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PieSync Guidelines for Zoho CRM Users

Frans Leys

Zoho's 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. PieSync allows you to connect Zoho CRM to over 90 other cloud apps.

Zoho CRM and Google Contacts (G Suite)

Google Contacts and G Suite, don't have their 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 because it allows administrators to manage contacts on a team based level. 

Let's get started!

  1. In the PieSync dashboard, choose Google Contacts and Zoho CRM

  1. Authorize your apps. 

  1. Configure your sync. A two-way real time sync requires two rules which are preconfigured for you.  They read "IF a contact is in Google Contacts THEN sync the contact between Google Contacts and Zoho CRM" and "IF a contact is in Zoho CRM THEN sync the contact between Google Contacts and Zoho CRM" this means all contacts in Google Contacts will be synced over to Zoho CRM and all contacts in Zoho CRM

A lot of people don't want to sync all contacts, or they want to segment the contacts into lists or groups. This can be done by configuring rules. 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 Group called "Prospects" in Google Contacts (you will need to create this group in Google Contacts if you don't already have one). 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 to Group "Prospects'" At the bottom of this rule activate the toggle which reads "Undo if tag does not equal Prospects, then remove from Group Prospects in Google Contacts". This will ensure your list is kept up to date. 

Thanks to PieSync's team features, you and your colleagues can sync contacts in Google Contacts or G Suite into Zoho CRM. Duplicates (where the same contact is synced multiple times) are prevented because PieSync first checks to see if no similar contacts have been synced based on email addresses.  

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What happens to deletions? If you delete a contact in either app, PieSync will label the deleted contacts as "trash" in the other app so you can manually check and then delete them there too (explanation video)

Zoho CRM and HubSpot

Everyone likes to work with the best of breed apps. Marketeers love Hubspot's rich web analytics & nurturing methods. Meanwhile, other sales operations prefer to stay in Zoho for its robust CRM approach. PieSync can integrate both these apps so that together they form a killer lead gen stack and sales machine.

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Everyone likes to work with the best of breed apps. For example, marketing wants to use HubSpot and sales choose to work with Zoho CRM. Each app has their specific qualities that work well for those teams. PieSync can integrate these apps so that together they are a killer lead gen stack. This recipe is especially useful for CRMs that don't treat leads differently from prospects or other contacts.

Send Marketing Qualified Leads to Zoho CRM

 This recipe aims to showcase the power of PieSync for streamlining the marketing lead qualification process. We invite you to get in touch if you want to explore some options.

Let's get started!

  1. Start your sync through PieSync between HubSpot and Zoho CRM (here's how.)
  2. Then create this rule to make up this sync: 
    1) IF a contact in HubSpot is greater than 5 THEN sync the contact to Zoho CRM and add Tag "MQL".  In essence this reads when a HubSpot contact's lead score goes over a certain threshold (in this case 5, but you can choose), then PieSync syncs this contact to Zoho CRM and adds a tag indicating that it is a marketing Qualified lead. 

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⬅️  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:

Keeping GDPR in mind, syncing & 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 did they last visit your website, and what was the last marketing e-mail they opened from you.

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 setup! 

Good to know: setting up a sync between HubSpot and Zoho CRM syncs historical website activity too! Learn more on syncing with Hubspot in our PieSync Recipe, which uses Pipedrive as an example but the underlying idea remains the same.

Zoho CRM and MailChimp

Sync Email Subscribers

One of the most popular PieSync integrations is keeping selected (marketing opted-in) Zoho CRM contacts 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 either app. It is also easier to implement email marketing campaigns knowing that all your subscriber information is up to date.

Correct subscriber information is paramount these days, with strict 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.

Let’s get started!

Authorise your apps on the PieSync dashboard. Click here to find out how to authorize Zoho CRM.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 find out how to authorize MailChimp.

 MailChimp advocates using one master list, as opposed to many small lists. Read this best practices guide to find out more

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

This reads that all contacts in Zoho CRM will be synced to MailChimp and all contacts in MailChimp List (List Name) will be synced to Zoho CRM. Because syncing ALL contacts between the two is usually not what we’re after, you can add some nuance to the sync.

Filter Based on Tags

You can filter contacts using Zoho CRM tags. To do this add a filter under Zoho CRM on both rules.

I have added the additional filter that the contact has the tag “Newsletter” then it will be synced to MailChimp.

If someone subscribes to the MailChimp List (via a form on your website), 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 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:

  • If a customer unsubscribes from your mailing list, this information gets picked up by PieSync and is reflected in Zoho CRM.
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Bonus tip: if your contacts opt-in for your subscriptions on a Shopify checkout page, you can choose to automatically opt in these contacts in Zoho CRM! Here's how.

Zoho CRM and Quickbooks

By creating a sync between Zoho CRM and Quickbooks, colleagues in accounting can count on the addresses in Quickbooks to be correct and up to date.  It can also automatically send through 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... Or Quickbooks! Whichever you want.

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 contacts of the invoice recipient can be synced to your accounting team in Quickbooks.

Let's get started!

  1. Authorise your apps on the PieSync dashboard. 
  2. Setup a two-way sync between your Quickbooks and your Zoho CRM. 
  3. Set up a rule in PieSync to sync contacts from Zoho CRM to Quickbooks using tags such as "invoice recipient". 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!
  4. Maybe sales forgot to handover to accounting. No worries: even when accounting creates new contacts in their own invoice app, they will be synced to and identified as invoice recipients in Zoho CRM. 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"
  5. The cherry on top: Quickbooks can track whether a contact still has open invoices  or not to their name.  Since PieSync works 2-way, 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 to Zoho CRM. 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 contact with contacts). For this latter feature, you simply create a custom field in Zoho so it can store Quickbooks' information.

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

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