Overview
This article explains how RemotePass automatically syncs payroll data into Zoho Books, grouped by operation type and worker classification.
How RemotePass Syncs Payroll to Zoho Books
RemotePass automates the flow of payroll data to your accounting tool through two primary channels:
1. Worker Sync (Vendor Creation)
When a new worker is added on RemotePass, a corresponding vendor is created in Zoho Books. If a matching vendor exists, you may map it instead.
Auto-sync option: If enabled, vendor creation/mapping occurs automatically upon worker creation.
2. Invoice Sync (Bills)
Applicable for all contractor payments and EOR payroll.
Each payment generates invoices, and a matching bills are posted in Zoho Books under each vendor, line-by-line mapped to your selected GL accounts.
Sync Type | Applies To (Worker Type) | Accounting Output |
Vendor Sync | Contractors, EOR | New or mapped vendor created in Zoho Books |
Invoice Sync | Contractors, EOR | Payroll invoices inserted as bills |
RemotePass supports granular auto-sync options. You may enable or disable each sync type individually, any time.
Summary: Worker Types & Their Accounting Representation
Worker Type | Vendor | Invoices (under Bills) |
Contractors (Fixed, Milestone, PAYG) | Per Worker | ✅ |
Employer of Record (EOR) | RemotePassEOR* | ✅ |
RemotePass Platform and Transaction Fees | RemotePass | ✅ |
* All EOR workers are mapped to RemotePassEOR vendor and per completed payment a single invoice is generated including all EOR worker line items.
How GL Account Mapping works?
Each line item in an invoice is tagged with a default RemotePass payment category, and each category must be mapped to a GL account in your accounting system. RemotePass payment categories are as follows:
Salary Payments
Adjustments (Bonus, Commission, VAT, Other)
Expenses (Airfare, Car rental, Event, Entertainment, Fuel, Transport, Internet, Lodging, Meals, Parking, Phone, Services, Supplies, Taxi, Other)
Other Fees (Transaction Fee, Service Fee, Withdrawal Fee)
1. Global GL Mapping
During setup, you must complete the global category-to-GL account mapping. This global configuration is:
Mandatory to enable invoice sync
Applied by default to all workers by default
Editable at any time (affects only future invoices)
2. Per-Worker Custom Mapping
Optionally, RemotePass allows you to override global mappings for specific workers to customize the mapping in a granular way.
Navigate to the worker mapping screen and click Customize
Assign unique GL accounts of your choice to any or all of the expense categories for that worker and save.
If custom mapping is enabled for a worker, global mappings will not apply to that worker’s invoices.
As all EOR workers are grouped under a single vendor (RemotePassEOR), GL account customization will be applied uniformly to all of them.
How RemotePass syncs invoices?
RemotePass generates invoices for Contractors (Fixed, Milestone, PAYG) and EOR workers after each payroll event.
Once the payment status transforms to PAID
These invoices are automatically inserted into your Zoho Books account as bills,
Under Awaiting Payment status,
With each line item mapped to a specific GL account based on you configuration.
Example: Synced Invoices
For the transaction statement shared below, following invoices are created.
(Click to expand)
BT123456 - Sample Transaction Statement
BT123456 - Sample Transaction Statement
Line Item Description | Amount |
Contractor A - Salary June | €5,000 |
Contractor A - Salary July | €5,000 |
Contractor A - Withdrawal Fee | €18 |
Contractor A - Expense | €43 |
Contractor A - Addition | €250 |
Contractor B Salary | $12,000 |
Contractor B Expense | $123.00 |
EOR Employee X Salary | £15,000 |
EOR Employee X Bonus | £1,000 |
EOR Employee Y Salary | £16,000 |
EOR Employee Z Salary | £14,000 |
EOR Employee Z Expense | £118 |
Contractor A Subscription Fee | $100 |
Contractor B Subscription Fee | $50 |
EOR Employee X Subscription Fee | $200 |
EOR Employee Y Subscription Fee | $200 |
EOR Employee Z Subscription Fee | $200 |
Direct Employee K - Subscription Fee | $200 |
Direct Employee L - Subscription Fee | $100 |
Transaction Fee | $5 |
Invoice 1
Invoice 1
Billed to Contractor A Vendor
Contractor A - Salary June | €5,000 |
Contractor A - Salary July | €5,000 |
Contractor A - Withdrawal Fee | €18.00 |
Contractor A - Expense | €43.00 |
Contractor A - Addition | €250.00 |
Total | €10,311 |
Invoice 2
Invoice 2
Billed to Contractor B Vendor
Contractor B Salary | $12,000 |
Contractor B Expense | $123 |
Total | $12,123 |
Invoice 3
Invoice 3
Billed to RemotePassEOR Vendor
EOR Employee X Salary | £15,000 |
EOR Employee X Bonus | £1,000 |
EOR Employee Y Salary | £16,000 |
EOR Employee Z Salary | £14,000 |
EOR Employee Z Expense | £118 |
Total | £46,118 |
Invoice 4
Invoice 4
Billed to RemotePass Vendor
Contractor A Subscription Fee | $100 |
Contractor B Subscription Fee | $50 |
EOR Employee X Subscription Fee | $200 |
EOR Employee Y Subscription Fee | $200 |
EOR Employee Z Subscription Fee | $200 |
Total | $750 |
Invoice 5
Invoice 5
Billed to RemotePass Vendor
Transaction Fee | $5 |
Total | $5 |
Changes to Mapping
Updating GL mappings (global or per worker) only affects future invoices
Past invoices are not retroactively updated
If a required GL account is missing during sync, the invoice will fail with an error
Common Errors
Invoice sync errors are displayed at the invoice level as "Failed" status with a description. Most common reasons and explanations are listed below:
Cause | Message Behavior |
Missing GL account | GL account is not set for one of the line item categories inside the invoice |
Vendor not found | Vendor mapping must be fixed to proceed |
Currency error | When there is a bill different than a currency exists in Zoho Books account or multi-currency is not enabled |
Zoho Books specific errors | Shown as received from Zoho Books directly |