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Invoice Sync ​

Find and synchronize missing fiscal invoices (CFDI) without needing developer support. The Invoice Sync wizard walks you through diagnosing why an invoice is missing and provides tools to resolve it — from retrying a failed sync to scheduling a SAT extraction.

Overview ​

Sometimes fiscal invoices don't appear in the system. This can happen because:

  • The invoice provider (Syntage) didn't send the invoice via webhook
  • The invoice wasn't extracted from SAT (Mexico's tax authority)
  • The invoice is in the system but failed to sync to Zoho Books (usually because the vendor doesn't have TDS enabled)

The Invoice Sync wizard helps you resolve all of these cases step by step.

What You Can Do ​

  • Search for invoices by UUID to find out if they exist in the system
  • See why an invoice hasn't synced (missing TDS, sync error, pending)
  • Retry syncing invoices after fixing the underlying issue (e.g., enabling TDS in Zoho)
  • Search for invoices directly in Syntage and automatically sync them
  • Schedule a SAT extraction if the invoice hasn't been extracted yet
  • Receive Slack notifications when an extraction completes

Getting There ​

  1. Navigate to Accounting > Payments in the main menu
  2. Click the Sync Invoices button in the page header (next to the manual invoice registration button)
  3. The wizard opens as a side panel

Common Tasks ​

Finding a missing invoice ​

  1. Click Sync Invoices to open the wizard.
  2. Select the Organization (receiver) from the dropdown.
  3. Enter one or more invoice UUIDs in the text area (separated by commas or line breaks).
  4. Click Search Invoices.
  5. The wizard shows you which invoices were found and their status:
    • Synced: Already in Zoho Books — no action needed.
    • Error: Found but failed to sync. The error reason is shown (usually missing TDS).
    • Pending: Registered but not yet synced to Zoho.
    • Not found: Not in the system at all.

Retrying a failed sync (TDS issue) ​

When an invoice shows "Error" because the vendor doesn't have active TDS:

  1. Note the vendor name and RFC shown in the invoice card.
  2. Go to Zoho Books and enable TDS for that vendor.
  3. Return to the wizard and click the Retry Sync button on the invoice card.
  4. The invoice will be re-queued for sync. If TDS is now active, it will sync successfully.

TIP

You can retry sync for multiple invoices — each invoice card has its own "Retry Sync" button.

Searching in the invoice provider (Syntage) ​

If some UUIDs were not found in the local database:

  1. After the initial search, click Search & sync in provider in the wizard footer.
  2. The wizard searches Syntage for those UUIDs and automatically syncs any found invoices.
  3. Results show three categories:
    • Synced from Syntage: Found and queued for Zoho sync.
    • Not found in Syntage: The invoice doesn't exist in the provider.
    • Errors: Issues during sync (shown with details).

Scheduling a SAT extraction ​

If invoices are not found in Syntage, they may not have been extracted from SAT:

  1. Click Schedule extraction in the wizard footer.
  2. Select a start date and end date for the extraction.
    • Dates cannot be in the future (today is the maximum).
    • The range cannot exceed 15 days.
  3. Click Schedule Extraction.
  4. You'll receive a Slack direct message confirming the extraction was scheduled.
  5. When the extraction completes (usually within 30-60 minutes), you'll receive another Slack DM with the result.
  6. After the extraction completes, return to the Payments section to check if the invoices now appear.

WARNING

Extractions can take up to 60 minutes to complete. You will be notified via Slack — you don't need to stay on the page.

Frequently Asked Questions ​

What is TDS and why does it block sync? ​

TDS (Tax Deducted at Source) is a Zoho Books vendor configuration. When a vendor doesn't have TDS enabled, Zoho rejects the bill creation. You need to enable TDS for the vendor in Zoho Books, then retry the sync from the wizard.

Can I sync invoices for any organization? ​

Yes, as long as the organization appears in the receiver dropdown. Each receiver is tied to a specific RFC and Zoho organization.

What happens if the extraction doesn't find my invoice? ​

If the invoice is not in SAT for the selected date range, it won't appear after extraction. Double-check the invoice date and UUID with the provider. You may need to contact the invoice issuer to verify the CFDI was stamped correctly.

How long does an extraction take? ​

Extractions typically complete within 30-60 minutes. The system checks the status every 2 minutes and notifies you via Slack when it's done. If it takes longer than 60 minutes, you'll receive a timeout notification.

Can I schedule multiple extractions? ​

Yes. Each extraction is independent. You'll receive separate Slack notifications for each one.

What if I don't receive the Slack notification? ​

Make sure your Slack user ID is configured in your administrator profile. If you don't have a Slack ID set up, notifications will be skipped silently. Contact your admin to set it up.

Can I use this for countries other than Mexico? ​

Currently, the wizard only supports Mexico (Syntage as the invoice provider). The architecture supports future expansion to other countries and providers.

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