Data Overview

Zoho Books exposes a wide range of financial entities through Coupler.io — from transactional records like invoices and bills to reference data like contacts, items, and tax settings. Here's a breakdown of what's available and how to use it.

Entities overview

Entity	What it contains
Invoices	Sales invoices with amounts, due dates, statuses, and line items
Bills	Vendor bills with amounts owed, due dates, and payment status
Expenses	Business expenses categorized by type, project, or customer
Customer payments	Payments received against invoices, including payment mode and date
Purchase orders	POs sent to vendors with line items and fulfillment status
Sales orders	Customer orders with fulfillment and invoice linkage
Estimates	Quotes sent to customers with expiry dates and acceptance status
Credit notes	Credits issued to customers, linked to original invoices
Contacts	Customer and vendor details including payment terms and balances
Items	Product and service catalog with pricing and tax applicability
Taxes	Tax rates, tax groups, and configuration
Journals	Manual journal entries with debit/credit account details
Transactions	All financial transactions across accounts
Bankings	Bank and credit card account balances and details
Organizations	Organization profile and settings
Users	User accounts and access levels

Available fields by entity

Invoices

Field	Description
invoice_id	Unique invoice identifier
invoice_number	Human-readable invoice number
customer_name	Name of the billed customer
status	Draft, Sent, Overdue, Paid, or Void
date	Invoice date
due_date	Payment due date
total	Total invoice amount
balance	Outstanding balance
currency_code	Invoice currency

Bills

Field	Description
bill_id	Unique bill identifier
bill_number	Vendor bill number
vendor_name	Vendor who issued the bill
status	Open, Overdue, or Paid
date	Bill date
due_date	Payment due date
total	Total bill amount
balance	Amount still owed

Expenses

Field	Description
expense_id	Unique expense identifier
date	Expense date
account_name	Expense category/account
paid_through_account_name	Account used to pay
vendor_name	Vendor or payee
total	Expense amount
customer_name	Customer the expense is billed to (if any)
project_name	Project linked to the expense
is_billable	Whether the expense is billable to a client

Customer payments

Field	Description
payment_id	Unique payment identifier
date	Date payment was received
customer_name	Paying customer
amount	Amount received
payment_mode	Cash, check, bank transfer, etc.
invoice_numbers	Invoices the payment was applied to

Contacts

Field	Description
contact_id	Unique contact identifier
contact_name	Customer or vendor name
contact_type	Customer, vendor, or both
email	Primary email address
outstanding_receivable_amount	Total AR outstanding
outstanding_payable_amount	Total AP outstanding
payment_terms	Net 30, Net 60, etc.

Transactions

Field	Description
transaction_id	Unique transaction identifier
date	Transaction date
transaction_type	Type (invoice, bill, payment, etc.)
amount	Transaction amount
account_name	Account affected
debit_or_credit	Whether the transaction is a debit or credit

Common field combinations

• AR aging: Invoices → due_date, balance, customer_name, status

• AP aging: Bills → due_date, balance, vendor_name, status

• Cash flow view: Customer payments + Expenses → date, amount, account_name

• Expense by project: Expenses → project_name, total, is_billable, customer_name

• Sales pipeline: Estimates → status, total, expiry_date, customer_name

Use cases by role

Finance teams

• Track accounts receivable and payable aging using Invoices and Bills entities

• Reconcile bank transactions by joining Bankings with Transactions

• Monitor cash position by combining Customer payments and Expenses over time

• Export Journals for audit trails or month-end close reporting

Operations

Leadership

Platform-specific notes

• Zoho Books uses Organization IDs to scope data — each connection in Coupler.io is tied to one organization. To combine multiple organizations, create separate sources and use the Append transformation.

• The start date parameter filters records by their creation or transaction date. Set it conservatively on the first run to avoid pulling years of historical data all at once.

• Some entities (like Taxes and Organizations) are relatively static and don't need frequent syncs — syncing them weekly or on-demand is usually sufficient.

• Currency fields reflect the currency set on each transaction, not necessarily your organization's base currency. Account for this when aggregating totals across currencies.