Automated QR invoice generation directly from Zoho Books

Furnished – amongst other things – for our client AutoPS.ch – Operator of an online car sales platform.

For many Swiss businesses, generating QR invoices is an integral part of the invoicing process. At the same time, the aim is to keep the administrative burden to a minimum. For this reason, we have developed a solution that fully integrates QR invoice generation into the existing Zoho Books workflow.

Create QR invoices at the touch of a button

An additional feature has been integrated directly into Zoho Books, allowing QR invoices to be generated with a single click. Users do not need to export any data or open any additional programmes.

Once the function has been triggered, the invoice details are automatically transmitted to a central server in our data centre. The server processes the information and generates a Swiss QR payment slip that complies with the relevant standards, based on the existing invoice details.

Automatic reconciliation with the invoice

Once the QR payment slip has been generated, it is automatically combined with the original invoice document. The invoice remains unchanged as the first few pages of the PDF document, whilst the QR payment slip is appended as the final page.

This produces a complete invoice document that can be sent or archived straight away.

Multi-client architecture

The solution has been designed for use by multiple companies and clients. The central server enables different client environments to be managed without the need for individual installations on workstations.

Each enquiry is automatically assigned to the relevant company and processed using the bank and QR invoice details on file. All customer data remains strictly separate from one another throughout this process. Processing is carried out securely, transparently and in compliance with the relevant data protection requirements.

Automatic re-posting to Zoho Books

Once it has been successfully generated, the finished PDF document is automatically transferred back to Zoho Books. There, it is saved directly as an attachment to the relevant invoice.

This means that the final version of the invoice, including the QR payment slip, is always available in one central location. Staff do not need to manually download, save or re-upload any files.

Benefits of the solution

This integration offers numerous advantages:

• Create QR invoices directly from Zoho Books
• No manual post-processing of PDF files
• Automatic generation of the QR payment slip
• Centralised processing via a secure server
• Automatic filing of completed documents in Zoho Books
• Fewer sources of error and less administrative work

Thanks to the direct integration with Zoho Books, the entire process of creating QR invoices has been significantly simplified. From the invoice itself, through the creation of the QR payment slip, to the archiving of the final document, the process is largely automated. This saves time, reduces the risk of errors and ensures a seamless digital invoicing process.