ZapBooks AI is an AI-powered accounting automation platform for Indian businesses. It automates invoice processing, GST/TDS compliance, sales and purchase management, and syncs everything to Zoho Books. It combines 95% AI accuracy with human expert validation to achieve 100% accuracy. Users can submit invoices via WhatsApp, email, or direct upload.

How does ZapBooks AI process invoices?

ZapBooks AI processes invoices in 3 steps: (1) Receive invoice via WhatsApp, email, or upload, (2) AI extracts all data including vendor, amounts, line items, GST/TDS details with 95% accuracy, (3) Human accountant validates every field before syncing to Zoho Books automatically.

How much does ZapBooks AI cost?

ZapBooks AI starts at ₹499/month for up to 100 invoices. Plans: Zap Get (₹499/month, 100 invoices), Zap Set (₹999/month, 200 invoices), Zap Go (₹1999/month, 500 invoices). A 30-day free trial with 50 invoices is available — no credit card required.

Does ZapBooks AI integrate with Zoho Books?

Yes, ZapBooks AI offers real-time integration with Zoho Books. Processed invoices, bills, expenses, and payments sync every 2 minutes via secure OAuth 2.0 connection. It supports multi-organization accounts and maintains full audit trails.

Can I submit invoices via WhatsApp?

Yes, WhatsApp integration is a core feature. Simply send a photo or PDF of your invoice to the ZapBooks AI WhatsApp number. The AI chatbot guides you through categorization with quick-reply buttons. No app installation needed — works from any phone.

Does ZapBooks AI handle GST and TDS compliance?

Yes, ZapBooks AI has comprehensive GST and TDS support. It auto-validates GSTIN numbers, calculates CGST/SGST/IGST based on location, tracks ITC eligibility, handles reverse charge mechanism, and provides 40+ TDS codes with auto-suggest. GST breakdown reports and compliance warnings are built in.

What accounting modules does ZapBooks AI include?

ZapBooks AI includes a complete accounting suite: Sales Module (estimates, invoices, recurring invoices, credit notes, customer management with manual entry or GST certificate upload), Purchase Module (vendors auto-created from invoices, purchase bills, expenses, vendor debit notes, reimbursements), Chart of Accounts (account tree, TDS codes, ITC eligibility, reverse charge), and GST/TDS Compliance — all synced to Zoho Books.

Can I forward invoices by email for processing?

Yes, ZapBooks AI supports email integration. Simply forward invoices and receipts to your dedicated ZapBooks email address. It handles PDF, image, and Excel attachments. AI extracts the data instantly, human validation ensures 100% accuracy, and everything syncs to Zoho Books.

Is there a free trial available?

Yes, ZapBooks AI offers a 30-day free trial with up to 50 invoices. No credit card required. Experience the full platform — AI + Human validation, WhatsApp and email integration, GST/TDS compliance, sales and purchase modules, and Zoho Books sync.

How accurate is ZapBooks AI?

ZapBooks AI achieves 95% accuracy with AI extraction, enhanced to 99%+ accuracy with human expert validation. Every invoice, bill, and expense is reviewed by trained accountants before finalization and syncing to your books.

Does ZapBooks AI support approval workflows?

Yes, ZapBooks AI provides multi-level approval workflows. You can set up role-based access for Accountants, Approvers, and Employees. Each role has a dedicated dashboard. Transactions can be routed through approval chains before syncing to your accounting software.

Can ZapBooks AI handle sales invoices and estimates?

Yes, the Sales Module lets you create GST-compliant estimates, convert them to invoices with one click, manage customers (create manually or upload GST certificate to auto-extract details), issue credit notes, and set up recurring invoices. All sales data syncs to Zoho Books automatically.

PURCHASE MODULE

Vendors. Bills. Expenses. Controlled.

Manage your complete purchase cycle — from vendor onboarding with GST and TDS settings, to AI-powered bill extraction, expense tracking, reimbursements, and vendor debit notes.

VendorsBillsExpensesRecurring

VENDOR MANAGEMENT

Vendors with GST & TDS Built In.

Vendors are auto-created when you upload an invoice — AI extracts vendor name, GSTIN, and address from the bill. You can also edit vendor details in the 5-tab form (Basic Info, GST & Tax, Addresses, Contact Persons, Additional) with GSTIN validation and per-vendor TDS settings.

