How to sync Zoho CRM with your app stack: a complete guide

zoho integrations

Zoho CRM makes sure your sales team stays focused on their targets. Lead generation from existing websites, lead activity tracking, email integration, task management and complete sales cycle views are just some of Zoho’s many features.

Having Zoho CRM in sync with other tools via PieSync enhances the power of your entire software stack. Integration improves the quality of your data by enriching and unifying it.

Here are some popular use cases where integrating your tools makes all the difference:

  1. Keeping your CRM and contact management tool in sync
  2. Syncing your CRM and your marketing automation tool
  3. Keeping your CRM and your email marketing app in sync
  4. Having your accounting app in sync with your CRM

We'll use as an example Google Contacts as a contact management tool, HubSpot as a marketing automation app, Mailchimp for email marketing and Quickbooks as an accounting tool. But you can combine Zoho CRM with many other applications:

Let's get started!

 

1. Keeping your CRM and contact management tool in sync

 

Zoho CRM and Google Contacts (GSuite)

G Suite doesn’t have its own team contacts manager. This is a huge headache for administrators who want to be able to manage contacts on a team-based level. That’s why businesses choose to use Zoho CRM in conjunction with Google Contacts or G Suite - it allows administrators to manage contacts on a team based-level.

Once you've signed up for PieSync, you can select the apps you need to sync in our dashboard.

Zoho CRM integrations

 

Once you've selected Zoho CRM and your contact management app, you'll need to authorize PieSync to access those tools. You can do so by login into your account or using the API key. Here's how to authorize Zoho on PieSync.

Zoho and google integration

 

Now it's time to configure your sync. A two-way, real-time sync requires two rules which are preconfigured for you. The first one reads: “IF a contact is in Google Contacts, THEN sync the contact between Google Contacts and Zoho CRM”. The second one implies that “IF a contact is in Zoho CRM, THEN sync the contact between Google Contacts and Zoho CRM.”

When both rules are switch on, all the contacts added or updated in Google Contacts will be synced with Zoho CRM. At the same time, all the contacts in Zoho CRM will be in sync with Google Contacts.

Google contacts and Zoho

 

A lot of people don’t want to sync all contacts, or they want to segment their contacts into lists or groups. This can be done by adding filters.

For instance, you can filter your contacts based on their tags in Zoho CRM. Perhaps you want to segment contacts who have the tag “Prospects” in Zoho CRM into a label called “Prospects” in Google Contacts (you will need to create this label in Google Contacts if you don’t already have one).

To achieve this, you can create a rule that reads: “IF a contact is in Zoho CRM and has the tag “Prospects”, THEN sync the contact between Google Contacts and Zoho CRM and add label “Prospects’”.

At the bottom of this rule, activate the toggle which reads “Undo if Zoho CRM contact does not have tag Prospect, then remove label in Google Contacts." This will ensure your list is kept up to date.

Integration for Zoho CRM and Gmail

 

Thanks to PieSync’s Teams features, you and your colleagues can sync contacts in Google Contacts or G Suite into Zoho CRM. PieSync also prevents duplicates (where the same contact is synced multiple times) by checking if similar contacts have been synced based on email addresses.

 

2. Syncing your CRM and your marketing automation tool

 

Send marketing qualified leads to Zoho CRM

Everyone likes to work with the best-of-breed apps. But what if your marketing team wants to use HubSpot and your sales team thinks Zoho CRM is the tool for them?

PieSync can integrate these apps and create an amazing lead gen stack. This integration is especially useful for CRMs that don’t treat leads differently from prospects or other contacts.

Once you access PieSync's dashboard, select Zoho CRM and your marketing automation tool. Here are all the marketing apps PieSync supports.

You can choose to sync contacts, leads or accounts.

contact sync between hubspot and zoho

 

Next, create this rule for this sync: "IF a contact in HubSpot is greater than 5, THEN sync the contact to Zoho CRM and add Tag MQL."

In essence, this means that when a HubSpot contact’s lead score goes over a certain threshold (in this case 5, but this is up to you), then PieSync syncs this contact to Zoho CRM and adds a tag indicating that it is a marketing qualified lead.

HubSpot and Zoho integration

 

You can also assign those marketing qualified leads to a dedicated Zoho CRM sales rep through a filter. Instead of choosing “add a tag”, select “set owner to” and choose your rep from the drop down menu.

 

Sync based on opt-in and opt-out preferences

You can also keep your email lists sparkling clean by syncing based on your subscriber’s opt-out and opt-in preferences.

In the following example, customers who have not opted out are subscribed to a list:

Zoho CRM and HubSpot marketing

 

Tip: Keeping GDPR in mind, syncing and storing opt-out preference on a CRM level is a must.

 

Sync HubSpot Analytics to Zoho CRM

With the HubSpot to Zoho CRM sync, you’re able to sync HubSpot’s analytics to Zoho CRM through PieSync’s customizable field mapping.

