contact.

Optional Fields:

  • Company Name: Company name of the contact (max 200 chars).
  • Website: Website URL of the contact.
  • Language Code: Language preference (en, de, es, fr, it, ja, nl, pt, sv, zh, etc.).
  • Contact Type: Type of contact — Customer, Vendor, or Other.
  • Customer Sub Type: Business or Individual.
  • Credit Limit: Credit limit for the customer.
  • Enable Portal: Enable client portal access.
  • Currency ID: Currency for the contact (auto-populated from your organization).
  • Payment Terms: Payment terms in days.
  • Payment Terms Label: Custom label for payment terms.
  • Notes: Additional notes.
  • Contact Persons: Array of contact persons with details (salutation, name, email, phone, mobile, designation, department, skype, primary contact flag, portal access).
  • Billing Address: Billing address details (attention, address, street2, state code, city, state, zip, country).
  • Shipping Address: Shipping address details (same fields as billing address).
  • Opening Balances: Opening balance entries with location ID, exchange rate, and amount.
  • Facebook: Facebook profile username.
  • Twitter: Twitter profile username.

Create Estimate​

Generates a professional estimate/quotation that can be sent to customers and later converted to invoices.

Required Fields:

  • Organization ID: Your Zoho Books Organization ID.
  • Customer ID: The customer to create the estimate for (auto-populated from your organization).
  • Line Items: At least one line item is required, each with an Item ID.

Optional Fields:

  • Template ID: PDF template for the estimate.
  • GST Number: 15-digit GST identification number (India only).
  • Estimate Number: Custom estimate number (auto-generated if not provided).
  • Reference Number: Reference number for the estimate.
  • Date: Estimate creation date (YYYY-MM-DD).
  • Expiry Date: Estimate expiration date (YYYY-MM-DD).
  • Exchange Rate: Currency exchange rate.
  • Discount: Discount value (percentage or amount).
  • Discount Before Tax: Whether discount is applied before tax.
  • Discount Type: Entity level or Item level.
  • Custom Body / Custom Subject: Custom email body and subject.
  • Salesperson Name: Associated salesperson.
  • Inclusive Tax: Whether line item rates include tax.
  • Notes: Notes added below the estimate.
  • Terms: Terms and conditions.
  • Shipping Charge: Shipping charges.
  • Adjustment / Adjustment Description: Adjustment amount and description.
  • Tax ID / Tax Exemption ID: Tax configuration.
  • Reverse Charge: Whether reverse charge is applied.
  • Project ID: Associated project.
  • Accept Retainer / Retainer Percentage: Retainer invoice settings.

Line Item Fields:

  • Item ID, Name, Description, Item Order, BCY Rate, Rate, Quantity, Unit, Discount Amount, Discount, Tax ID, Tax Name, Tax Type, Tax Percentage, Item Total, Location ID.

Create Item​

Adds a new product or service to your Zoho Books inventory.

Required Fields:

  • Organization ID: Your Zoho Books Organization ID.
  • Item Name: Name of the item (max 100 chars).
  • Rate: Price of the item.
  • Item Type: Sales, Purchases, or Sales and Purchases.

Optional Fields:

  • Description: Item description (max 2000 chars).
  • Locations: Array of locations with location ID, initial stock, and initial stock rate.
  • Tax Percentage: Tax percentage for the item.
  • SKU: Unique SKU value.
  • Product Type: Goods, Service, or Digital Service.
  • Is Taxable: Whether the item is taxable.
  • Tax Exemption ID: Required if item is not taxable.
  • Account ID: Sales account ID (for sales items).
  • Purchase Description: Purchase description (for purchase items).
  • Purchase Rate: Purchase price (for purchase items).
  • Purchase Account ID: COGS account ID (for purchase items).
  • Inventory Account ID: Stock account ID (for inventory items).
  • Vendor ID: Preferred vendor.
  • Reorder Level: Reorder level for the item.
  • Item Tax Preferences: Tax preferences with Tax ID and Tax Specification (intra/interstate) — India only.

Create Invoice​

Generates a sales invoice that can be sent to customers for payment processing.

Required Fields:

  • Organization ID: Your Zoho Books Organization ID.
  • Customer ID: The customer for the invoice.
  • Invoice Date: Date of the invoice (YYYY-MM-DD).
  • Line Items: At least one line item with an Item ID.

Optional Fields:

  • Currency ID: Currency for the invoice.
  • Invoice Number: Custom invoice number (e.g., INV-000011, max 50 chars).
  • Reference Number: Reference number.
  • Template ID: PDF template for the invoice.
  • Payment Terms / Payment Terms Label: Payment terms in days and custom label.
  • Due Date: Invoice due date (YYYY-MM-DD).
  • Discount / Discount Before Tax / Discount Type: Discount configuration.
  • Inclusive Tax: Whether tax is inclusive.
  • Exchange Rate: Currency exchange rate.
  • Shipping Charge: Shipping charges.
  • Payment Gateways: Array of payment gateways (PayPal, Stripe, Authorize.net, Payflow Pro, 2Checkout, Braintree).
  • Allow Partial Payments: Whether partial payments are allowed.
  • Custom Body / Custom Subject: Custom email content.
  • Notes: Notes added to the invoice.
  • Terms: Terms and conditions.
  • Adjustment / Adjustment Description / Reason: Adjustment details.
  • Billing Address ID / Shipping Address ID: Address IDs for the invoice.
  • Tax ID / Expense ID: Tax and expense associations.

Line Item Fields:

  • Item ID, Project ID, Expense ID, Bill ID, Name, Description, Item Order, BCY Rate, Rate, Quantity, Unit, Discount Amount, Discount, Tax ID, Tax Name, Tax Type, Tax Percentage, Header Name.

List Invoice​

Retrieves a list of invoices from your Zoho Books organization with optional filtering.

Required Fields:

  • Organization ID: Your Zoho Books Organization ID.

Optional Fields:

  • Filter By: Filter invoices by status — All, Sent, Draft, Overdue, Paid, Partially Paid, Void, Unpaid, Viewed, or Payment Expected Date.

Troubleshooting​

Common Errors​

  • 400 Bad Request: Invalid parameters or missing required fields. Verify all required fields are provided.
  • 401 Unauthorized: Invalid or expired authentication token. Reconnect your Zoho Books account.
  • 403 Forbidden: Insufficient permissions. Check your OAuth scopes.
  • 404 Not Found: Organization, customer, or resource not found. Verify the Organization ID and resource IDs.
  • 429 Too Many Requests: Rate limit exceeded. Implement retry logic with backoff.

Support​

  • Contact Boltic support for assistance with connecting Zoho Books to Boltic.
  • Check Zoho Books API documentation at https://www.zoho.com/books/api/v3/ for detailed technical information.