Auto-created from uploaded invoices

AI extracts vendor name, GSTIN & address from bills

GSTIN validation with state auto-detection

TDS applicability toggle with section code

5-tab edit form for full vendor details

ZapBooks AI — Create Vendor

New Vendor

Zoho Books Sync

Basic InfoGST & TaxAddressesContact PersonsAdditional

GST Treatment

Registered Business - Regular

GSTIN *

27BBBPS9012C1Z1

Valid — State: Maharashtra (27)

Place of Supply

27 - MH - Maharashtra

Default Tax

GST 18%

TDS Settings

TDS Applicable

Yes

TDS Tax

TDS 10% — 194J(B) Professional

Payment Terms

Net 30

Currency

INR - Indian Rupee

CancelSave & Sync to Zoho

ZapBooks AI — Vendors & Purchase Bills

Vendors

4 Vendors

Search vendors...

Add Vendor

Kumar IT Services

29AABCK1234A1Z5

₹2,45,000ActiveAuto

Raj Office Supplies

07AADFR5678B1Z3

₹89,500ActiveAuto

Sharma Logistics

27BBBPS9012C1Z1

₹1,12,000PendingAuto

Apex Digital Marketing

06AACFA3456D1Z8

₹56,200Active

BILL-2026-0047

Kumar IT Services • Due: 15 Mar 2026

Pending Approval

TDS: 194J(B) — Professional Fees @ 10%₹2,500

ItemQtyRateGSTAmount

Cloud Server (Monthly)

HSN: 998315

1₹25,00018%₹29,500

SSL Certificate

HSN: 998316

2₹2,50018%₹5,900

Domain Renewal

HSN: 998315

5₹80018%₹4,720

Subtotal₹33,300

CGST (9%)₹2,997

SGST (9%)₹2,997

TDS (194J(B) @ 10%)-₹2,500

Net Payable₹36,794

PURCHASE BILLS

AI-Powered Bill Entry, TDS Included.

Upload bills and AI extracts amounts, GST, and vendor details — automatically creating the vendor if they don't exist. TDS is auto-calculated based on the vendor's configured section code. View full GST and TDS breakdown before syncing.

Vendor auto-created from uploaded bill

AI extracts vendor, amount, GST from bill images

Auto TDS calculation per vendor section code

Line items with HSN codes and GST rates

Multi-level approval before Zoho sync

EXPENSE MANAGEMENT

Every Expense, Captured.

Upload invoices via WhatsApp, email, or the app. AI extracts vendor name, amount, GST, and categorizes the expense. Review, approve, and sync — all within ZapBooks.

AI extraction from any invoice format

Multi-channel input — WhatsApp, Email, Upload

Category auto-suggestion

Daily spend tracking with Zoho sync

ZapBooks AI — AI Expense Extraction

Uploaded Invoice

STAR ELECTRONICS PVT LTD

Tax Invoice • GST: 27AABCS1234F1ZP

Invoice No:INV-1247

Date:08/02/2026

LED Monitor 27" (x3)₹36,000

USB-C Hub (x5)₹12,500

Wireless Keyboard (x5)₹8,950

Subtotal₹57,450

CGST @9%₹5,175

SGST @9%₹5,175

Total₹67,800

AI Scanning

AI Extracted Data95% Confidence

Vendor

Star Electronics Pvt Ltd

Invoice No

INV-1247

Date

08 Feb 2026

Amount

₹57,450.00

GST No

27AABCS1234F1ZP

GST Rate

18% (CGST 9% + SGST 9%)

Vendor Debit Notes

5 Total

+ New Debit Note

DN-2026-0005

Kumar IT Services • Issued: 05 Feb 2026

Open

Reason:Service not delivered as per SLA — contract clause 4.2

ServiceQtyGSTAmount

Cloud Support (Feb)118%₹15,000

Monitoring Service118%₹8,000

Against BillBILL-2026-0031

Debit Amount₹27,140

VENDOR DEBIT NOTES

Vendor Credits, Tracked.

Issue debit notes against vendor bills for returns, SLA breaches, or service failures. Apply credits against future bills. Every debit note syncs to Zoho Books with full GST line item detail.

Issue against specific vendor bills

GST-compliant line items

Apply credits to future bills

Full audit trail in Zoho Books

REIMBURSEMENTS

Employee Claims, Streamlined.

Employees submit reimbursement requests with receipt uploads. Claims flow through the approval workflow — Employee → Approver → Accountant. Once approved, expenses are automatically synced to Zoho Books.

Employee self-service portal

Receipt upload with file attachment

Multi-level approval workflow

Auto-sync approved claims to Zoho

ZapBooks AI — Reimbursement Request

New Reimbursement

Employee Portal

Expense Type

Travel — Client Visit

Amount

₹4,500

Description

Cab fare for client meeting at Hyderabad office — Ola receipt attached

receipt_ola_feb06.pdf

File uploaded

Approval Workflow

You

Approver

Accountant

Save as DraftSubmit for Approval