A&S Rental – Zoho CRM & Billing Integration
A custom Zoho ecosystem built specifically for the event rental industry. The system handles complex product configurations, rental-specific logistics, automated billing, and unified order management—all within Zoho CRM and Zoho Books.
About the Project
Rental businesses operate differently than traditional sales businesses. Products have variants. Orders have delivery and return windows. Payments split into deposits, security holds, and final balances. Inventory means something different when items are constantly going out and coming back.
This project solves for that.
We built a custom plugin and serverless functions that extend Zoho CRM and Zoho Books to handle rental-specific workflows. The system enforces product completeness—a dining table cannot be added to an order without selecting size, color, and required accessories. Inventory checks happen in real time at quote stage. Delivery windows align with event start and end times.
Billing logic adapts automatically. Deposits calculate based on percentage or flat amounts. Credit card fees apply only when credit card is selected. QuickPay displays bank instructions instead of fee calculations. Invoices generate with full item descriptions, add-on details, and rental terms already populated.
All of this lives inside the native Zoho interface. Sales reps work from a single screen—customer details, product configuration, billing summary, delivery logistics. No toggling between tabs. No manual data entry. No spreadsheet lookups.
Key Features
Rental-Specific Order Management
- Built for temporary use, not permanent sale
- Tracks delivery windows and return windows
- Manages availability vs. on-stock inventory logic
- Event start/end times drive rental periods
Guided Product Configuration
- Enforces size and color selection
- Requires mandatory add-ons before adding to cart
- Prevents incomplete orders at quote stage
- Supports nested item descriptions
Real-Time Inventory Verification
- Checks available quantity at time of order
- Prevents double-booking of same item
- Distinguishes between total stock and current availability
Automated Billing Engine
- Calculates deposits automatically (percentage or flat)
- Splits security deposits from rental charges
- Applies flat discounts to order totals
- Adds 3% convenience fee only for credit card payments
Dual-Mode Payment Processing
- Credit Card: auto-calculates fees, shows total charged
- QuickPay: displays bank account instructions, zero fee logic
- Payment amount field auto-populates remaining balance
Intelligent Invoice Generation
- Creates invoices in Zoho Books directly from rental orders
- Maps order number (RO-XXXXX) to invoice reference
- Includes full product descriptions and add-on line items
- Auto-populates customer billing and shipping addresses
Unified Interface
- Single-screen order management
- Customer details, products, fees, and delivery in one view
- No context switching between CRM and Books
- Custom layouts match Zoho native design language
Serverless Background Automation
- Inventory updates triggered on order confirmation
- Invoice syncing between rental module and Zoho Books
- Fee calculations handled outside main UI thread
- Zero performance impact during peak order entry
