Integrate Zoho ERP with Zoho CRM

Zoho CRM is a customer relationship management platform that helps businesses manage sales, marketing, customer interactions and support activities in one place. When you integrate Zoho ERP with Zoho CRM, you can view and manage customer and accounting information in one place. This integration improves collaboration between sales and finance teams in your business.

Benefits of the Integration

• Capture all customer information in one place, so you can work on the same information at hand in both the apps.
• View customer’s key accounting metrics like sales information and outstanding receivables directly from Zoho CRM.

Set up the Integration

To set up the CRM integration from Zoho ERP:

• Go to Settings on the top right.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Connect next to Zoho CRM.
• In the Connect Zoho CRM page, click Select Organization in the Zoho CRM Organization section.
• In the Connect Zoho CRM pop-up, select the required Organization, and click Connect.

A two-way sync will be set up, which means that data will be fetched from Zoho CRM into Zoho ERP and vice-versa.

Configure the Modules to be Synced

Once you set up the integration, you can configure the modules to sync between Zoho ERP and Zoho CRM. To do this:

• Go to Settings on the top right.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Show Details next to Zoho CRM.
• In the Configure Module to be Synced section, click Configure Now next to the required module you want to sync from Zoho CRM into Zoho ERP.

You can sync data for the following modules from Zoho CRM into Zoho ERP:

• Customers
• Vendors
• Items

Sync Customers

To sync customer data from Zoho CRM into Zoho ERP:

• Go to Settings on the top right.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Show Details next to Zoho CRM.
• In the Configure Module to be Synced section, click Configure Now next to Customers.
• In the next page, configure the following preferences:

  • Select Module in Zoho CRM: Select the module you want to sync between Zoho CRM and Zoho ERP.

    • Accounts: The Accounts in Zoho CRM will be fetched as Customers in Zoho ERP with the Customer Type set as Business.
    • Contacts: The Contacts in Zoho CRM will be fetched as Customers in Zoho ERP with the Customer Type set as Individual.
    • Accounts & their Contacts: The Accounts and associated Contacts in Zoho CRM will be fetched as Customers and Contact Persons in Zoho ERP. Check Include contacts that are not associated to any accounts in Zoho CRM to sync contacts that are not associated with an account in Zoho CRM. These contacts will be fetched as Customers in Zoho ERP with the Customer Type set as Individual.

  • Select the extent of sync: Choose how you want to sync records between both the apps.

    • Fetch from CRM: The records in Zoho CRM will only be fetched into Zoho ERP. No Zoho ERP records will be fetched into Zoho CRM. However, any records already pushed to Zoho CRM will remain unaffected.
    • Sync both ways: The records will be synced from Zoho CRM to Zoho ERP and vice-versa, in which Zoho CRM records will be fetched first.

• Choose how to handle duplicate customers: When you sync records between Zoho CRM and Zoho ERP, there might be a record in Zoho CRM that is already present in Zoho ERP. To resolve this, duplicate records are identified by comparing Account Name in Zoho CRM and Customer Display Name in Zoho ERP. Choose how you want to handle duplicate records during the sync:

  • Clone: The duplicate record will be cloned, and will be available along with the existing record.
  • Overwrite: The duplicate record will replace the existing record in Zoho ERP.
  • Skip: The duplicate record will not be synced, and the existing record will remain unchanged.

• Select the view to be synced: To sync specific records from Zoho CRM, you can create a view and sync that view into Zoho ERP. If you choose to sync Accounts & their Contacts, you can select both the Account view and the Contact view to sync records.

• Map Fields: Match the fields in Zoho ERP with the corresponding fields in Zoho CRM. Some fields are mapped automatically, while you must map the remaining fields manually. If certain fields from Zoho CRM can’t be mapped to the default Zoho ERP fields, create custom fields in Zoho ERP. These fields will appear during the mapping process.

• Click Save and Sync to start the sync process, or click Save and Sync Later if you want to save the preferences now and sync the records later.

The customers will be synced in a while, based on chosen preferences. To check the status of the sync, click Check Status under the Customers section.

Sync Vendors

You can sync vendors into Zoho ERP similar to how you’ve synced your customers.

• Select the extent of sync: Choose whether you want to sync vendors only from Zoho CRM into Zoho ERP or both ways.
• Choose how to handle duplicate vendors: Choose whether you want to clone, overwrite, or skip duplicate records during the sync.
• Select the view to be synced: To sync specific vendors, select the view in Zoho CRM you want to sync with Zoho ERP.
• Map Fields: Match the fields in Zoho ERP with the corresponding fields in Zoho CRM. You can also create custom fields in Zoho ERP to match the fields in Zoho CRM, if required.

Once done, click Save and Sync to start the sync process, or click Save and Sync Later if you want to save the preferences now and sync the records later.

The vendors will be synced in a while, based on chosen preferences. To check the status of the sync, click Check Status under the Vendors section.

Sync Items

You can sync the Items in Zoho ERP with the Products in Zoho CRM, similar to customers and vendors. To sync items:

• Go to Settings on the top right.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Show Details next to Zoho CRM.
• In the Configure Module to be Synced section, click Configure Now next to Items.
• In the next page, configure the following preferences:

  • Select the extent of sync: Choose how information flows between the two apps.

    • Fetch from CRM: The products in Zoho CRM will only be fetched as Items into Zoho ERP. No Zoho ERP records will be fetched into Zoho CRM. However, any records already pushed to Zoho CRM will remain unaffected.
    • Sync both ways: The Items from Zoho ERP will be synced as Products into Zoho CRM, and vice-versa, in which records from Zoho ERP will be fetched first.

