Zoho Books

The Zoho Books modules allow you to create, list, retrieve, update and delete contacts, persons, invoices, payments, expenses and bills in your Zoho Books account.

Prerequisites

  • A Zoho Books account

In order to use Zoho Books with Make, it is necessary to have a Zoho Books account. If you do not have one, you can create a Zoho Books account at www.zoho.com/books/signup.

Note

The module dialog fields that are displayed in bold (in the Make scenario, not in this documentation article) are mandatory!

To connect your Zoho Books account to Make select your region and follow the general instructions for Connecting to services.

After you click the Continue button, Make will redirect you to the Zoho Books website where you will be prompted to grant Make access to your account.

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Confirm the dialog by clicking the Accept button.

(Reference: Zoho Books API Documentation.)

Contacts

Triggers when a vendor is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

Triggers when a customer is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

Creates a new customer contact.

Required Permissions: ZohoBooks.contacts.CREATE, ZohoBooks.settings.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization you want to create a contact for.

Contact Name

Enter the name of the new customer.

Company Name

Enter the company name of the contact.

Website

Enter the contact's website.

Language Code

Enter the language code for the customer.

Contact Type

Enter the contact type. Enter customer or vendor. Default: customer.

Is Portal Enabled

Select the Yes option to allow client portal access for this contact.

Note

Contact persons in the Contact Persons field must be added in order to use this function.

Currency

Select the currency for the new contact.

Payment Terms

Enter the net payment term for the contact. E.g. 15. Invoice due date will be calculated based on this.

Payment Terms Label

Enter a custom label for the payment term specified above to override the default payment term label. E.g. default value for 15 days is "Net 15 Days".

Notes

Enter remarks about the payment made by the contact.

Facebook

Enter the contact's Facebook account URL.

Twitter

Enter the contact's Twitter account URL.

Contact Persons

Here you can add the primary contact for the new contact.

Retrieves contact details.

Required Permissions: ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization you want to retrieve the contact from.

Contact ID

Map or select the Contact ID of the contact you want to retrieve information about.

Returns contacts based on the filter settings.

Required Permissions: ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization you want to retrieve the contact from.

Search Criteria

Here you can define the search criteria for your search.

For example, the following search returns all contacts whose email address contains "gmail.com".

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Limit

Set the maximum number of contacts Make will return during one execution cycle.

Filter By

Select the status you want to use to filter the contacts.

Search Text

Returns only contacts that contain entered text in the contact name or in the comments fields.

Sort Column

Select the parameter you want to filter results by.

Updates an existing contact.

Required Permissions: ZohoBooks.contacts.UPDATE, ZohoBooks.contacts.READ, ZohoBooks.settings.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact you want to update.

Contact ID

Map or select the Contact ID of the contact you want to update.

Please find the descriptions of the fields in the Create a Contact section above.

Deletes an existing contact.

Required Permissions: ZohoBooks.contacts.DELETE, ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact you want to delete.

Contact ID

Map or select the Contact ID of the contact you want to delete.

Contact Persons

Creates and assigns a contact person to the existing contact.

Required Permissions: ZohoBooks.contacts.CREATE, ZohoBooks.settings.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact you want to delete.

Contact ID

Map or select the Contact ID of the contact you want to assign the contact person to.

First Name

Enter the person's first name.

Last Name

Enter the person's last name.

Salutation

Enter the salutation for the contact.

Email

Enter the contact's email.

Phone

Enter the contact's phone number.

Mobile

Enter the contact's mobile phone number.

Skype

Enter the contact's Skype name.

Designation

Enter the designation of the person.

Department

Enter the department to which the person belongs.

Enable Portal

Select the Yes option to enable the client portal access.

Retrieves details for a specified contact person.

Required Permissions: ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact person you want to retrieve information about.

Contact ID

Map or select the Contact ID of the contact that contains the contact person.

Contact Person ID

Enter (map) the Contact Person ID of the contact person you want to retrieve details about.

