The workflow triggers automatically every three minutes, polling SAP Business One for newly created AR invoices. Each detected invoice—including document entry number, customer card name, line items, billing and shipping addresses, tax, discount, and due date—is forwarded for processing.

A decision node checks whether the invoice has already been synced by verifying whether the Zoho Invoice ID field on the SAP invoice is empty. If the invoice has not been synced, the full invoice record is retrieved by DocEntry to ensure all line item details, addresses, and custom fields are available for the downstream steps.

The customer name from the SAP invoice is used to search for the matching account in Zoho CRM. This lookup resolves the Zoho account ID so the invoice can be correctly linked to the right customer record in the CRM.

The SAP invoice data and the Zoho account lookup result are merged into a single enriched dataset. A new invoice is then created in Zoho CRM with the document entry as the subject, linked account and sales order, complete billing and shipping addresses, tax, discount, due date, comments, and all invoiced line items with quantities, prices, discounts, and product references.

After the invoice is successfully created in Zoho CRM, the returned Zoho Invoice ID is written back to the original SAP Business One invoice record. This closes the loop and prevents the same invoice from being synced again on subsequent polling cycles.