Full Zoho Books Automation Setup
Budget: ₹100 – ₹400 INR
I want my day-to-day accounting work in Zoho Books to run on autopilot. From raising invoices to logging expenses and compiling real-time financial reports, every repetitive click should disappear behind well-built automations.
Here’s the picture:
• The only app involved is Zoho Books.
• All core modules—Invoicing, Sales and Financial Reporting—need hands-free workflows.
• I’m open to whichever native tools you prefer (Deluge scripts, Custom Functions, Zoho Flow, webhooks, APIs). The outcome just has to be reliable, auditable, and easy for me to maintain.
Deliverables will be considered complete when:
A. Sales, Stock & Billing Controls
1. Stock Visibility at Sales Order & Billing Stage
Available stock (SKU-wise) must be visible while creating Sales Orders and Invoices
If stock is not available, billing should not be allowed
System should reflect actual physical stock vs billed stock
2. Price Capping on Billing (Retailer vs Distributor)
Billing prices should be capped automatically based on order value:
Above ₹5,000 → Distributor Pricing
Below ₹5,000 → Retailer Pricing
Manual price override should not be allowed beyond the capped price.
3. Multiple Price Lists with Auto Application
Create multiple price lists
Price list should auto-apply on Sales Order based on:
Order value
Customer category (Retailer / Distributor)
4. Dynamic Monthly Price List Based on Average Invoice Value
System should calculate average invoice value of the current month (customer-wise)
Based on this average, the applicable price list should be determined
At month-end, price lists should be automatically recalculated and updated for the next month
Please suggest best automation / custom function logic.
5. Billing Count Restriction
Maximum 2 invoices per customer per day
System should block billing beyond this limit automatically
B. Customer Communication & Payment Automation
6. WhatsApp Notification on Sales Order Creation
Once a Sales Order is created:
WhatsApp message to customer with:
Order confirmation
Order summary
Payment link
7. Payment Confirmation Message
On successful payment, automatic WhatsApp message should be sent confirming receipt
8. Invoice Sharing with Outstanding Balance
Once invoice is generated:
Invoice PDF to be sent via WhatsApp / email
Message should include payment link
Invoice must clearly show total outstanding balance (previous dues + current invoice)
9. Daily Automated Payment Reminders
Daily automated reminders to all customers with outstanding balances
Preferred channel: WhatsApp (email as fallback)
10. Auto-Generated Outstanding Report Email
By 11:00 PM daily, an auto-generated email should be sent to GM Sir
Email should contain customer-wise outstanding summary
C. Inventory, Crates & Barcode Management
11. Crate Tracking (Returnable Packaging)
Maintain stock of milk crates and curd crates
Track:
Crates issued to customers
Crates returned
Outstanding crates pending customer-wise
Crates to be treated as inventory items
12. Barcode Implementation
Barcode-based tracking for inventory items
Barcode count validation during billing / dispatch
13. Inventory-Based Auto Purchase Order (PO)
When stock falls below defined production threshold:
Auto-generated Purchase Order should be created
Threshold levels to be SKU-wise
D. Reporting & Data Export
14. Distributor / Retailer-wise Data Download
Downloadable reports for:
Distributor-wise data
Retailer-wise data
Data to be usable for payment reconciliation
Here’s the picture:
• The only app involved is Zoho Books.
• All core modules—Invoicing, Sales and Financial Reporting—need hands-free workflows.
• I’m open to whichever native tools you prefer (Deluge scripts, Custom Functions, Zoho Flow, webhooks, APIs). The outcome just has to be reliable, auditable, and easy for me to maintain.
Deliverables will be considered complete when:
A. Sales, Stock & Billing Controls
1. Stock Visibility at Sales Order & Billing Stage
Available stock (SKU-wise) must be visible while creating Sales Orders and Invoices
If stock is not available, billing should not be allowed
System should reflect actual physical stock vs billed stock
2. Price Capping on Billing (Retailer vs Distributor)
Billing prices should be capped automatically based on order value:
Above ₹5,000 → Distributor Pricing
Below ₹5,000 → Retailer Pricing
Manual price override should not be allowed beyond the capped price.
3. Multiple Price Lists with Auto Application
Create multiple price lists
Price list should auto-apply on Sales Order based on:
Order value
Customer category (Retailer / Distributor)
4. Dynamic Monthly Price List Based on Average Invoice Value
System should calculate average invoice value of the current month (customer-wise)
Based on this average, the applicable price list should be determined
At month-end, price lists should be automatically recalculated and updated for the next month
Please suggest best automation / custom function logic.
5. Billing Count Restriction
Maximum 2 invoices per customer per day
System should block billing beyond this limit automatically
B. Customer Communication & Payment Automation
6. WhatsApp Notification on Sales Order Creation
Once a Sales Order is created:
WhatsApp message to customer with:
Order confirmation
Order summary
Payment link
7. Payment Confirmation Message
On successful payment, automatic WhatsApp message should be sent confirming receipt
8. Invoice Sharing with Outstanding Balance
Once invoice is generated:
Invoice PDF to be sent via WhatsApp / email
Message should include payment link
Invoice must clearly show total outstanding balance (previous dues + current invoice)
9. Daily Automated Payment Reminders
Daily automated reminders to all customers with outstanding balances
Preferred channel: WhatsApp (email as fallback)
10. Auto-Generated Outstanding Report Email
By 11:00 PM daily, an auto-generated email should be sent to GM Sir
Email should contain customer-wise outstanding summary
C. Inventory, Crates & Barcode Management
11. Crate Tracking (Returnable Packaging)
Maintain stock of milk crates and curd crates
Track:
Crates issued to customers
Crates returned
Outstanding crates pending customer-wise
Crates to be treated as inventory items
12. Barcode Implementation
Barcode-based tracking for inventory items
Barcode count validation during billing / dispatch
13. Inventory-Based Auto Purchase Order (PO)
When stock falls below defined production threshold:
Auto-generated Purchase Order should be created
Threshold levels to be SKU-wise
D. Reporting & Data Export
14. Distributor / Retailer-wise Data Download
Downloadable reports for:
Distributor-wise data
Retailer-wise data
Data to be usable for payment reconciliation