Lists all contact persons.

Required Permissions: ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact persons you want to list.

Contact ID

Map or select the Contact ID you want to list contact persons from.

Limit

Set the maximum limit of contact persons Make will return during one execution cycle.

Updates an existing contact person.

Required Permissions: ZohoBooks.contacts.UPDATE, ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact person you want to update.

Contact ID

Map or select the Contact ID of the contact person you want to update.

Contact Person ID

Enter (map) the Contact Person ID of the contact person whose details you want to update.

Please find the descriptions of the fields in the Create a Contact Person section above.

Deletes an existing contact person.

Required Permissions: ZohoBooks.contacts.DELETE, ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select the organization that contains the contact person you want to delete.

Contact ID

Map or select the Contact ID that contains the contact person you want to delete.

Contact Person ID

Enter (map) the Contact Person ID of the contact person you want to delete.

Invoices

Triggers when an invoice is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

Creates an invoice for the customer.

Required Permissions: ZohoBooks.invoices.READ, ZohoBooks.invoices.CREATE, ZohoBooks.contacts.READ, ZohoBooks.expenses.READ, ZohoBooks.projects.READ, ZohoBooks.settings.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Customer ID

Map or select the Customer ID of the customer you want to create the invoice for.

Contact Persons

Add contact persons you want to associate with the invoice.

Ignore Auto Number Generation?

Enable this option to define the invoice number manually.

Note

If this option is enabled, the Invoice Number field must be filled.

Send this invoice?

Enable this option to send the invoice to the contact person(s) associated with the invoice.

Invoice Date

Set the date when the invoice is issued. Please use the yyyy-mm-dd date format

Due Date

Set the due date of the invoice. Please use the yyyy-mm-dd date format

Payment Terms

Enter net payment terms in days e.g. 15, 30, 60. Invoice due date will be calculated based on this.

Payment Terms Label

Enter a custom label for the payment term specified above to override the default payment terms label. E.g. default value for 15 days is "Net 15 Days".

Discount

Discount applied to the invoice. It can be either in % or in amount. e.g. 12.5% or 190.

Is discount before tax?

Enable this option to apply the discount before the calculation of the tax.

Discount type

Select whether to provide discount on the item level or entity level.

Is inclusive tax?

Enable this option to set the line item rates as tax inclusive.

Exchange Rate

Enter the currency exchange rate.

Salesperson name

Enter the name of the salesperson.

Line items

Add the desired line items to the invoice.

Payment Gateways

Add the supported payment gateways.

Retrieves the details of an invoice.

Required Permissions: ZohoBooks.invoices.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to retrieve information about.

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Downloads the invoice in PDF format.

Required Permissions: ZohoBooks.invoices.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to download in PDF.

Note

You can then map the downloaded file in the other modules, e.g. Dropbox > Upload a file to copy the file to your Dropbox folder.

Returns invoices based on the filter settings.

Required Permissions: ZohoBooks.invoices.READ,ZohoBooks.contacts.READ, ZohoBooks.settings.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Search Criteria

Here you can define the search criteria for your search.

For example, the following search returns all invoices whose customer name is "Tesla, Inc.".

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Search Text

Returns only contacts that contain entered text in the contact name or in comments fields.

Sort Column

Select the parameter you want to filter results by.

Status

Select the status of the invoices you want to return.

Email

Enter the email to filter the searched invoices by.

Limit

Set the maximum number of invoices Make will return during one execution cycle.

Updates an existing invoice.

Required Permissions: ZohoBooks.invoices.READ, ZohoBooks.invoices.UPDATE, ZohoBooks.expenses.READ, ZohoBooks.projects.READ, ZohoBooks.settings.READ, ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to update.

Customer ID

Select or map the customer associated with the invoice.

Please find the descriptions of the fields in the Create an Invoice section above.

Deletes an existing invoice.

Required Permissions: ZohoBooksinvoices.DELETE, ZohoBooks.invoices.READ*

Note

Invoices which have payment or credits note applied cannot be deleted.

