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Webhooks Examples

Purpose: Calculate Sales Commission

Calculate Sales Commission in Zoho Creator App upon creating a new invoice in Zoho Books.

Procedure:

• Create the Sales Commission App in Zoho Creator (Refer Zoho Creator Tutorial on Creating Apps).
• Configure webhook in Zoho Books.
• Set up Workflow Rule.
• Test your webhook integration.

Step 1: Create Sales Commission App in Zoho Creator

In Zoho Creator, create a Sales Commission application with the following fields,

• Sales Person
• Contact Name
• Invoice Date
• Invoice Amount

Step 2: Configure Webhook

While setting up the webhook, specify the following details:

URL to Notify: https://creator.zoho.com/api/xml/write

Method: POST

Custom Parameters:

• authtoken: Specify authtoken from your creator account. Refer to the Creator Help Documentation for more details.
• zc_ownername: Specify the application owner’s name of your creator account.

User Defined Parameters:

Select the following Fields from the Invoice and Contacts module while setting up user-defined parameters:

• Sales Person
• Contact Name
• Invoice Date
• Invoice Amount

\

XMLString
<ZohoCreator><applicationlist><application name="sales-commission"><formlist>
<form name="Commissions">
<add>
<field name="Sales_Person">
<value>${INVOICE.SALES_PERSON}</value>
</field>
<field name="Contact_Name">
<value>${INVOICE.CONTACT_NAME}</value>
</field>
<field name="Invoice_Date">
<value>${INVOICE.INVOICE_DATE}</value>
</field>
<field name="Invoice_Amount">
<value>${INVOICE.INVOICE_TOTAL}</value>
</field>
</add>
</form>
</formlist>
</application>
</applicationlist>
</ZohoCreator>

Step 3: Setup Workflow Rule

Follow the steps below to create a Workflow Rule,

• Choose when to Trigger: When an invoice is Created.
• Immediate Action: Select the Type as Webhook from the drop-down and select any webhook from the adjacent box.

Finally, click on Save to save the Workflow Rule.

Step 4: Test your workflow

Test your workflow by creating a new invoice. Make sure that the Sales Person, Contact Name, Invoice Date and Invoice Amount fields are filled with correct information.

Therefore, when an invoice is created, a workflow will be triggered which will calculate the sales commission and have it saved in a form in Zoho Creator.

P.S: You can improve upon this functionality by automatically creating an expense towards sales commission in your Zoho Books account. Depending on the needs of the organization, you can either create an expense towards ‘Sales Commission’ every time an invoice is created. You could also set up a Custom Schedule for your form, which will, say, calculate the Grand Total of the Sales Commission for one Sales Person and create an expense by for the same in Zoho Books. Click here to know more about how to create records in Zoho Books using Zoho Creator.

Purpose: Send a ‘Thank You’ and Order Confirmation SMS to customers

Send a ‘Thank You’ and Order Confirmation SMS to the customers upon creating a new invoice in Zoho Books.

Procedure:

• Create an account in SMS gateway service.
• Configure webhook in Zoho Books.
• Set up the Workflow Rule.
• Test your webhook integration.

Step 1: Create an account in SMS gateway service

Create an account with an SMS gateway service of your choice. Selecting an SMS gateway may depend on a lot of factors including country, time zone, cost etc.

Once you create the account with the SMS gateway, provide the following details to configure the webhook,

• Invoice Number
• Invoice Date
• Invoice Amount
• Phone Number

You can purchase SMS credits and get the API details from the SMS provider.

Step 2: Configure webhook in Zoho Books

While setting up the webhook, specify the following details,

URL to Notify: http://api.smsgateway.com/http/sendmsg

Method: POST

Custom Parameters:

Select the following Fields while setting up user-defined parameters

• Username
• Password
• Auth Token/API ID

User Defined Parameters:

Under the Entity Parameters section, select Append Selected Parameters; Enter the parameter name and select Mobile Phone after selecting Contacts from the drop-down. Click on the check-box Add User defined Parameters, enter the Parameter Name(This field may vary depending on the service provider). Enter the message in the space provided and finally click Save.

Step 3: Setup Workflow Rule

Follow the steps below to create a Workflow Rule,

• Choose when to Trigger: When an invoice is Created.
• Immediate Action: Select the Type as Webhook from the drop-down and select any webhook from the adjacent box.

Finally, click on Save to save the Workflow Rule.

Step 4: Test your workflow

Test your workflow by creating a new invoice. Make sure that the Contact Name, Phone Number , Invoice Date and Invoice Amount fields are filled with correct information. Therefore, when an invoice is created, a workflow will be triggered to send an SMS thanking the customer and confirming the order.

Purpose: Creating a Potential in Zoho CRM upon raising a quote

A Potential must be created for a contact in Zoho CRM when a quote is raised for him/her in Zoho Books.

Procedure:

• Configure Webhook in Zoho Books.
• Create a quote.
• Set up Workflow Rule.
• Test your webhook integration.

Step 1: Configure Webhook

While setting up the webhook, specify the following details:

URL to Notify: https://crm.zoho.com/crm/private/xml/Potentials/insertRecords

Method: POST

Custom Parameters:

• authtoken: Specify authtoken from your Zoho CRM account. Login to Zoho Accounts to know your authtoken.

User Defined Parameters:

Specify the following fields from Zoho Books and Zoho CRM while setting up user-defined parameters:

Zoho Books:

• Quote Number
• Contact Name
• Expiry Date
• Quote Amount

Zoho CRM:

• Potential Name
• Account Name
• Closing Date
• Amount

\

<Potentials>
     <row no="1">
        <FL val="Potential Name">${QUOTE.QUOTE_NUMBER}</FL>
       <FL val="Account Name">${QUOTE.CONTACT_NAME}</FL>
       <FL val="Closing Date">${QUOTE.EXPIRY_DATE}</FL>
       <FL val="Amount">${QUOTE.TOTAL}</FL>
       <FL val="Stage">Needs Analysis</FL>
    </row>
</Potentials>

Step 2: Create a Quote

Click here to learn how to create and send a quote in Zoho Books.

Step 3: Setup Workflow Rule

Follow the steps below to create a Workflow Rule,

• Choose when to Trigger: When a quote is Created.
• Immediate Action: Select the Type as Webhook from the drop-down and select any webhook from the adjacent box.

Finally, click on Save to save the Workflow Rule.

Step 4: Test your workflow

Test your workflow by creating a new quote. Make sure that the Zoho Books and Zoho CRM fields are filled with correct information.

Therefore, when a quote is created, a workflow will be triggered to create a Potential in Zoho CRM.

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