Raise commission invoices through Zoho Books

Fabrik Analytics can raise your clients' retainer and commission invoices for you in your agency's own Zoho Books, on the days you choose, from the figures each contract defines.

Before you start

• You need agency finance access (by default the owner, directors and the CFO) and access to Settings.
• You need a Zoho Books login allowed to connect apps to your organisation.
• Each client needs a contract. See Set up a client contract.

1. Connect your agency's Zoho Books

1. In the main menu choose Settings, then the Integrations tab.
2. Under Accounting, find Zoho Books ("Sync clients, items and invoices with Zoho Books.") and choose Connect.
3. Sign in to Zoho, choose your organisation and approve.
4. Back in the app, Zoho Books shows Connected with your organisation's name.

Only one accounting provider can be connected at a time.

2. Map invoice line items

1. In Settings, open the Invoicing tab.
2. Under Invoice line items in Zoho Books, choose the Zoho Books item for each invoice line listed (Select Zoho item…).
3. Choose Save Mappings.

3. Set your invoice schedule

On the same Invoicing tab, under Invoice schedule:

• Commission: Raise day (of the month) and Payment terms (days).
• Retainer: Raise day (of the month) and Payment terms (days).
• Onboarding: Payment terms (days).
• Invoice prefix, optional.
• Send as published: on to mark invoices as sent in Zoho Books; off to keep them as drafts.

Choose Save schedule. A contract can override these days in its Billing section.

4. Link each client to a Zoho contact

In the client's setup wizard, the Zoho Books step links the brand to a Zoho Books contact: search for an existing contact or create a new one. Then in the client's contract choose the Invoice template and VAT treatment.

What happens each month

1. The retainer invoice is raised on its raise day, for the month your settings say (the month it is raised, the month before or the month after).
2. The commission for a month is raised the month after, on the commission raise day, from that month's final figures.
3. Each invoice is created in your Zoho Books, as a draft or marked sent, with the due date from the payment terms.
4. A failed attempt is retried on the next scheduled run.

What you will see

• Inside the client, under Account, Invoices lists every invoice with its payment status.
• Commissions shows each month's commission and its working.
• Under Business, the Invoices and Cash and receivables tabs cover all clients.

Troubleshooting

• "Zoho Books is not connected" on the Invoicing tab: connect it on the Integrations tab first.
• "Connect Zoho Books in Settings first" in a contract: the same, from the contract editor.
• Zoho Books shows Needs attention: the connection has expired. Choose Reconnect.
• An invoice was not raised: check the client is linked to a Zoho contact, the contract has an invoice template, and the amount is above zero. Invoices of nothing are not raised.
• Anything else: email support@fabrik.ae with the client name and month.