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Zoho Corporation Limited

Zoho Books : An accounting software to streamline finance management

Zoho Books is an all-in-one cloud accounting solution for businesses. It offers P&L, balance sheets & tax reports. Manage transactions with journals & sub-accounts. Pay bills & track expenses. Handles VAT/GST & connects to banks. Automate approvals for sales & purchases.

Features

  • VAT filing to HMRC using Zoho Books.
  • Connect bank accounts, fetch bank feeds automatically for reconciliations.
  • Intuitive reports and insights for the business accounting analysis
  • Approvals of sales and purchase transactions before sending to clients.
  • Portals for clients and vendors to view business transactions.
  • Create transactions in multiple currencies to enlarge your business.
  • Integrate Shopify stores, warehouse managements.
  • Customize reports and dashboard. Embed reports in web sites/applications
  • Integrate payment gateways, fetch online payments for sales transactions.
  • Automate accounting application to reduce manual work via custom functions.

Benefits

  • Effortlessly monitor stock, sales, and purchases for operational optimization.
  • Simplifies financial management for small businesses, ensuring smooth operations
  • Streamlines invoicing processes, facilitating timely payments and cash flow.
  • Offers customizable invoice templates to enhance brand identity and professionalism
  • Automates recurring invoices, saving time and ensuring regular revenue streams.
  • Validate estimates digitally, enhancing efficiency and customer satisfaction
  • Supports multi-currency transactions, enabling global business operations
  • Accessible via mobile applications for seamless management on-the-go.
  • Offers scalable plans suitable for businesses of all sizes
  • Facilitates seamless integration with other business tools for enhanced productivity

Pricing

£12 to £199 an instance a month

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at zohouk-gcloud@eu.zohocorp.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

1 6 9 8 9 7 7 6 4 7 7 0 6 7 0

Contact

Zoho Corporation Limited Sreyas Benjamin
Telephone: +44 2038072092
Email: zohouk-gcloud@eu.zohocorp.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Only cloud-based deployment and no support for an on-premise setting
System requirements
  • Windows / Linux / Mac OS X
  • Safari 11 and above
  • Edge 16 and above
  • Google Chrome 61 and above
  • Mozilla Firefox 60 and above
  • Opera 60 and above

User support

Email or online ticketing support
Email or online ticketing
Support response times
Email tickets - Free of cost. Chats and Phone calls - Any paid plans. Support with SLA criteria for a response time of 48 working hours based on a 5-day week.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Accessible Web Chat:
web chat is designed for everyone!

Keyboard friendly: Navigate with just your keyboard, perfect for screen reader users.
High contrast design: readable text for all vision abilities.
Focus Indicators: Clear focus indicators highlight the currently selected element within the chat window.
No Special Software Required: You don't need to download or install any special software to use web chat
Web chat accessibility testing
Testing: Undergo Regular Accessibility testing to Identify and address potential accessibility issues in the code.
Accessibility Reviews: Accessibility experts review the web chat interface to ensure it adheres to best practices. Industry-standard tools are used to enhance this experience regularly.
Onsite support
No
Support levels
Email tickets - Free of cost. Chats and Phone calls - Any paid plans. Levels of Support offered by Zoho Books.

Level 1 support​ - Any questions/queries that can be resolved directly on the phone call/ chats/ Email ticket by the support agent is a Level 1 support.

Level 2 support​ - If the clarification requires a closer look at the system, the support agent will create a ticket and assign it to the relevant person (product development team).

Level 3 support​ - When a request for modification or additional requirement to the system is raised then the change management process is followed. We will start with gathering the requirements, offer an implementation plan, and develop, test, and implement the solution.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Our onboarding process approaches with an online meeting to capture the business requirements and set up the Zoho Books for those requirements.

We start with demos and training of users (admins and standard users) with the features available in the application.

Post this, our customers can make use of the support system available. Customers can reach out to us through emails, chats, and calls for support, and a support ticket is created for those who request to follow up.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
You can do a full backup of the system. All the data will be delivered in the form of multiple .CSV files that can be downloaded using the link that will be made available within 24 hours of request.

