Zenoti-Zoho CRM Integration
Budget: $1,500 – $3,000 USD
Executive Summary
We want a secure, near-real-time, bidirectional integration between Zenoti (our practice-management platform) and Zoho CRM (our sales/marketing hub). The integration will use Zenoti’s REST APIs & webhooks for outbound events and Zoho CRM’s REST APIs (v3 or later) with OAuth 2.0 for inbound writes. Core records in scope are Guests/Contacts, Appointments/Activities, and Invoices/Deals. Success is defined as 99 % data parity, < 5-minute latency, and zero manual reconciliation for daily operations.
1. Background & Goals
• Zenoti already exposes REST endpoints for guests, appointments, invoices, etc., and publishes webhook events such as Guest.Created, Invoice.Closed, and Appointment.Booked to push changes in real time. (Zenoti APIs)
• Zenoti supports API-key and token-based auth; we prefer token-based because it supports granular expiry and revocation. (Zenoti APIs)
• Zoho CRM’s latest public API version (v3+ moving to v7) uses REST over HTTPS and requires OAuth 2.0 with granular scopes (e.g., ZohoCRM.modules.ALL). (Zoho Corporation, Zoho, Zoho)
Our marketing teams spend 4–6 hours/week exporting CSVs from Zenoti and importing them to Zoho; this project eliminates that waste and speeds up follow-up on new leads.
2. Scope of Work
2.1. Data Objects & Mappings
Zenoti Object Trigger Zoho CRM Module Notes
Guest Create/Update/Delete webhook Contacts Map Zenoti GuestId → Zoho Contact ID; preserve email/phone custom fields. (Zenoti APIs)
Appointment Booked/Rescheduled/Cancelled Activities (Tasks or Events) Push date/time, provider, service name. (Zenoti APIs)
Invoice Closed Deals Sync invoice total to Deal Amount; status to Deal Stage.
2.2. Functional Requirements
1. Real-time sync: On webhook fire, integration must call Zoho API within 60 seconds and retry with exponential back-off on failure. (Zenoti APIs)
2. Historical back-fill: One-time job to migrate the last 24 months of guests & invoices (≈ 45 k records).
3. Two-way updates for Contacts: edits in Zoho (e.g., phone) push back to Zenoti nightly via batch job.
4. Field-level mapping file in YAML/JSON stored in repo so admins can add custom fields without code change.
5. Error logging & alerts to Slack/MS Teams when any API call fails more than 3 times.
6. Rate-limit awareness: Respect Zenoti request limits (currently 600 calls/min per account) and Zoho burst limits (per their API docs). (Zoho)
3. Technical Requirements
3.1. Authentication
• Zenoti: Obtain access token via /token endpoint; token lifespan 30 min (configurable). (Zenoti APIs)
• Zoho CRM: Use server-side OAuth 2.0 flow; store refresh token encrypted (AWS Secrets Manager preferred). (Zoho)
3.2. Architecture
• Event-driven micro-service (Node.js or Python) deployed via Zoho as an API Gateway OR Azure Functions—open to developer preference.
• Persistent state (ID mappings, last-sync cursors) in DynamoDB (or Azure Table).
• Optionally leverage low-code iPaaS (Creator, Catalyst) for MVP if cost/timing dictates, but custom code required for HIPAA logging and two-way sync. (Zapier, etc)
3.3. Security & Compliance
• TLS 1.2+ end-to-end.
• Token & key storage AES-256-GCM at rest.
• Minimal OAuth scopes (zoho.crm.contacts.ALL, zoho.crm.deals.ALL, etc.). (Zoho)
• Log redaction of PHI/PII in accordance with internal privacy policy.
4. Deliverables & Milestones
Phase Deliverable Duration Acceptance Criteria
0. Discovery Technical design doc, entity-relationship & field map 1 week Approved by stakeholders
1. Build API integration codebase, IaC scripts 3 weeks Unit tests ≥ 85 % coverage
2. QA / UAT Sandbox deployment, test plan & results 2 weeks ≤ 1 % error rate on 2 k record test
3. Go-Live Production deploy, runbook, admin guide 1 week All success metrics met for 7 consecutive days
4. Hypercare 30-day warranty support 4 weeks < 0.5 % sync failures
5. Success Metrics
• Data Accuracy ≥ 99 % (cross-checked nightly).
• Latency: Webhook-to-Zoho update ≤ 5 minutes 95th percentile.
• Error Rate ≤ 0.5 % across moving 7-day window.
• Auditable Logs: 100 % of API calls logged with masked PHI.
6. Resources Provided
• Zenoti tenant, API key, and webhook secret.
• Zoho CRM org & OAuth client credentials.
• Example CSV export of current data model with 100 sample guests, appointments, invoices.
• Zoho Developer (or Azure) dev account with least-privilege IAM role.
7. Developer Qualifications
• 3+ Zenoti or comparable scheduling-platform integrations delivered.
• 3+ Zoho CRM REST/OAuth projects (v3+).
• Familiarity with HIPAA or equivalent privacy frameworks.
• References or public code samples demonstrating webhook handling at scale.
8. Budget & Payment Terms
• Please propose fixed-fee and hourly-rate options; include estimates for discovery, build, QA, and hypercare separately.
• milestone-based payments applied.