  • Choose how to handle duplicate items: If a record from Zoho CRM already exists in Zoho ERP, syncing items will create a duplicate item in Zoho ERP. To resolve this, duplicate records are identified by comparing either the Item Name or SKU in Zoho ERP with the Product Code in Zoho CRM. From the dropdown below, choose whether to identify duplicate items by Name or SKU.

  • If you select Name, you can choose to Clone, Overwrite, or Skip the duplicate item.

    • Clone: The duplicate item will be cloned, and will be available along with the existing record.
    • Overwrite: The duplicate item will replace the existing record in Zoho ERP.
    • Skip: The duplicate item will not be synced, and the existing record will remain unchanged.

  • If you select SKU, you can choose to Overwrite, or Skip the duplicate Item.

  • Select the view to be synced: To sync specific records from Zoho CRM into Zoho ERP, you can create a view in Zoho CRM, add products, and sync the view. During the sync, click the click here to select a view option and select the required view in the Select a view dropdown.

  • Map Fields: Match the fields in Zoho ERP with the corresponding fields in Zoho CRM. You can also create custom fields in Zoho ERP to match the fields in Zoho CRM, if required.

• Click Save and Sync to start the sync process, or click Save and Sync Later if you want to save the preferences now and sync the records later.

The items will be synced in a while, based on chosen preferences. To check the status of the sync, click Check Status under the Items section.

Sync Options

Once you’ve configured the integration, any new account, contact, vendor, or product you add in Zoho CRM will sync into Zoho ERP every two hours after the initial sync. To do this:

• Go to Settings.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Show Details next to Zoho CRM.
• In the Configure Module to be Synced section, select the preferred sync option. They include:
  • Instant Sync: If you’ve added new records and want to update them immediately in the other app, click Instant Sync.

• Show Sync History: You can view a detailed sync history, including the number of records added, updated, or deleted, along with the date and time of sync in Zoho ERP. It also displays if a sync has failed, along with the failure reason.
• Pause/Resume Sync: If you want to temporarily stop syncing records between Zoho ERP and Zoho CRM, click Pause Sync. To start syncing records between the apps again, click Resume Sync.
• Edit: You can modify the sync preferences, if required. The updated preferences will apply to the next automatic or manual sync.

Working With the Integration in Zoho ERP

Once you set up the integration, you can perform the following actions in Zoho ERP:

• Access Zoho CRM Customers and Vendors

Access Zoho CRM Customers and Vendors

Depending on how you choose to sync records, the accounts, contacts, and vendors from Zoho CRM will be available as Customers and Vendors in Zoho ERP.

Filter by CRM Customers and Vendors

You can view all the accounts and contacts synced from Zoho CRM into Zoho ERP as Customers. Here’s how:

• Go to Sales on the left sidebar and select Customers in the module bar.
• Click the All Customers filter at the top of the page and select CRM Customers from the dropdown.

The respective CRM accounts and contacts will be displayed. Similarly, you can filter the CRM vendors in the Vendors module.

Search CRM Customers and Vendors

The customers and vendors fetched from Zoho CRM will be available in Zoho ERP, and you can create transactions for them. However, you can also create transactions for customers and vendors not yet imported. Here’s how:

• Select a transaction you want to create (for example, Invoices).
• Click + New in the top right corner of the page.
• In the New Invoice page, click the Advanced Customer Search icon in the Customer Name field.
• In the Advanced Customer Search pop-up, the list of customers from Zoho ERP and Zoho CRM will be displayed. Select Zoho CRM at the top of the pop-up.
• Enter the Account Name and click Search.

A list of contacts and accounts associated with the entered account name will be displayed. Select the required contact or account from the list. Once done, the selected account or contact will be fetched as a customer in Zoho ERP. Now, you can create sales transactions for them.

Similarly, you can create purchase transactions for vendors that haven’t been fetched from Zoho CRM yet.

Disable Integration

If you do not want to sync records between Zoho ERP and Zoho CRM, you can disable it temporarily.

To disable the integration:

• Go to Settings.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Show Details next to Zoho CRM.
• Click Disable Integration in the Zoho CRM Organization section.
• In the pop-up that appears, click Confirm.

The integration between Zoho CRM and Zoho ERP will be temporarily disabled. To re-enable the integration:

• Go to Settings.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations & Marketplace.
• In the Zoho Apps page, click Show Details next to Zoho CRM.
• Click Enable Integration in the Zoho CRM Organization section.
• In the pop-up that appears, click Confirm.
• In the Connect Zoho CRM pop-up, check the Organization you want to sync, and click Save.

The integration will be enabled again, and data will be synced from Zoho CRM into Zoho ERP.

Delete Integration

If you’ve disabled the integration between Zoho ERP and Zoho CRM and no longer want to sync records, you can delete the integration. Once deleted, the mapping between the records will be permanently removed. This action cannot be undone. If you’ve integrated your Zoho ERP organization with other Zoho Finance apps, the integration will be removed from those apps as well.

To delete the integration:

• Go to Settings.
• Navigate to Extension and Developer Data section.
• Select Zoho Apps under Integrations and Marketplace.
• Click Show Details next to Zoho CRM.
• Click Delete Integration in the Zoho CRM Organization section.
• In the pop-up, select if you want to convert all synced Zoho CRM records to Zoho ERP records, or convert only the records with transactions and delete the remaining records.
• Click Delete to confirm.

The integration will be deleted. You’ll also receive an in-app notification when the deletion is complete.