How to Create Zoho Books Invoice from Email Using Pabbly Connect

Learn how to automate invoice creation in Zoho Books from Gmail using Pabbly Connect, ensuring seamless integration without coding. Follow our step-by-step guide. Build sophisticated automated workflows in less time than you think. This guide translates complex integrations into straightforward steps for immediate implementation.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Zoho Books Invoice Creation

To create an automated invoice in Zoho Books from Gmail, we start by accessing Pabbly Connect. This platform allows seamless integration between Gmail and Zoho Books without any coding skills. First, navigate to the Pabbly Connect homepage and either sign in or sign up for a free account, which provides 100 free tasks monthly.

Once logged in, locate the ‘Create Workflow’ button. Name your workflow, for instance, ‘Create Zoho Books Invoice from Email.’ Select the appropriate folder for organization. This initiates the setup for the automation process.

2. Configuring Email Trigger in Pabbly Connect

The next step involves configuring the email trigger to capture incoming emails. In Pabbly Connect, select ‘Email Parser’ as your trigger application. This allows you to fetch details from emails received in your Gmail account. Copy the provided email hook and proceed to your Gmail settings.

• Open Gmail settings and navigate to the ‘Forwarding and POP/IMAP’ tab.
• Add a forwarding address using the copied email hook from Pabbly Connect.
• Confirm the forwarding address by clicking the confirmation link sent to your Gmail.

After confirming, return to Pabbly Connect and click on ‘Recapture Email Parser Response’. This will ensure that any new emails received are captured accurately for further processing.

3. Filtering Emails for Invoice Details

To ensure only relevant emails trigger the invoice creation, we will set up a filter in Pabbly Connect. After capturing the email response, select the ‘Filter’ action application. This filter will allow the workflow to continue only if the email subject contains specific keywords related to invoices.

• Set the filter condition to check if the subject contains the word ‘invoice’.
• This ensures that only emails meant for invoice generation proceed to the next steps.

Once the filter is applied, test the condition to ensure it works correctly. If the subject matches, the workflow will continue; otherwise, it will stop.

4. Creating Invoice in Zoho Books

Now, we will integrate with Zoho Books to create the invoice. In Pabbly Connect, add an action step and select Zoho Books as the application. Choose the action event ‘Create Sales Invoice’. Ensure your connection to Zoho Books is established, and select the relevant organization.

Map the necessary details from the previous steps, including the customer ID, product name, and amount. This allows the invoice to be generated dynamically based on the email content received.

After mapping all required fields, click ‘Save and Send Test Request’. Upon successful creation, you should see the invoice generated in your Zoho Books account, confirming the workflow’s success.

5. Handling New Customers in Zoho Books

If the customer is not an existing contact in Zoho Books, we need to create a new contact before generating the invoice. In Pabbly Connect, set up a router to handle both scenarios: existing customers and new customers.

For new customers, add an action step to create a contact in Zoho Books. Map the customer details such as name, email, and phone number from the email body. Once the contact is created, follow it up with another action step to create the invoice as previously described.

This ensures that regardless of whether the customer exists or not, the invoice is generated accurately. Test the workflow by sending an email for a new customer and verify that both the contact and invoice are created successfully.

Conclusion

This tutorial detailed how to automate the creation of Zoho Books invoices from Gmail using Pabbly Connect. By following these steps, you can streamline your invoicing process, whether the customer is existing or new. Enjoy the efficiency of automated workflows!