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to delete.

Send an email with the invoice to the customer's contact person associated with the selected invoice.\

Required Permissions: ZohoBooksinvoices.CREAETE, ZohoBooks.invoices.READ*

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to send to the customer.

Attach Customer Statement PDF?

Sends the Customer Statement PDF with the email.

Mail Content

Select whether you want to send an email with default mail content, or you want to define custom mail content.

Reminds your customer about an unpaid invoice by email.

Required Permissions: ZohoBooksinvoices.CEAETE, ZohoBooks.invoices.READ*

Note

Reminder will be sent only for the invoices which have an open or overdue status.

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to send to the customer.

Attach Customer Statement PDF?

Sends the Customer Statement PDF with the email.

Mail Content

Select whether you want to send an email with default mail content, or you want to define custom mail content.

Set the invoice status as void.

Required Permissions: ZohoBooksinvoices.CEAETE, ZohoBooks.invoices.READ

Note

Upon voiding, the payments and credits associated with the invoices will be unassociated and will be under customer credits.

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to mark as void.

Marks a void invoice as draft.

Required Permissions: ZohoBooksinvoices.CEAETE, ZohoBooks.invoices.READ

Note

Open invoices cannot be changed to draft.

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to mark as draft.

Retrieves the list of payments made for an invoice.

Required Permissions: ZohoBooks.invoices.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice you want to list payments for.

Limit

Set the maximum number of payments Make will return during one cycle.

Deletes a payment made to an invoice.

Required Permissions: ZohoBooksinvoices.DELETE, ZohoBooks.invoices.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Invoice ID

Map or select the Invoice ID of the invoice that contains the invoice payment you want to delete.

Invoice Payment ID

Map or select the Invoice Payment ID of the invoice payment you want to delete.

Warning

Do not confuse Invoice Payment ID with Payment ID!

Payments

Triggers when a payment is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

Creates a new payment.

Required Permissions: ZohoBooks.customerpayments.CREATE, ZohoBooks.accountants.READ, ZohoBooks.contacts.READ, ZohoBooks.invoices.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Customer ID

Map or select the Customer ID of the customer involved in the payment.

Contact Persons

Add the IDs of the contact persons that the thank you mail has to be sent.

Payment mode

Select the mode through which payment is made.

Amount

Enter the amount paid in the respective payment.

Invoices

Add invoices associated with the payment.

Payment date

Enter the date when payment is made. Format: yyyy-mm-dd.

Reference Number

Enter the reference number generated for the payment. A string of your choice can also be used as the reference number. Max 100 characters.

Payment Description

Enter the payment description.

Retrieves details about the specified payment.

Required Permissions: ZohoBooks.customerpayments.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Payment ID

Map or select the Payment ID of the payment you want to retrieve details about.

Returns all the payments made by your customer.

Required Permissions: ZohoBooks.customerpayments.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Search Criteria

Here you can define the search criteria for your search.

For example, the following search returns all payments made before the 1st of January 2020.

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Limit

Set the maximum number of payments Make will return during one execution cycle.

Filter By

Select the mode you want to filter search results by.

Updates information for an existing payment.

Required Permissions: ZohoBooks.customerpayments.UPDATE, ZohoBooks.contacts.READ, ZohoBooks.invoices.READ.customerpayments.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Payment ID

Enter (map) the Payment ID of the payment you want to update.

Invoices

Add invoices associated with the payment.

Please find the descriptions of the fields in the Create a Payment section above.

Deletes an existing payment.

Required Permissions: ZohoBook.customerpayments.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Payment ID

Enter (map) the Payment ID of the payment you want to delete.

Expenses

Triggers when an expense is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

Creates a billable or non-billable expense.

Required Permissions: ZohoBooks.expenses.CREATE, ZohoBooks.accountants.READ, ZohoBooks.contacts.READ, ZohoBooks.settings.READ, ZohoBooks.projects.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Account ID

Enter (map) or select the Account ID of the expense account.

