100%

Ashton Jensen

Author Image

Education

Notable awards

Profile

BYU Econ grad, literature enthusiast and fast on two wheels, feet, and skis

Projects
Success Rate 0.00%

Courses

1
Wow Your Clients With Custom, Pre-Filtered Dashboards
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

2
Unlock the TRUE POWER of Zoho Analytics with SQL Query Tables
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

3
Share and Publish Your Analytics Work
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

4
Whip Your Resume Into Shape
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

5
Freakin’ Fun Filters in Zoho Analytics
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

6
Organize and Visualize Your Data using Pivot and Summary Tables in Zoho Analytics
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

7
Creating Your First Zoho Analytics Dashboard (for Beginners)
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

8
Learn How to Set Up Zoho Analytics (for Beginners)
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

9
Making Your Zoho Analytics Dashboards Look Sexy (Using Charts!)
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

10
Beautifully Visualize Your Zoho CRM Data in a Zoho Analytics Dashboard
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

11
Become a Zoho Forms Wunderkind (And Push that Form Data to Zoho CRM)
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

12
The Smartest Ways to Gather Zoho Survey Data into Zoho CRM
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

13
Remote Skills
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »

14
Design Your First Sales Blueprint!
Expires After: Does not Expire

Automated Invoice Creation via Zoho CRM

Need Help? Click Here to Contact Us
Want the code, not the explanation? Here's a link to a copy of the function!
Difficulty: Intermediate
Estimated reading time: 15 mins
Estimated implementation time: 45 mins

Automate and Send Out Invoices from CRM

The main idea here is, at some defined trigger in the CRM, to automatically create an invoice for a specific Contact and send it to them via email.

Configuration

The trigger needs to be set up via a workflow rule or blueprint transition, i.e. when a “Deal” is marked ‘Closed’. The defined argument in this function is the Contact_ID, but you can query that from whichever module you start the function. Below, I talk more about options for adding line items.

You will have to create the connection between CRM and the Finance Suite. In CRM, go to Setup >> Developer Space >> Connections to create and name the connection.

Walkthrough

The first few lines define variables needed in the rest of the function, pulling information from the (CRM) Contact record and using the Zoho Books Organizations API to get the Organization ID. This field is frequently used with Deluge commands in the Zoho Finance Suite. Zoho provided the ability to create and manage multiple organizations in Books, and this specific ID is used in most Deluge commands in Books.

A quick search checks the Customers (but the API name is “contacts”) module for the contact’s email. If it is empty, we go ahead and create the Customer, and if not, we just pull the Contact Person information for the Invoice. This comprises lines 24-56.

Next, we create maps for the new invoice and add the payment options to that. Here, there are many ways to customize this function further. Some ideas are to create a sync between Books-CRM and the Items and Products module. Then, you can choose the products in CRM and via a query to the Items module (in Books), add those line items to the Invoice. You can simply leave it as it is and specify a single item if needed (as is done here). You can also customize the payment options. A useful resource is the Zoho Books API Doc, specifically the zoho.books.createRecord command. Then, to better learn how to add custom fields, refer to our “Zoho Books Custom Fields” repository.

After the Invoice is created successfully, if(code==0), the last API call sends off the email with the created Invoice (also detailed in the Zoho Books API doc).