The downloaded files are available in .zip format. The number of files depend on the data on the system.

Users can opt to export the data onto excel sheets, .csv files and upload the data into their system of choice.

Also, Zoho reserves the right to terminate unpaid user accounts that are inactive for a continuous period of 120 days. In the event of such termination, all data associated with such user account will be deleted. Prior notice of such termination will be communicated and the option to back up your data will be available. Each Service will be considered an independent and separate service for calculating the period of inactivity.
End-of-contract process
At the end of the contract, if the customer chooses to continue using the system, they can renew the licenses on a periodic basis. This will ensure all customisations done on top of the system specific for the customer continues to exist without any modification.

If the customer would prefer not to continue using the system/shutdown, a full download of data existing on the system can be done by one of the users of the system (usually admin / super admin).

Post the termination of the contract, the customer has the right to erasure of data as Zoho is GDPR compliant. So the users can request to delete data permanently through email and Zoho will comply with the request.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Almost 90% of features supported on the desktop service are accessible on mobile as well. Admin-level configuration and customisation are not supported on the mobile application.
Service interface
Yes
User support accessibility
None or don’t know
Description of service interface
Zoho Books' interface embodies simplicity and functionality, ensuring a smooth user experience. With its intuitive design, navigating through features like invoicing, expense tracking, and financial reporting becomes effortless. The interface strikes a perfect balance between comprehensive functionality and ease of use, enabling users to efficiently manage their accounting tasks. Whether accessing it via desktop or mobile devices, Zoho Books offers a cohesive experience that empowers businesses to stay on top of their finances with confidence.
Accessibility standards
None or don’t know
Description of accessibility
Our service is designed with accessibility in mind, Users navigate our platform seamlessly using keyboard shortcuts, and assistive technologies. We provide high contrast modes, and resizable text based on user needs. Our commitment ensures equal access for all users, promoting inclusivity and usability across devices and platforms.
Accessibility testing
We regularly conduct interface testing with users of assistive technology, ensuring compatibility and usability. Feedback from screen reader users, keyboard navigation testers. This inclusive approach ensures our service is accessible to all
API
Yes
What users can and can't do using the API
The Zoho Books API allows users to perform all the operations that they do with our web client.

Zoho Books API is built using REST principles which ensures predictable URLs that make writing applications easy. This API follows HTTP rules, enabling a wide range of HTTP clients can be used to interact with the API.

Every resource is exposed as a URL. The URL of each resource can be obtained by accessing the API Root Endpoint.

Limitation:

API calls are limited to provide better quality of service and availability to all the users. The limits on total requests per day are listed below for each plan:

Free Plan - 1000 API requests/day
Standard Plan- 2000 requests/day
Professional Plan- 5000 requests/day
Premium Plan- 10000 requests/day
Elite Plan- 10000 requests/day
Ultimate Plan- 10000 requests/day

A threshold of 30 API requests per minute applies for all the APIs
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Custom Modules:
In Zoho Books, Users can create a custom module to record other data when the predefined modules are not sufficient to manage all their business requirements.

Field Customization:
In Zoho Books, Users can create additional fields called custom fields for different modules. This can be used if any additional field is required for different modules.

Automation:
Automation allows users to create a set of rules for modules of Zoho Books based on which appropriate actions would be performed. With automation users can
1. Create and describe a Workflow.
2. Decide when to execute the workflow.
3. Set the conditions for executing the workflow.
4. Associating actions such as email alerts, field updates and webhooks with a workflow.
5. Connect to an external web service provider using Webhooks.

Scaling

Independence of resources
We ensure uninterrupted service by employing scalable infrastructure with load balancing and auto-scaling capabilities. Our system dynamically allocates resources based on demand, preventing performance degradation during peak usage. Additionally, we conduct proactive monitoring and performance tuning to optimize response times and minimize downtime. This ensures all users experience consistent and reliable service regardless of fluctuations in demand.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
European Economic Area (EEA)
User control over data storage and processing locations
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
In-house
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Exporting Data:

Users can fetch all data from your Zoho Books organization to their computer by exporting them. Zoho Books lets users export all the data in a particular module or create their own Export Template to export specific data.

