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Sync issued invoices from Spacebring to Zoho Books to cut manual accounting work. Invoices land in Zoho Books as drafts under the numbers Spacebring issued them with, ready for you to review and mark as sent, and credit notes follow once you have marked the invoice as sent there.
Zoho Books is a distinct company not affiliated with Spacebring. For any inquiries regarding Zoho Books’s solutions, services, or pricing, reach out to Zoho directly. We do not have the authority to provide information or support on behalf of Zoho.

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Prerequisites

  1. Have your Zoho Books organization ready, with a user who can manage contacts, invoices, and credit notes in it.
  2. Set the organization you want to connect as your default organization in Zoho Books. Spacebring connects the default organization of the Zoho user who connects.
  3. Set up the same tax rates in Zoho Books as in Spacebring. Every tax rate you charge must exist among the organization’s taxes in Zoho Books.
  4. If you invoice in a currency other than the organization’s base currency, add that currency in Zoho Books. Multiple currencies need the Zoho Books Professional plan or higher.
  5. Set up the income accounts in Zoho Books where Spacebring should post invoice items.

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Connect the Zoho Books integration

  1. Click the menu (…) next to the location’s name > go to Integrations.
Location menu open in the left panel with Integrations highlighted on Spacebring's coworking space management platform
  1. Open the Zoho Books integration page and click Connect.
  2. Log in to Zoho and grant Spacebring access to Zoho Books. You return to Spacebring, and the page shows the connected Company.
  3. Accounts for invoice item sync — for each invoice item type, select the Zoho Books account where Spacebring should post invoice items of that type: Bookings, Event tickets, Shop products, Packages, Subscription items, and Custom.
Only active income accounts are available to select.
Select an account for all invoice item types, even the ones you don’t sell. The connection stays incomplete and invoices don’t sync until every type has an account.

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How Zoho Books integration works

Once connected, Spacebring syncs newly issued invoices to Zoho Books in real time as drafts. Credit notes for unpaid invoices sync as drafts once you have marked the invoice as sent in Zoho Books.
Spacebring only creates drafts in Zoho Books. It doesn’t mark them as sent or register payments, even after the invoice is paid in Spacebring. Review each document in Zoho Books, mark it as sent yourself, and record its payment there.
Voiding an invoice in Spacebring doesn’t sync to Zoho Books. To correct an invoice, issue a credit note in Spacebring.
To sync an invoice issued before you connected Zoho Books, or one that failed to sync, open it and click Sync to Zoho Books in the (…) menu. To sync several, select their checkboxes on the Billing > Invoices page, then press Actions > Sync to Zoho Books. The sync covers the invoice and its credit notes, and skips what Zoho Books already has.

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How invoices sync

The integration maps Spacebring invoice data to Zoho Books as follows: Zoho Books bills each customer in one currency. A customer you invoice in a currency other than the organization’s base currency gets a separate Zoho Books customer in that currency, named with it, such as Acme (GBP). Spacebring sends the exchange rate the invoice was issued at, so Zoho Books records it in the base currency at the same rate. Zoho Books requires customer names to be unique, so two of your customers with the same legal name share one Zoho Books customer. When a name is taken by a contact that can’t be invoiced, such as a vendor, Spacebring creates the customer with its tax ID added to the name, such as Acme (GB123456789).

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How credit notes sync

Spacebring syncs a credit note issued for an unpaid invoice to Zoho Books as a draft under its own number, with the invoice number as its reference. Review it in Zoho Books, convert it to open, and apply it to the invoice there. The credit note syncs only when the invoice is already marked as sent in Zoho Books. Otherwise it fails to sync, and the notification asks you to mark the invoice as sent first.
Applied balance, partial payments, credit notes for paid invoices, and refunds don’t sync to Zoho Books.

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Disconnect the Zoho Books integration

  1. Click the menu (…) next to the location’s name > go to Integrations.
  2. Select Zoho Books > press Disconnect and confirm your choice.
Disconnecting stops the sync and revokes Spacebring’s access to your Zoho account.

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Troubleshoot Zoho Books sync errors

When an invoice or a credit note fails to sync, administrators get a notification that ends with the error in quotes. Spacebring doesn’t retry it on its own, so once you fix the cause, open the invoice and click Sync to Zoho Books.
What it means: The connection is incomplete, because at least one invoice item type has no Zoho Books account.How to fix it: Go to Integrations > Zoho Books and select an account for every invoice item type, including the types you don’t sell.
What it means: An invoice item uses a tax rate that isn’t among your Zoho Books organization’s taxes.How to fix it: Do one of the following:
  • In Zoho Books, add a tax with that rate in the tax settings.
  • In Spacebring, change the tax rate to one that exists in Zoho Books.
What it means: The invoice’s currency isn’t added to your Zoho Books organization.How to fix it: Add the currency in the Zoho Books currency settings.
What it means: The invoice is in a currency other than your Zoho Books organization’s base currency, and your Zoho Books plan doesn’t support multiple currencies.How to fix it: Upgrade to the Zoho Books Professional plan or higher, or invoice in the organization’s base currency.
What it means: The credit note’s invoice is still a draft in Zoho Books, and Zoho Books can’t credit a draft.How to fix it:
  1. Open the invoice in Zoho Books and mark it as sent.
  2. In Spacebring, open the invoice and click Sync to Zoho Books.
What it means: The credit note’s invoice never reached Zoho Books, or it was synced to an organization the location is no longer connected to.How to fix it: Open the invoice and click Sync to Zoho Books. The sync sends the invoice first and the credit note after it.

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FAQs

The connection stays incomplete, and nothing syncs, until an account is selected for every invoice item type on the Integrations > Zoho Books page: Bookings, Event tickets, Shop products, Packages, Subscription items, and Custom. Missing even one stops invoices syncing, including item types you don’t sell.If a specific invoice fails rather than everything, the notification names the cause. The most common ones are a tax rate or a currency on the invoice that isn’t set up in your Zoho Books organization.
Spacebring connects the organization that is set as default for your Zoho user. Disconnect Zoho Books in Spacebring, make the right organization your default in Zoho Books, and connect again.