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Invoice Management System on Zoho Creator

Case Study: Invoice Management System on Zoho Creator

Description: Automating invoicing and GST compliance with Zoho Creator integrated to Zoho Books & Inventory.

 

1. Overview

The customer needed a solution to simplify invoicing, ensure GST/HSN compliance, and synchronize data across Zoho Books and Zoho Inventory.

Zoho Product Used: Zoho Creator (with integrations to Books & Inventory)

Key Takeaways
✔ Automated invoice numbering & GST validation reduced compliance errors.
✔ Real-time sync with Books & Inventory improved accuracy.
✔ 40–50% faster invoice processing time.
✔ Comprehensive reports enabled better decision-making.

 

2. Executive Summary

The customer operates in a compliance-heavy sector with high transaction volumes. Manual billing processes created inefficiencies and errors.

By deploying a Zoho Creator–based Invoice Management system with over 70 forms and 30 reports, the business digitized invoicing and ensured seamless integration with Zoho Books and Inventory.

Customer Quote:
"With Zoho Creator, invoicing became faster, accurate, and fully GST-compliant. Integrations eliminated duplication and gave us real-time financial visibility."

 

3. Problem Statement & Key Challenges

  • Manual invoice numbering led to inconsistencies.
  • GST/HSN validation errors risked compliance.
  • Lack of integration between finance and inventory created mismatches.
  • Limited reporting prevented proper tracking of invoices and sales orders.

 

4. Evaluation of the Problem

The implementation team analysed workflows and identified gaps:

  • Compliance Risks: GST/HSN manually applied with frequent mismatches.
  • Operational Delays: Multiple entries in finance and inventory systems.
  • Data Quality Issues: No standard audit trails across invoices and orders.

The evaluation confirmed that Zoho Creator, with API integration to Books & Inventory, was the best fit to address these gaps.

 

5. Proposed Solution(s)

  • Zoho Creator App with 70+ forms (Invoice, Invoice Items, Customer, Item Master, Tax, Sales Order, Warehouse).
  • 30+ Reports (All Invoices, Invoice Items, Customers, SO Reports, Tax Reports).
  • Automated Features: Auto-numbering, GST/HSN validation, discounts, rounding, barcode generation.
  • Integrations: API calls (invokeurl) for two-way sync with Zoho Books & Inventory.
  • Invoice Templates: Standardized PDFs with GST breakdown and bank details.

 

6. Implementation

The project was delivered in five phases:

  1. Requirement gathering & design of forms/reports.
  2. Development of invoicing, tax, and customer modules.
  3. Integration with Zoho Books & Inventory.
  4. Testing GST/HSN validation & building reports.
  5. User training, documentation, and deployment.

Customer Quote:
"The transition was smooth, and our staff quickly adapted. The training and documentation gave us confidence to scale the system."

 

7. Result

  • Invoice Processing Time: Reduced by 40–50%.
  • Compliance: Fewer GST/HSN mismatches due to automated validations.
  • Integration: Real-time sync improved consistency across finance & inventory.
  • Visibility: Enhanced reporting for finance and operations teams.

Customer Quote:
"Zoho Creator gave us a single source of truth for billing and compliance. We now spend less time on manual tasks and more on growing our business."

8. Partner Information

Partner Name:    FusiomHawk Private Limited

Zoho Partner Tier  Logo:  Partner type

Email:     info@fusionhawk.io