First, create the custom fields you need within Zoho CRM, such as when they last visited your website, and what was the last marketing e-mail they opened from you.

Create custom fields in Zoho

 

On the PieSync dashboard, you can map those custom fields between HubSpot and Zoho CRM, so that this information is synced to Zoho CRM from HubSpot. You only need to link these fields once, and you’re all set!

HubSpot and Zoho CRM integration

 

Good to know: setting up a sync between HubSpot and Zoho CRM syncs historical website activity too!

Sync Zoho CRM and HubSpot

 

3. Keeping your CRM and your email marketing app in sync

 

Syncing email subscribers between Zoho CRM and Mailchimp

One of the most popular PieSync integrations is keeping selected Zoho CRM contacts (marketing opted-in) in sync with a Mailchimp list.

Businesses that use this sync notice an increase in productivity because they no longer have to manually keep email lists up-to-date in both app - the sync does this for them automatically. It is also easier to implement email marketing campaigns knowing that all your subscriber information is updated.

Correct subscriber information is paramount these days, especially with data protection laws such as GDPR - you don’t want to be hit with a fine because you accidentally sent out a bunch of emails to subscribers who are no longer opted-in!

This sync helps you send out timely campaigns to interested subscribers in email marketing lists with the most up-to-date information.

To create this connection, first authorize your apps on the PieSync dashboard. For Mailchimp, you can only sync one Mailchimp list per connection slot. If you want to sync more Mailchimp lists, you have to create more syncs.

Click here to learn how to authorize Mailchimp.

Then, it’s time to set up a two-way sync between Zoho CRM and Mailchimp.

mailchimp integration with zoho

 

This sync dictates that all contacts in Zoho CRM will be synced to Mailchimp and all contacts in a Mailchimp list will be synced to Zoho CRM.

Because syncing all contacts between the two is usually not what we’re after, you can add some customization to the sync. For example, you can filter contacts using Zoho CRM tags.

We've added the additional rule that if the contact has the tag “Newsletter”, then it will be synced to Mailchimp.

zoho crm with mailchimp

 

If someone subscribes to your Mailchimp list, their information will be synced to Zoho CRM and the tag “Newsletter” will be added.

 

Sync based on opt-in and opt-out preferences

You can also keep your email lists clean by syncing based on your subscriber’s opt-out and opt-in preferences.

In the following example, customers who have not opted out are subscribed to a list:

mailchimp and zoho crm integration

 

If a customer unsubscribes from your mailing list, this information gets picked up by PieSync and is reflected in Zoho CRM.

Sync Zoho and Mailchimp

 

4. Having your accounting app in sync with your CRM

By creating a sync between Zoho CRM and Quickbooks, colleagues in accounting can count on the information in Quickbooks to be correct and up-to-date.

This sync can also automatically send customer information from Zoho CRM to Quickbooks when a deal is closed so that invoicing can begin. Through the power of syncing, your business has only one address book to maintain: Zoho CRM’s.

After closing a deal, sales staff typically identifies to whom invoices should be sent. They will create this contact in Zoho CRM. Through PieSync, the contact information of the invoice recipient can be synced to your accounting team in Quickbooks.

As with the previous setups, you'll have to authorize your apps on the PieSync dashboard and you'll see a default two-way sync between your Quickbooks and your Zoho CRM.

You can use PieSync rules and tags such as “invoice recipients” to personalize your sync from Zoho into Quickbooks. This way, colleagues in accounting can rely on recipients’ address information to be correctly pre-filled out in Quickbooks, no more double checking. Smooth handover!

Maybe sales forgot to handover to accounting? No worries! Even when accounting creates new contacts in their own app, they will be synced to Zoho CRM and identified as invoice recipients there. So make sure you set up a rule that stipulates that PieSync sync contacts from Quickbooks to Zoho CRM if they carry a specific tag such as “invoice recipient.”

The cherry on top: Quickbooks can track whether a contact still has open invoices or not to their name. Since PieSync works two ways, as soon as the invoice gets paid and is logged in Quickbooks, the tag disappears in Zoho CRM. Make sure you switch on the toggle next to “Undo” for this - this toggle is located under the rule on the PieSync dashboard.

Quickbooks integration with Zoho

 

In addition, when accounting creates new contacts in Quickbooks, they will be synced to Zoho CRM, along with the information about their payment status (handy for sales and customer care teams who are in touch with contacts).

For this latter feature, simply create a custom field in Zoho so it can store Quickbooks’ information.

Using custom fields in Zoho CRM you can create more nuances:

Quickbooks integration with Zoho

Quickbooks integration with Zoho


We hope you're all set to start syncing Zoho CRM with the rest of your tech stack! To make the most of two-way syncing for your apps, get started with a PieSync free trial now.

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About Claudia Martinez

Claudia helps the marketing team by producing awesome blogs, case studies, ebooks, and newsletters. This tech-savvy writer is constantly searching for that great story behind the use case. She also loves working with our partners to create unique co-marketing campaigns.