With the Export Template feature users can:

1. Select the fields you want to export
2. Re-order and rename them according to your preferences.

Data backup:
Zoho Books allows users to export their complete organisational data as a single compressed file. The compressed file will consist of CSV files that belong to various modules of Zoho Books.
Data export formats
  • CSV
  • Other
Other data export formats
  • XLS
  • XLSX
Data import formats
  • CSV
  • Other
Other data import formats
  • TSV
  • XLS

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
Other
Other protection within supplier network
Network traffic is encrypted when it traverses over the public network and when replicating to the DR data centre. The complete Datacenter stack is under our control. We use firewalls to prevent our network from unauthorised access. Our systems are segmented into separate networks to protect sensitive data from unauthorised access.

Availability and resilience

Guaranteed availability
Our availability SLA commitment is 99.9% monthly uptime. We have redundancies implemented at various levels starting from the infrastructure to the ISP to achieve this. Data from the primary data center is replicated in the secondary, and a read-only version of Zoho apps is always served from the secondary data center.

Upon customer request, Zoho will, as per the terms and conditions of its Service level agreement, provide service credits. A copy of Zoho SLA can be shared upon request.
Approach to resilience
Application data is stored on resilient storage that is replicated across data centers. Data in the primary DC is replicated in the secondary in near real-time. In case of failure of the primary DC, secondary DC takes over and the operations are carried on smoothly with minimal or no loss of time. Both the centers are equipped with multiple ISPs. We have power backup, temperature control systems and fire-prevention systems as physical measures to ensure business continuity. These measures help us achieve resilience. In addition to the redundancy of data, we have a business continuity plan for our major operations such as support and infrastructure management.
Outage reporting
Planned Outages & Maintenance:
The planned outages would be announced/informed to the customers through several channels, Blog post in community forum, Business emails, Banners in respective services.

Generally, annual maintenance activities would be planned during non-business hours to avoid impact to the services.
Unplanned Outages:
Major unplanned outages will be posted in social media forums & also will be informed to customers through emails. Customers can always refer to the following link on the health status of each service & update on outages.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
We employ technical access controls and internal policies to prohibit employees from arbitrarily accessing user data. We adhere to the principles of least privilege and role-based permissions to minimize the risk of data exposure.

Access to production environments is maintained by a central directory and authenticated using a combination of strong passwords, two-factor authentication, and passphrase-protected SSH keys. Furthermore, we facilitate such access through a separate network with stricter rules and hardened devices. Additionally, we log all the operations and audit them periodically.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
No audit information available
How long system logs are stored for
Between 1 month and 6 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
British Standards Institution (BSI)
ISO/IEC 27001 accreditation date
22/08/2022
What the ISO/IEC 27001 doesn’t cover
All our process and Products are covered.
ISO 28000:2007 certification
No
CSA STAR certification
Yes
CSA STAR accreditation date
28/06/2021
CSA STAR certification level
Level 1: CSA STAR Self-Assessment
What the CSA STAR doesn’t cover
Not applicable
PCI certification
Yes
Who accredited the PCI DSS certification
Self-assessment : SAQ-D
PCI DSS accreditation date
03/10/2023
What the PCI DSS doesn’t cover
No, PCI certification applies to the All scope defined by the organization.
Cyber essentials
No
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
ISO/IEC 27701