9. Appendices
• Zenoti API Docs & Change Logs – latest endpoints & rate limits. (Zenoti APIs, Zenoti APIs)
• Zenoti Webhook Catalog – full event list. (Zenoti APIs)
• Zoho CRM API Directory – endpoint reference. (Zoho)
• OAuth 2.0 Scope Reference – Zoho Accounts. (Zoho)
We want a secure, near-real-time, bidirectional integration between Zenoti (our practice-management platform) and Zoho CRM (our sales/marketing hub). The integration will use Zenoti’s REST APIs & webhooks for outbound events and Zoho CRM’s REST APIs (v3 or later) with OAuth 2.0 for inbound writes. Core records in scope are Guests/Contacts, Appointments/Activities, and Invoices/Deals. Success is defined as 99 % data parity, < 5-minute latency, and zero manual reconciliation for daily operations.
1. Background & Goals
• Zenoti already exposes REST endpoints for guests, appointments, invoices, etc., and publishes webhook events such as Guest.Created, Invoice.Closed, and Appointment.Booked to push changes in real time. (Zenoti APIs)
• Zenoti supports API-key and token-based auth; we prefer token-based because it supports granular expiry and revocation. (Zenoti APIs)
• Zoho CRM’s latest public API version (v3+ moving to v7) uses REST over HTTPS and requires OAuth 2.0 with granular scopes (e.g., ZohoCRM.modules.ALL). (Zoho Corporation, Zoho, Zoho)
Our marketing teams spend 4–6 hours/week exporting CSVs from Zenoti and importing them to Zoho; this project eliminates that waste and speeds up follow-up on new leads.
2. Scope of Work
2.1. Data Objects & Mappings
Zenoti Object Trigger Zoho CRM Module Notes
Guest Create/Update/Delete webhook Contacts Map Zenoti GuestId → Zoho Contact ID; preserve email/phone custom fields. (Zenoti APIs)
Appointment Booked/Rescheduled/Cancelled Activities (Tasks or Events) Push date/time, provider, service name. (Zenoti APIs)
Invoice Closed Deals Sync invoice total to Deal Amount; status to Deal Stage.
2.2. Functional Requirements
1. Real-time sync: On webhook fire, integration must call Zoho API within 60 seconds and retry with exponential back-off on failure. (Zenoti APIs)
2. Historical back-fill: One-time job to migrate the last 24 months of guests & invoices (≈ 45 k records).
3. Two-way updates for Contacts: edits in Zoho (e.g., phone) push back to Zenoti nightly via batch job.
4. Field-level mapping file in YAML/JSON stored in repo so admins can add custom fields without code change.
5. Error logging & alerts to Slack/MS Teams when any API call fails more than 3 times.
6. Rate-limit awareness: Respect Zenoti request limits (currently 600 calls/min per account) and Zoho burst limits (per their API docs). (Zoho)
3. Technical Requirements
3.1. Authentication
• Zenoti: Obtain access token via /token endpoint; token lifespan 30 min (configurable). (Zenoti APIs)
• Zoho CRM: Use server-side OAuth 2.0 flow; store refresh token encrypted (AWS Secrets Manager preferred). (Zoho)
3.2. Architecture
• Event-driven micro-service (Node.js or Python) deployed via Zoho as an API Gateway OR Azure Functions—open to developer preference.
• Persistent state (ID mappings, last-sync cursors) in DynamoDB (or Azure Table).
• Optionally leverage low-code iPaaS (Creator, Catalyst) for MVP if cost/timing dictates, but custom code required for HIPAA logging and two-way sync. (Zapier, etc)
3.3. Security & Compliance
• TLS 1.2+ end-to-end.
• Token & key storage AES-256-GCM at rest.
• Minimal OAuth scopes (zoho.crm.contacts.ALL, zoho.crm.deals.ALL, etc.). (Zoho)
• Log redaction of PHI/PII in accordance with internal privacy policy.
4. Deliverables & Milestones
Phase Deliverable Duration Acceptance Criteria
0. Discovery Technical design doc, entity-relationship & field map 1 week Approved by stakeholders
1. Build API integration codebase, IaC scripts 3 weeks Unit tests ≥ 85 % coverage
2. QA / UAT Sandbox deployment, test plan & results 2 weeks ≤ 1 % error rate on 2 k record test
3. Go-Live Production deploy, runbook, admin guide 1 week All success metrics met for 7 consecutive days
4. Hypercare 30-day warranty support 4 weeks < 0.5 % sync failures
5. Success Metrics
• Data Accuracy ≥ 99 % (cross-checked nightly).
• Latency: Webhook-to-Zoho update ≤ 5 minutes 95th percentile.
• Error Rate ≤ 0.5 % across moving 7-day window.
• Auditable Logs: 100 % of API calls logged with masked PHI.
6. Resources Provided
• Zenoti tenant, API key, and webhook secret.
• Zoho CRM org & OAuth client credentials.
• Example CSV export of current data model with 100 sample guests, appointments, invoices.
• Zoho Developer (or Azure) dev account with least-privilege IAM role.
7. Developer Qualifications
• 3+ Zenoti or comparable scheduling-platform integrations delivered.
• 3+ Zoho CRM REST/OAuth projects (v3+).
• Familiarity with HIPAA or equivalent privacy frameworks.
• References or public code samples demonstrating webhook handling at scale.
8. Budget & Payment Terms
• Please propose fixed-fee and hourly-rate options; include estimates for discovery, build, QA, and hypercare separately.
• milestone-based payments applied.
9. Appendices
• Zenoti API Docs & Change Logs – latest endpoints & rate limits. (Zenoti APIs, Zenoti APIs)
• Zenoti Webhook Catalog – full event list. (Zenoti APIs)
• Zoho CRM API Directory – endpoint reference. (Zoho)
• OAuth 2.0 Scope Reference – Zoho Accounts. (Zoho)