Salesforce and Zoho Integration for Efficient Quote Management

This document provides a comprehensive guide to creating and managing accounts, contacts, and quotes within Salesforce, while ensuring seamless synchronization with Zoho Billing. By following these steps, users can efficiently prepare deals for quoting and manage subscriptions.

Step 1

To begin generating a quote, ensure you have an account and an opportunity to associate the quote with. We will start by creating a Salesforce account, a routine step for preparing a deal for quoting.

Step 2

To create an account, navigate to the Salesforce navigation bar and click on the "Accounts" tab. The account page will open, displaying a list of existing accounts. To create a new account, click the "New" button.

Step 3

In the account information form that opens, fill in the necessary details. For example, you can enter "Greenfield Enterprise" as the customer.

Step 4

Complete the form by entering both the billing and shipping address information.

Step 5

Ensure accurate address details to facilitate correct flow of taxation and billing data into Zoho Billing later. After completing the required fields, click "Save."

Step 6

With the new account record created in Salesforce, proceed to create a contact. You will see a list of related options such as contacts, opportunities, and billing accounts.

Step 7

To create a new contact, click the "New" button in the Contact section and enter the contact's information.

Step 8

Note that some fields, which are optional in Salesforce, are mandatory for synchronization with Zoho CPQ. Enter the mandatory fields and click "Save."

Step 9

The next step involves linking the Salesforce account to a corresponding customer account in Zoho Billing. This administrative task is demonstrated through manual linking.

Step 10

To proceed, obtain the CRM ID. Copy the CRM ID from the Salesforce customer account URL, then navigate to Zoho Billing to create a customer account.

Step 11

In the customer account section, click "Add New Account" and fill in the customer account details.

Step 12

After configuring the default payment method and billing details, save the customer account. Once saved, you will see the basic information section.

Step 13

Click "Edit" to add the CRM account ID copied earlier from Salesforce. Paste it and click "Save."

Step 14

The synchronization process will take some time.

Step 15

During this time, the system checks the ID with Salesforce.

Step 16

After a brief synchronization, a green check mark will confirm that the accounts are successfully linked. Return to Salesforce and refresh the accounts page.

Step 17

The billing account section now displays the corresponding customer account details from Zoho Billing. With the account set up in Salesforce, you can create a new opportunity by clicking the "New Opportunity" button. To focus on creating a new quote using Quote Studio, configure the quote button for the new Quote Studio.

Step 18

Before creating a quote from an opportunity or account, ensure the correct Quote Studio buttons are available on the page layout. Add the Quote Studio button to the account page layout by clicking the gear icon on the top right and selecting "Edit Object."

Step 19

This action will take you directly to the account object, where you can select the page layout. Alternatively, click the gear icon, navigate to setups, and select the object manager. From the list of objects, select the account object, then proceed to the page layout.

Step 20

For now, use the shortcut to edit the account object directly. Click "Edit Object."

Step 21

In the window that opens, you are directly on the object manager page, having selected the account object. From the list, navigate to the page layouts and click to select the account layout.

Step 22

In the account layout, navigate to "Mobiles and Lightning Actions" and scroll to the right to find the "New Quote" button.

Step 23

Select, drag, and drop the button to the desired location where a green highlight indicates. Place it upfront to avoid using the dropdown.

Step 24

Place the button at the selected spot, and once aligned with the green dotted line, click "Save." Follow a similar process to add the "New Quote" button to the opportunity page layout.

Step 25

Instead of the account object, select the opportunity object and follow the same process. Next, add the subscription-related list to the account object to view related subscriptions. Navigate again to the page layout.

Step 26

Click on related lists. The account object currently has related lists for contacts, opportunities, and billing accounts. Now, add subscriptions to it.

Step 27

With related lists selected, scroll to the right, find the "Subscriptions" related list, click to select it, and drag and drop it wherever a dark green line appears.

Step 28

Add it next to the contacts. To customize the related list and define what fields to display, note that currently, only the subscription name is shown.

Step 29

To customize the related list and add more fields, click on the wrench tool. From the available fields, select those you wish to display. For example, choose the contract effective date of the subscription.

Step 30

Select fields such as subscription end date, subscription start date, and subscription number. Rearrange them as needed, placing the subscription start date above and the subscription number at the top.

Step 31

After configuring these four fields, click "OK." You will now see the subscription name, contract effective date, subscription number, subscription start date, and end date on the related list. Click "Save."

Step 32

Confirm the override, and the layout is configured. Navigate back to your accounts page.

Step 33

Refresh the page.

Step 34

You will see the "New Quote" button on top, and the subscription-related list added to the page. As there are no subscriptions yet, details are not displayed. You have successfully configured the account page layout to include the "New Quote" button and the subscription-related list.

Step 35

From this point forward, Salesforce users can efficiently create, view, and manage quotes directly from the account page.