Paid through account ID

Select the Paid Through account – the account from which money is paid.

Date

Enter the date of the expense in the YYYY-MM-DD format.

Amount

Enter the amount of the expense.

Tax ID

Enter or map the Tax ID you want to apply.

Line Items

Add the expense line items in the case where there are multiple items.

Is inclusive tax

Specify whether the line item rates are inclusive or exclusive of tax.

Is billable?

Select the Yes option to set the expense as billable.

Reference Number

Enter the reference number of the invoice.

Description

Enter the description of the expense.

Retrieves an expense's details.

Required Permissions: ZohoBooks.expenses.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Expense ID

Map or select the Expense ID of the expense you want to retrieve details about.

Lists all the expenses.

Required Permissions: ZohoBooks.expenses.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Search Criteria

Enter the search criteria to filter the results.

Status

Select the status of returned expenses.

Limit

Set the maximum number of expenses Make will return during one execution cycle.

Updates an existing expense.

Required Permissions: ZohoBooks.expenses.UPDATE, ZohoBooks.expenses.READ, "ZohoBooks.accountants.READ", ZohoBooks.contacts.READ,ohoBooks.settings.READ, "ZohoBooks.projects.READ"

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Expense ID

Select or map the Expense ID of the expense you want to update.

Account ID

Enter (map) or select the Account ID of the expense account.

Paid through account ID

Select the Paid Through account – the account from which money is paid.

Date

Enter the date of the expense in the YYYY-MM-DD format.

Amount

Enter the amount of the expense.

Please find the descriptions of the fields in the Create an Expense section above.

Deletes an existing expense.

Required Permissions: ZohoBooks.expenses.DELETE, ZohoBooks.expenses.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Expense ID

Select or map the Expense ID of the expense you want to delete.

Creates an employee for an expense.

Required Permissions: ZohoBooks.expenses.CREATE

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Name

Enter the name of the employee.

Email

Enter employee's email address.

Retrieves employee details.

Required Permissions: ZohoBooks.expenses.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Employee ID

Map or select the employee you want to get information about.

Retrieves employees based on filter settings.

Required Permissions: ZohoBooks.expenses.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Limit

Set the maximum number of employees Make will return during one cycle.

Sort Column

Filter By

Deletes an existing employee.

Required Permissions: ZohoBooks.expenses.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Employee ID

Map or select the employee you want to delete.

Bills

Triggers when a bill is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

The module creates a bill received from your vendor.

Required Permissions: ZohoBooks.bills.CREATE", ZohoBooks.purchaseorder.READ", ZohoBooks.settings.READ, ZohoBooks.projects.READ, ZohoBooks.contacts.READ, "ZohoBooks.accountants.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Vendor ID

Select or map the vendor of the bill that has to be created.

Bill Number

Enter the bill number.

Is update customer?

Enable this option to update the customer.

Purchase Order IDs

Add the purchase orders.

Date

Enter the creation date of the bill in the yyyy-mm-dd format.

Due Date

Enter the due date of the bill in the yyyy-mm-dd format.

Payment Terms

Enter the net payment term.

Payment Terms Label

Enter the label for net payment term

Recurring Bill ID

Enter the ID of the recurring bill.

Line Items

Add line items of a bill.

Is Item Level Tax Calculation?

Enable if the Item Level Tax Calculation is present.

Is inclusive tax?

Enable to set line item rates as inclusive of tax.

Reference Number

Enter the Reference Number of the entity

Adjustment

Add the bill adjustments. The amount entered as adjustment is added to the invoice total.

Adjustment Description

Enter the adjustment description. E.g. Rounding off.

Retrieves details of a specified bill.

Required Permissions: ZohoBooks.bills.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Bill ID

Select or map the Bill ID of the bill that you want retrieve details about.

Retrieves all bills based on the filter settings.

