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Overview

The HitPay Zoho Books integration automatically syncs your sales, processing fees, and refund data from HitPay to Zoho Books. This keeps your books up to date without manual data entry.

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What Gets Synced

  • Sales — Each charge is recorded as an Invoice and Payment in Zoho Books
  • Processing Fees — HitPay fees are recorded as Expenses
  • Refunds — Refunds are recorded as Credit Notes applied to the original invoice

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Key Features

  • Two sync modes: Bulk (daily summary) or Individual (per charge)
  • Filter syncing by specific sales channels
  • Daily automatic sync
  • Manual sync on demand (once per hour)
  • Connection health monitoring with email alerts

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Prerequisites

Before connecting, make sure you have:
  1. An active HitPay account
  2. An active Zoho Books account
  3. Know which Zoho datacenter your account is on (e.g., .com, .eu, .in, .com.au, .jp)
  4. The following account types set up in your Zoho Books Chart of Accounts:
    • An Income account (for recording sales revenue)
    • An Expense account (for recording HitPay processing fees)
    • An Other Current Liability account (for recording refunds)
    • A Bank account (to use as a HitPay clearing account)
  5. At least one Item created in Zoho Books (used as the default line item on invoices)

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Connecting Zoho Books

  1. In your HitPay dashboard, go to Integrations.
  2. On the Available tab, find the Zoho Books card under the Accounting category and click it.
  3. Select your Zoho datacenter from the dropdown and click Connect.
    Choose the datacenter that matches your Zoho account region. If you’re unsure, check the URL when you log in to Zoho Books (e.g., books.zoho.com = US, books.zoho.eu = EU).
  4. A popup window will open prompting you to sign in to your Zoho account and authorize HitPay.
  5. After authorizing, you will be asked to select which Zoho Books organization to connect. Choose the organization and click Confirm.
  6. HitPay will confirm the connection. You will see your organization name and connection status on the integration page.

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Configuring Sync Settings

After connecting, you need to configure how data syncs to Zoho Books before enabling sync.
  1. On the Zoho Books integration page, open the Settings modal.
  2. Map your accounts. Select the Zoho Books accounts that HitPay should use for each type of transaction:
    SettingAccount TypePurpose
    Sales AccountIncomeRecords your sales revenue from invoices
    Fee AccountExpenseRecords HitPay processing fees
    Refund AccountOther Current LiabilityRecords refund entries (credit notes)
    Bank AccountBankTracks payments received via HitPay before payout
  3. Select a Default Item. Choose a product or service from Zoho Books to use as the line item on invoices.
  4. Choose your Invoice Grouping mode:
    • Bulk (default) — Groups all transactions from each day into a single invoice per currency. Best for high-volume businesses that prefer a summarized view.
    • Individual — Creates a separate invoice for each individual charge. Best for businesses that need per-transaction detail in Zoho Books.
  5. Select Sales Channels to sync. Choose which HitPay sales channels should have their charges synced. Options include:
    • All Sales Channels (default)
    • Shopify, Wix, WooCommerce, Prestashop, Magento, Ecwid, OpenCart
    • Payment Links, Invoice, Online Store, Point of Sale
    • Custom API, Recurring Billing, Google Forms, Xero
    You can select multiple channels. Charges from unselected channels will not be synced.
  6. Enable the sync toggle to start syncing data to Zoho Books.
  7. Click Save to apply your settings.
Only charges created after sync is enabled will be synced. Historical charges are not retroactively synced.

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How Sync Works

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Automatic Sync

HitPay automatically syncs your data to Zoho Books on a daily schedule. You can check the Last Sync timestamp on the integration page to see when the last sync ran.

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Manual Sync

You can trigger a manual sync at any time by clicking the Sync Now button on the integration page. Manual sync is limited to once per hour to prevent API throttling.

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What Gets Created in Zoho Books

For each synced charge, HitPay creates:
  1. Invoice — Records the sale amount, mapped to your Sales Account
  2. Customer Payment — Links to the invoice, mapped to your Bank Account
  3. Expense — Records HitPay processing fees, mapped to your Fee Account
  4. Credit Note (for refunds only) — Applied to the original invoice, mapped to your Refund Account

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Disconnecting Zoho Books

  1. On the Zoho Books integration page, click the Disconnect button.
  2. A confirmation dialog will appear. Click Disconnect to confirm.
Your sync history will be preserved after disconnecting. You can reconnect at any time.

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Important Notes

  • Only future charges are synced. Syncing begins from the moment you enable sync. Past charges are not retroactively synced.
  • Re-enabling sync after disabling only syncs new charges going forward. Charges that occurred while sync was off are skipped.
  • One HitPay business connects to one Zoho Books organization. Each business account requires its own Zoho Books connection.
  • Duplicate invoices are prevented. The sync is idempotent — re-running it will not create duplicate records in Zoho Books.
  • Connection issues trigger email notifications. If your Zoho Books connection fails (e.g., expired authorization), HitPay will automatically mark the connection as failed and notify you with instructions to reconnect.

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FAQs

If you see a connection error on the integration page, your Zoho authorization may have expired. Click Reconnect to re-authorize the connection. Sync will resume once the connection is restored.
Check the following:
  1. Sync is enabled — Verify the sync toggle is turned on in Settings.
  2. Sales channel filter — Make sure the relevant sales channel is selected in your sync settings. Charges from unselected channels are not synced.
  3. Charge timing — Only charges created after sync was enabled are synced. Charges from before that date are not included.
  4. Last sync time — Check the “Last Sync” timestamp on the integration page. If the last sync was before the charge was created, wait for the next automatic sync or trigger a manual sync.
HitPay syncs the exact charge amounts in the original currency. Verify the currency matches between your HitPay charge and the Zoho Books invoice. In Bulk mode, daily totals are grouped by currency, so amounts reflect the sum of all charges for that day and currency.