Export guide — Parsebay

How the AI fits in

The AI reads the page. You answer what no page prints. Nothing is guessed in between.

What the AI does

Reads every page and puts each value in a sheet you can check and edit.
Names what each column holds: the supplier, the customer, the document number and date, the line amounts, each tax, each charge such as freight or a discount, and the printed total.
Because of that, the export knows which column becomes Zoho’s Vendor Name, Bill Number or Rate. You do not map columns by hand.

What you do

Check the sheet against the document. You sign off on it, not the AI.
Pick where the file goes: the destination and the kind of document.
Answer the few things no document prints, such as which account in your books an amount goes to. Answers are kept per client, so you type them once.

The rule behind every file

Before a file for Zoho, Xero, QuickBooks, Odoo, Sage or Tally is written, its amounts are added up and compared with the total printed on the document. If they do not match, no file is written and you are told why. Parsebay would rather refuse than hand you a file that imports cleanly with a wrong number in it.

Zoho Books: which tile

In the app: Export > CSV > Zoho Books, then pick the kind of document.

Purchases — documents you receive

BillUse it forA supplier’s invoice you still have to pay.You typeThe Zoho account the bill posts to.

Credit noteUse it forA credit note a supplier gave you.You typeThe Zoho account it posts to.

ExpenseUse it forSomething already paid for: a receipt, a paid invoice.You typeThe Expense Account.

Payment madeUse it forRecording that you paid supplier bills. The bills must already be in Zoho.You typeA payment number. Plain digits count up by themselves for the next file.

Recurring billUse it forA bill that repeats, such as rent or a subscription.You typeHow often it repeats, and the account.

Recurring expenseUse it forAn expense that repeats. Zoho keeps one amount per recurring expense.You typeHow often it repeats, and the Expense Account.

Vendors (contact list)Use it forAdding the suppliers on your documents to Zoho as contacts.You typeNothing. This is optional: a Bill import creates any supplier it does not find.

Sales — documents you issue

InvoiceUse it forInvoices your business sent to customers.You typeNothing, unless the invoice has tax or charges (see the questions below).

QuoteUse it forQuotes or estimates you sent.You typeSame as Invoice.

Credit noteUse it forCredit notes you gave a customer.You typeSame as Invoice.

Payment receivedUse it forRecording that customers paid your invoices. The invoices must already be in Zoho.You typeA payment number (digits only). It counts up by itself.

Recurring invoiceUse it forAn invoice you send on a schedule.You typeHow often it repeats.

Customers (contact list)Use it forAdding the customers on your documents to Zoho as contacts.You typeNothing.

Banking — your bank statements

Bank statementUse it forA bank or card statement — money in and out in two columns, or in one column with a sign or marker. Each entry is categorised in Zoho afterwards.You typeNothing, unless the page prints no balance before its first entry: then the opening balance shown on the statement.

Picked the wrong side? If you choose a sales tile for a supplier’s bill, the app says the document names a supplier, not a customer, and asks you to pick a purchase tile instead.

Zoho Books: the questions

Each one is something Zoho needs and no document prints. Most appear only when the document needs them.

Your client (whose books)

The business whose Zoho this file goes into — not the supplier or customer on the document. Client’s own GSTIN is that business’s own tax number; it lets the app stop a sale being imported as a purchase. Each client keeps its own answers. If you only keep one business’s books, you can leave it empty.

Zoho account to post to / Zoho account for “…”

Zoho files every amount under a named account, like a folder. Open the client’s Zoho at Accountant > Chart of Accounts and copy the name exactly. Which account is right is an accounting choice; if you are not sure, ask the client’s accountant once. It is remembered for that client.

Is this client registered for GST or VAT?

Asked when the document carries tax. If the client’s Zoho has taxes set up under Settings > Taxes, the answer is Yes. Asked every time on purpose: one client’s answer must never carry over to another.

If you answer No: Zoho account for “CGST @ 9%” (and each other tax)

The tax is written as its own line, and this is the account it goes to. Copy the name from the Chart of Accounts.

If you answer Yes: Zoho tax for “…” — Tax Name, Tax Type, Tax Percentage

Copy them from the client’s Zoho at Settings > Taxes. Tax Type says whether the name is a tax group (such as CGST + SGST together) or a single tax. Zoho refuses a group without it. A charge such as a discount or freight is asked the same question: give it the tax it was charged with on the document.

Zoho state code for “…”

Zoho’s short code for the state named on the document (for example MH) — Zoho refuses the full state name. Optional.

How often it repeats

On the recurring tiles: every day, week, month or year.

Document total

Only when the AI could not name the total on the page (for example a spreadsheet you imported yourself). Pick the column holding the document’s grand total; every file is checked against it.

Does the Amount already include the tax?

Only on the payment tiles, and only when the document does not make it clear. It decides whether the tax is added to the payment.

A document with several lines or tax

Only on Recurring expense, which holds one amount. Choose to book the document’s total as one amount, or not export it. For lines and tax kept apart, use Recurring bill.

Zoho Books: importing the file

Parsebay never logs in to Zoho. You import the file yourself, in about a minute.

In Zoho, open the same module as the tile you used — for example Purchases > Bills. A bank statement goes in under Banking: open the bank account and choose Import Statement.
Open the menu at the top right of the list (More Actions) and choose Import, then the import with the same name as the tile.
Choose the downloaded file and press Next.
Map Fields: Zoho matches the columns by name. They already carry Zoho’s own names, so check and press Next.
Preview shows how many rows will import and why any would be skipped. Press Import.

Order matters

Import bills and invoices before the payments or credits that refer to them.
A credit cannot be applied to a bill or invoice that is still a Draft in Zoho. Open it first.
On Payment made, Zoho’s own Auto-Generate Payment Numbers box replaces the numbers in the file with Zoho’s own sequence if you tick it.

When a file is refused

A refusal means the app found something it would otherwise have to guess. Fix it in the sheet and export again.

The amounts do not add up to the printed total. A line may be missing or misread. Compare the line items with the document; the sheet is fully editable.
The document names a supplier, not a customer (or the other way round). Pick the tile for the other side.
The document names no party at all. You are asked to type the name, for that one document.
A bank statement does not add up to its balances. An entry may be missing or misread; the message names the row. A page with no balance before its first entry asks for the opening balance. Dates printed without a year (“01 Feb”) must be completed in the sheet first.
Download stays grey. One of the questions above still has no answer.

Which import to pick, and what to type.