Required Permissions: ZohoBooks.bills.READ, ZohoBooks.contacts.READ, ZohoBooks.settings.READ, ZohoBooks.purchaseorders.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Search Criteria

Enter the search criteria to filter the results by.

Status

Select the status of returned bills.

Limit

Set the maximum number of bills Make will return during one execution cycle.

Updates an existing bill.

Required Permissions: ZohoBooks.bills.UPDATE, ZohoBooks.bills.READ, ZohoBooks.purchaseorders.READ, ZohoBooks.settings.READ, ZohoBooks.projects.READ, ZohoBooks.contacts.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Bill ID

Enter (map) the Bill ID of the bill you want to update.

Vendor ID

Select or map the vendor of the bill that has to be updated.

Bill Number

Enter the bill number of the bill you want to update.

Please find the descriptions of the fields in the Create a Bill section above.

Deletes a specified bill.

Required Permissions: ZohoBooks.bills.DELETE, ZohoBooks.bills.READ

Connection

stablish a connection to your Zoho Books account.

Organization

Select your organization.

Bill ID

Select or map the Bill ID of the bill you want to update.

Items

Triggers when an item is created, edited or deleted.

Please see the Setting Up Zoho Books Webhooks section.

Required Permissions: ZohoBooks.settings.READ

Connection

Establish a connection to your Zoho Books account.

Organization

Select your organization.

Search Criteria

Enter the search criteria to filter the results by.

Limit

Set the maximum number of items Make will return during one execution cycle.

Tax ID

Enter the Tax ID to filter the results by.

Tax name

Search items by the tax name.

Is Taxable?

Filter items by taxability.

Tax Exemption ID

Enter the ID of the tax exemption.

Account ID

Enter the ID of the account to which the item is associated with.

Filter by

Select the status you want to filter returned items by.

Search Text

Filter items by name or description.

Sort Column

Select whether you want to sort result by name, rate, or tax name.

Make an API Call

Allows you to perform a custom API call.

Connection

Establish a connection to your Zoho Books account.

URL

Enter a path relative to https://books.zoho.{region}/api (e.g. /v3/bills)

Note

For the list of available endpoints, refer to the Zoho Books API Documentation.

Method

Select the HTTP method you want to use:

GET

to retrieve information for an entry.

POST

to create a new entry.

PUT

to update/replace an existing entry.

PATCH

to make a partial entry update.

DELETE

to delete an entry.

Headers

Enter the desired request headers. You don't have to add authorization headers; we already did that for you.

Query String

Enter the request query string.

Body

Enter the body content for your API call.

Example of Use - List Bills

The following API call returns a list of all your bills in your Zoho Books account:

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Matches of the search can be found in the module's Output under Bundle > Body > bills. 

In our example, 6 bills were returned:

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Setting Up Zoho Books Webhooks

The process consists of two main steps:

  1. Go to Make and add a Zoho Books' instant trigger module to your scenario. E.g. Watch Invoice module.

  2. Copy the provided URL.

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  3. Log in to your Zoho Books account.

  4. Click the cog-wheel in the top-right corner to open Settings > Automation

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  5. Open Webhooks and click the +New Webhook button.

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  6. Enter the name for the webhook, select the corresponding module (e.g. Sales > Invoice for Watch Invoice instant trigger) and enter the URL you have copied in step 2 above to the URL to the notify field and click the Save button.

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  1. Go to Settings > Automation > Workflow Rules

  2. Click the + New Workflow Rule button in the top-right corner.

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  3. Enter the Workflow Rule Name, select the module you want to watch (e.g. Invoice) and click the Next button.

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  4. Select an event that will trigger the webhook.

  5. Add a trigger filter, if needed.

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  6. Select the Webhooks option from the Type drop-down menu and the webhook you have created (e.g. Invoice) in the Name drop-down menu.

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  7. Click the Save button to save your settings

Now, when a specified event is performed, the respective webhook is triggered in your scenario.

Please see the Zoho Books Automation help for further details about automation functions.