Permission Required: Users with the Admin Profile, External Accountant and Custom Profile can access this feature

Regional Availability: Australia, India, Indonesia, Singapore

Overview

Our integration with ZohoBooks sets Volopay apart by offering enhanced functionality that can greatly improve your financial workflows. This integration features an automatic bank feed connection that can save you significant time each month. It also boosts reporting accuracy by enabling expense data matching, which allows for easy pushing of receipts and memos to ZohoBooks. Furthermore, you have greater control over selecting the specific data you wish to transfer from your Volopay dashboard to ZohoBooks. This integration is designed to streamline your accounting processes and enhance your overall financial management.

Setup

To integrate Volopay with ZohoBooks, follow these steps:

1. Navigate to the "Accounting" -> "Integration" section on your Volopay dashboard.

2. Click the "Connect" button next to "ZohoBooks."

3. You will need to select Single Currency or Multi Currency and select the domain on which your ZohoBooks account is hosted.

3. You will be redirected to ZohoBooks, where you need to enter your sign-in credentials and authorize Volopay to access your data.

4. Once permissions are granted, you will be redirected back to Volopay.

5. Choose the organization you wish to link with Volopay.

6. After selecting the organization, the integration process will be complete, and your chart of accounts, tax codes, and vendors will automatically synchronize.

Cards Transaction

Transactions made with a Volopay card appear as bank Expenses in ZohoBooks. To view these, follow these steps:

Go to Purchases -> Expenses.

Steps for Syncing Card Transactions:

Ensure the transaction is settled by checking if it has a ledger date.
Choose the appropriate ZohoBooks category and verify the transaction.
Once verified, proceed to sync the transaction.
You have the option to bulk select and verify/sync multiple transactions at once.

Note on Sync Dates: When syncing a card transaction, it is done using the transaction date. You also have the option to select an accounting date, which is the date you want the transaction to be recorded in ZohoBooks.

Reimbursements

Reimbursements are processed as bills in ZohoBooks, with a bill payment being generated if paid through the Volopay account. If the reimbursement is paid externally, the bill will be synchronized with the default Accounts Payable (AP) Account in ZohoBooks.

Here's what happens when we synchronize a reimbursement:

If marked as "Manual Pay," payment will be made by debiting the default account selected.
The vendor is listed as the reimbursed employee's "first name last name," and any additional merchant information is included in the description field within ZohoBooks.

Regarding Sync Dates:

Reimbursements are synced using the transaction date. Additionally, you can choose an accounting date, which is the date on which you prefer the transaction to be recorded in ZohoBooks.

Steps for Syncing Reimbursements:

Choose the appropriate ZohoBooks category and confirm the transaction details.
After verification, proceed to synchronize the transaction.
Alternatively, you can select multiple transactions in bulk and verify/synchronize them together.

Bill Pay

Invoices are processed as bills in ZohoBooks, with a corresponding bill payment being generated if the payment is made through a Volopay account. The bill is then synchronized to the Volopay Account in ZohoBooks.

Here's an overview of the bill synchronization process:

If the bill is set as "Manual Pay," no payment will be debited from the AP account.
The vendor associated with the bill in ZohoBooks will be the one selected from Volopay. If the vendor does not exist in ZohoBooks, a new vendor will be created automatically.

Steps for Syncing Bill Payments:

Choose the appropriate ZohoBooks category and confirm the transaction details.
Once the transaction is verified, proceed to synchronize it.
For efficiency, you can also select transactions in bulk and verify/synchronize them all at once.

Activating Continuous Bill Sync

To enable Continuous Bill Sync during your setup with ZohoBooks:

Find the "Continuous Bill Sync" option in the integration settings and turn it on.

Bill Creation and Synchronization

With Continuous Bill Sync activated, any new invoice created in Volopay will automatically be synchronized with your accounting software.
The initial synchronization will capture key details such as bill number, invoice date, due date, line items, and the total amount.

Managing Changes to Bills

If there are any modifications to an existing bill, such as changes in the amount, due date, or line items, these can be updated in your accounting system once the bill is paid.
To update a bill, go to the "Bill Payment" section under Accounting, find the bill, and click on the "Resync" button next to it.
After resynchronization, the revised details will be updated in your accounting software, keeping both systems aligned.

Others

Other transactions such as top-ups, invoice payments, adjustments, and other credits or debits can be synchronized with ZohoBooks as a bank transaction.