Automate Zoho Books Invoice Creation from Cognito Forms with Pabbly Connect

Learn how to automate Zoho Books invoice creation from Cognito Forms submissions using Pabbly Connect. Follow this detailed step-by-step tutorial. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To begin automating the process of creating a Zoho Books invoice from Cognito Forms submissions, you first need to access Pabbly Connect. Simply type the URL Pabbly.com/connect in your browser to reach the homepage.

Once on the homepage, you will find options to sign in or sign up for free. Existing users can click on the ‘Sign In’ button, while new users should select ‘Sign Up for Free’ to create an account. After signing up, you will receive 100 free tasks each month to explore the features of Pabbly Connect.

2. Creating a Workflow in Pabbly Connect

After logging into Pabbly Connect, navigate to the dashboard and click on the ‘Create Workflow’ option. You will be prompted to name your workflow; enter ‘Create Zoho Books Invoice on Cognito Form Submission’ and select a folder for organization.

• Name your workflow appropriately.
• Select a folder for better organization.
• Click on the ‘Create’ button to proceed.

Once your workflow is created, you will see a screen with two important sections: Trigger and Action. The trigger indicates what event will start your workflow, while the action specifies what happens as a result of that trigger. In this case, the trigger will be a new entry in Cognito Forms, which will initiate the invoice creation in Zoho Books.

3. Connecting Cognito Forms as the Trigger

To set up Cognito Forms as your trigger in Pabbly Connect, select ‘Cognito Forms’ from the trigger application options. Then, choose the event ‘New Entry’ to start the workflow when a customer submits a form.

Next, you need to connect your specific Cognito form to Pabbly Connect using the webhook URL provided. Copy this URL and navigate to your Cognito Forms account, where you will enable the ‘Post Jon Data to a Website’ option and paste the webhook URL into the designated field.

• Open your specific order form in Cognito Forms.
• Enable the ‘Post Jon Data to a Website’ option.
• Paste the copied webhook URL into the field and save.

After saving, return to Pabbly Connect to test the connection by submitting a sample order through your form. This will allow Pabbly Connect to capture the data from the form submission.

4. Integrating Zoho Books for Invoice Creation

With the Cognito Forms connection established, the next step is to set up Zoho Books as the action application in Pabbly Connect. Select ‘Zoho Books’ and choose the action event ‘Create Contact’ to add the customer from the form submission.

To create the contact, you will need to connect your Zoho Books account. Click on ‘Connect’ and provide the domain name from your Zoho Books URL. After successfully connecting, map the customer details such as name, email, and phone number to ensure that the information is dynamically populated for each new form submission.

Select ‘Create Contact’ as the action event. Map the customer details from the Cognito Forms submission. Click on ‘Save and Send Test Request’ to confirm the contact creation.

After creating the contact, you can now proceed to create the invoice by selecting ‘Create Sales Invoice’ as the next action in Pabbly Connect. Ensure that you map the customer ID from the previous step to link the invoice to the correct customer.

5. Finalizing the Invoice Creation Process

To finalize the invoice creation, you will need to set up another action in Pabbly Connect by selecting ‘Zoho Books’ again and choosing the action event ‘Create Sales Invoice’. Here, you will map the customer ID received from the contact creation step.

Additionally, ensure that you enter the line item details such as the product name and amount. If necessary, you can use the text formatter feature in Pabbly Connect to extract specific information from the product string, ensuring that only the required data is mapped to the invoice.

Select ‘Create Sales Invoice’ as the action event. Map the customer ID and product details. Click on ‘Save and Send Test Request’ to create the invoice.

Once the invoice is created successfully, you can verify it in your Zoho Books account. This automation ensures that every time a customer submits an order through Cognito Forms, an invoice is automatically generated in Zoho Books, streamlining your financial processes.

Conclusion

In conclusion, using Pabbly Connect, you can effectively automate the process of creating invoices in Zoho Books from Cognito Forms submissions. This integration not only saves time but also enhances accuracy in your invoicing process, allowing you to focus on growing your business.