Script

 				 					// Start by defining all the variables that you will need throughout the function, pulled from the CRM Contact record. Then call the Zoho Books Organizations API. You will have to do some sort of search based off name or something else if you have more than one organization. contactRecord = zoho.crm.getRecordById("Contacts",CONTACT_ID); info contactRecord; email = contactRecord.get("Email"); firstName = contactRecord.get("First_Name"); lastName = contactRecord.get("Last_Name"); otherInfo = contactRecord.get("other_custom_field"); //other info as needed getOrganizations = invokeurl [ 	url :"https://books.zoho.com/api/v3/organizations" 	type :GET 	connection:"zohobooks" ]; info getOrganizations; orgId = getOrganizations.get("organizations").get(0).get("organization_id"); info orgId; // Now that we have our defined variables, we search the Contacts module for contacts with a matching email address. It returns a list of contacts (just one) searchParam = {"email":email}; contactSearch = zoho.books.getRecords("Contacts",orgId,searchParam).get("contacts"); contactId = null; contactPersonId = null; // Check If Contact is Found. If (the list) is not empty, we query the primary contact's info to put on the invoice if(!contactSearch.isEmpty()) { 	// Get Contact Record 	contact = contactSearch.get(0); 	contactId = contact.get("contact_id"); 	contactDetails = zoho.books.getRecordsById("contacts",orgId,contactId).get("contact"); 	contactPersons = contactDetails.get("contact_persons").toList();  	// Find Primary Contact 	for each contactPerson in contactPersons 	{ 		if(contactPerson.get("is_primary_contact")) 		{ 			contactPersonId = contactPerson.get("contact_person_id"); 		} 	} } else //(list is empty, create the Contact and Contact person in Books and get the info for the Invoice) { 	// Create Map for New Contact 	newContactMap = Map(); 	newContactMap.put("email",email); 	newContactMap.put("contact_name",firstName + " " + lastName); 	newContactMap.put("contact_persons", {{"first_name":firstName,"last_name":lastName,"email":email}} );  	// Create New Contact 	createContact = zoho.books.createRecord("Contacts",orgId,newContactMap); 	contact = createContact.get("contact"); 	contactId = contact.get("contact_id");  	// Get Contact Person Info 	contactPerson = contact.get("contact_persons").get(0); 	contactPersonId = contactPerson.get("contact_person_id"); }  // Create New Invoice map and select a specific template if needed invoice = Map(); invoice.put("customer_id",contactId); invoice.put("date",today); invoice.put("template_id","your_templateId"); contactPersonsList = List(); contactPersonsList.add(contactPersonId); invoice.put("contact_persons",contactPersonsList); invoice.put("line_items",{{"item_id":"2062836000120068237","quantity":"1","invoice_custom_field":otherInfo}});  //create a map for custom fields and add them to the invoice customList = List(); customField1 = Map(); customField1.put("label","your_label"); customField1.put("value", ifnull(your_value, "")); customList.add(customField1); // // for second custom field // customField2 = Map(); // customField2.put("label","your_2nd_label"); // customField2.put("value",ifnull(your_2nd_value,"")); // customList.add(customField2); invoice.put("custom_fields", customList);  // Set Payment Options - this code enables both Paypal and Stripe, but you can of course customize it paymentOptions = List(); paypalMap = Map(); paypalMap.put("gateway_name","paypal"); paypalMap.put("additional_field1","standard"); stripeMap = Map(); stripeMap.put("gateway_name","stripe"); paymentOptions.add(paypalMap); paymentOptions.add(stripeMap); gatewayMap = Map(); gatewayMap.put("payment_gateways",paymentOptions); invoice.put("payment_options",gatewayMap);  // Create Invoice createInvoice = zoho.books.createRecord("invoices",orgId,invoice); info createInvoice;  //If the invoice was created successfully, we send the email with the invoice and payment options via a Zoho Books API call code = createInvoice.get("code"); if(code == 0) { 	emailList = List(); 	emailList.add(email); 	invoiceInfo = createInvoice.get("invoice"); 	invoiceId = invoiceInfo.get("invoice_id"); 	info invoiceId; 	json = Map(); 	json.put("to_mail_ids",emailList); 	params = Map(); 	params.put("JSONString",json); 	emailInvoice = invokeurl 	[ 		url :"https://books.zoho.com/api/v3/invoices/" + invoiceId + "/email?organization_id=" + orgId 		type :POST 		parameters:params 		connection:"zohobooks" 	]; 	info emailInvoice.get("message"); }

Click here to copy these scripts. For more Zoho-wizardry, check out our GitHub page.

Want to learn even more? Sign up for one of our Zoho courses!

« ‹ › » page 1 / 26

Want this functionality, but don't want to do it yourself?
Click here to request one of our experts to reach out to help!

Request a Consultation

More Free Resources

Deluge Tips – Null Check

April 20, 2021 No Comments

When scripting, ask yourself this question – will this value ever be null? If it’s a yes, that’s a place for a null check! Here are 3 tips and best practices to help you kickstart the habit....

Read More »