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
ISO 27001 , ISO 27701 , ISO 27017 , ISO 27018 ,
ISO 22301, IS0 9001 , SOC Type II + HIPAA, PCI
Information security policies and processes
Zoho shall maintain an information security program in accordance with the international standard ISO 27001, which includes technical and organisational security measures, physical measures, as well as policies and procedures to protect customer data processed by Zoho against accidental loss, destruction, or alteration, unauthorised disclosure or access, or unlawful destruction. Zoho maintains documented information security and data privacy policies and requirements, and periodically communicates them to employees responsible for various controls. The policies are reviewed annually to keep them up-to-date. This policy is verified during our third-party audits such as ISO and SOC.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
We have the Change Management procedures in place that includes the following but not limited to all the changes to the Organization, Applications, Systems, People, Technology, and Processes, information processing facilities that affect information security/privacy. For every change the security impact is analysed. We maintain Audit logs as evidence for all the changes. Fall-back procedures, including procedures and responsibilities for aborting and recovering from unsuccessful changes and unforeseen events are documented and communicated. Zoho shall notify the customer of any changes that may affect the customer in an adverse manner.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
We have a dedicated vulnerability management process that actively scans for security threats using a combination of certified third-party scanning tools and in-house tools, and with automated and manual penetration testing efforts. Our security team reviews inbound security reports and public mailing lists, blog posts, and wikis to spot security incidents that affect the company’s infrastructure. Once we identify a vulnerability requiring remediation, it is logged, prioritized according to the severity, and assigned to an owner. We further identify the associated risks and track the vulnerability until it is closed by either patching the vulnerable systems or applying relevant controls.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
We monitor and analyse information gathered from services, internal traffic in our network, and usage of devices and terminals. We record this information in the form of event logs, audit logs, fault logs, administrator logs, and operator logs. These logs are automatically monitored and analyzed to a reasonable extent that helps us identify anomalies such as unusual activity in employees’ accounts or attempts to access customer data. We store these logs in a secure server isolated from full system access, to manage access control centrally and ensure availability.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
We have a dedicated incident management team. We track and close the incidents with appropriate corrective actions. We will identify, collect, acquire and provide you with necessary evidence in the form of application and audit logs regarding incidents that apply to you. We respond to the security or privacy incidents through incidents@zohocorp.com, with high priority. For general incidents, we will notify users through our blogs, forums, and social media. For incidents specific to an individual user or an organization, we will notify the concerned party through email (using their primary email address of the Organisation administrator registered with us).

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

Zoho Corporation Limited have committed to working towards achieving Net-zero by 2050. Some initiatives for this:
Energy initiatives at Zoho UK’s workspace at Bletchley - The energy supply for the UK office is derived from renewable sources, accounting for 21% of total power consumption. LED retrofits have been implemented to enhance energy efficiency throughout the building.

Renewable energy: We've built a 5 megawatt on-grid solar energy farm at Abinimangalam near Trichy, India. This farm offsets the electricity consumption of our Chennai headquarters and data centre. Designed with a focus on energy efficiency, data centres that support Zoho UK are powered by renewable energy. Further, these data centres are progressing towards integrating with a solar grid to reduce environmental impacts.

Green Energy Procurement - All purchased energy for the data centres is sourced from green energy providers. This enables us to minimise the carbon footprint associated with our operations.

Emissions - The United Kingdom has committed to achieving carbon neutrality by 2050. Supporting this pledge, we have taken steps to monitor greenhouse gas (GHG) emissions from our operations and implement measures to mitigate them. We account for Scope 2 and Scope 3 emissions and exclude Scope 1 emissions as our work does not involve fuel combustion within operational boundaries.

e-mobility: We've switched completely to electric vehicles for movement within the campus.

Covid-19 recovery

During the COVID-19 pandemic, Zoho worked to minimize the impact of COVID-19 on our customers, other businesses, and our local community.

Supporting remote work: At the start of the pandemic, Zoho created and distributed a Secure Remote Access Toolkit to help organizations quickly adapt to and work securely during the pandemic. This toolkit was made free for the first 100 days.

Discounts and waivers: To assist organizations impacted by the pandemic, Zoho offered free licenses of flagship products and offered discounts and waivers on licenses on a case-by-case basis.
Food to the underprivileged: While most of our employees worked from home, we kept the kitchen at our Chennai headquarters running with a skeletal staff to provide food to underprivileged people in the local area, many of whom were impacted due to a loss of employment during the lockdown.

Infrastructure support: We converted one of our office buildings into a temporary COVID-19 ward to accommodate citizens who were required to quarantine.

We ran COVID-19 vaccination camps for our employees, their dependents, and the support staff who worked in Zoho.

Tackling economic inequality

Zoho has always aimed to tackle economic inequality and give back to the community. This is reflected in the following:

Transnational localism: Coined by our CEO, transnational localism is the philosophy that underpins our staffing and office location plans. Instead of focusing on crowded urban centres, we've been opening spoke offices in smaller towns and villages. The goal is to improve local infrastructure, boost the economy of these smaller towns and villages, and provide more employment opportunities.

Local hiring: As part of our philosophy of transnational localism, we believe in hiring locally for each spoke office. This helps promote local talent and bring high-paying jobs back to the villages and towns where we are based.

Zoho Schools of Learning: Started in 2004, Zoho Schools of Learning (formerly Zoho University) provides training and employment for high school students and those holding or pursuing diplomas. Those inducted into Zoho Schools are trained by industry experts in the fields of their choice - technology, business, or design. The students are also trained in social skills. The course is completely free and students are paid a monthly stipend throughout its duration. Graduates from this program are automatically inducted into Zoho Corp.

Equal opportunity

As part of our efforts to tackle inequality, Zoho Corporation Limited have made efforts to provide equal opportunities and tackle workforce inequality.

Helping women restart their careers: Zoho Schools of Learning has begun a program called Marupadi. Aimed at helping women restart their tech careers after a break, Marupadi is a 3-month program comprising a mix of lectures, experiential learning, and internships. At the end of the program, the candidates who've successfully completed training get to sit for exclusive face-to-face interviews for jobs at Zoho Corp.

Diversity and inclusion in hiring: All roles at Zoho Corporation are open to all people irrespective of gender, sex, race, ability, or religion. We hire solely based on skill and have a diverse team.

We eschew discrimination on any grounds, including age, colour, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and other unique characteristics that define our associates. Instead, we espouse, fairness, striving to ensure that a merit-based approach allows wage parity among associates with comparable experiences and responsibilities, irrespective of their gender.

Accessible campus: Our campus has been designed to be accessible to all, including differently-abled colleagues. The layout design includes ramps and lifts in every building, allowing ease of mobility and access to all.

On-campus crèche and daycare: In our India office, we support new parents within the organization by providing them with on-campus creche, day-care and play school.

Apart from the usual shuttle facilities, a special cab service covering a certain distance is given to women during their third trimester.

Wellbeing

Zoho Corporation Limited adheres to industry standards in remuneration, ensuring that compensation is equitable across genders. Recognising the diverse needs of our people, we provide essential support such as parental leave, aligning with our efforts to build an organisation that values and cares for every individual.

We have trained medical practitioners and a dedicated medical clinic available on all days of the week. Employees can freely avail of their services.

The Hazard Identification & Risk Assessment (HIRA) Framework is followed rigorously at the premises.
We provide in-house counseling to our employees for free via our team of trained and qualified therapists.

We organize free medical check-ups for our employees on an annual basis.

We organize regular blood donation camps in association with various blood banks.

We have open house sessions conducted by the CEO periodically where employees can raise any concerns.

Day Care facilities for employee kids

The compliance monitoring framework involves ongoing reviews and enhancements of occupational health programmes, guided by feedback, data analysis, and emerging best practices.

Pricing

Price
£12 to £199 an instance a month
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
Free for:
- businesses with revenue <35K GBP per annum
- 1 User + 1 Accountant
- manage upto 1000 transactions per annum
- manage invoices with customization option
- manage online payments
- manage MTD VAT filing
Link to free trial
https://www.zoho.eu/uk/books/signup/

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at zohouk-gcloud@eu.zohocorp.com. Tell them what format you need. It will help if you say what assistive technology you use.