How do I set my invoice due date?

Posted on July 17, 2021 by

The due date of an invoice can be set during the invoice creation by choosing the payment terms, labeled ‘Terms’ on the invoice creation page. The options available for selection are,

Net 15 – Due 15 days from the invoice date.
Net 30 – Due 30 days from Invoice date.
Net 45 – Due 45 days from Invoice date.
Net 60 – Due 60 days from Invoice date.
‘Due on receipt’ – Selecting this implies that the invoice is due on the same day as it is received.
Custom – Customize the ‘due date’ by selecting the specific date from the calendar.
‘New term’ – Use this to create a new due date by specifying a duration of your choice (eg: Net 120 – Invoice due 120 days from date of creation).

How can I import and export invoice payments?

Not just Invoice payments, you can import and export any data into and out of Zoho Invoice.

To Import Invoice Payments,

Go to Payments Received.
Click on the Import Payments option from the Actions dropdown.
You will be directed to another page where the data you wish to be imported needs to be uploaded.
Data can be uploaded as a CSV (Comma Separated Value) or TSV (Tab Separated Value) file from your hard drive. Also, select the character encoding based on your import file and click on Next.
How can I record a refund for advance payments I’ve received?

To Export follow similar steps to importing,

Click on the Export Payment option from the Actions dropdown.
A pop-up will appear with Invoice Payments already selected as the entity.
Pick a format in which it needs to be exported to your hard drive. CSV or XLS.
Click on Export

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How can I adjust my invoice total to include shipping charges and miscellaneous adjustments?

Any miscellaneous amount you may want to associate with your estimates or invoices can be added as ‘Adjustments’. The amount entered as the adjustment is added to the invoice total. The ‘Adjustments’ field is displayed right at the bottom of the estimate/invoice creation page.

While entering the invoice creation page for the first time, you will be asked to enable this. In case you miss it, you can do it later by following the below-mentioned steps:

Go to Settings and choose Preferences > General.
Scroll down to the section titled Select any additional charges you’d like to add and check the boxes Adjustments and/or on Shipping charges to include these on your estimates and invoices.
Hit the Save button when you’re done.

How do I send out customized reminders for my invoice payments?

Zoho Invoice offers both automatic and manual reminders,

1) Automatic reminders can be enabled automatically by going to Settings – Reminders. Go to Automated Reminders and click ‘Turn On’. Up to 30 automatic reminders can be enabled, with an option to remind both the customer and yourself that the due date for payment is approaching/has passed a certain number of days. They are automatically sent out on the set reminder dates.

2) Manual reminders are available for overdue and sent invoices. To send manual reminders out, first, you need to enable and configure them. To do this,

Go to Settings – Reminders.
Go to the ‘Manual Reminders’ section.
You can configure the reminder text to suit the message you want to convey.
Save the reminder.
To send a manual reminder out, go to the invoice on which payment is due. Click More – Send Reminder.
Best Zaps to Create when Using Invoicing Software

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How can I record a refund for advance payments I’ve received?

Posted on July 16, 2021 by

Advance payments can be recorded either as an invoice payment or a credit note and both are displayed as unused credits on the contact details page. Both can be applied to invoices and credit notes can be refunded.

To refund the excess invoice payment,

You will need to first raise a credit note(/invoice/kb/credits/use-credit-note.html) for the excess payment.
Later, click on that credit note and select Refund by clicking on the More button.
You can check the bottom of the same page to view the refund history

How do I receive payments online?

Zoho Invoice supports several online payment gateways that make it easy for you to receive your payments in an instant. When you send out an invoice to your customer, simply enable the payment modes of your choice under the Payment Options field as shown below.

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I have configured payment gateways under my settings, but they’re not working for me.

Ensure you’ve followed the following two steps to receive online payments from your customers.

1) Include the payment gateway in your invoice – At the time of creating the invoice, select the payment gateway you have set up. You can do this in the ‘Payment Option’ section.

2) Ensure the placeholders are placed in the notification email – Check for the payment link URL in the notification email you send to your customer. If the payment link is not included, then you can add it by following the steps below:

Go to Settings – Email templates – Invoice Notification.
Click on the Show Mail Content option and tap on Insert placeholders – Online payment.
Select Set this to default if you would like to save that template as your default template.
Hit on the Save button to save the changes made.
Best Zaps to Create when Using Invoicing Software

How do I add or delete a payment mode?

To set a payment mode, kindly follow the below-mentioned steps:

Open the Contacts tab and select a customer
Click on New Transaction and select Invoice Payment.
You can select the payment modes from the Payment Mode drop down. You can also add your own payment mode by clicking +Configure Payment Mode.

To delete a payment mode, kindly follow the below mentioned steps:

Click on the Payment Mode drop down and select +Configure Payment Mode.
Hover over the options provided and a X symbol will be visible next to the option. Click on the symbol to remove the particular payment mode.
Click on Save.

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Best Zaps to Create when Using Invoicing Software

Posted on July 15, 2021 by

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By integrating ClickSend with your favourite small business account software via Zapier you can do some seriously cool things, like:

Send your customers an SMS alongside their invoice being emailed
Send automated invoice reminder messages by SMS
Automatically get hard copies of your invoices printed and posted alongside them being emailed, or later as a reminder

If your customers get your invoice by email plus in the post with an SMS alerting them to this how they can ever say ‘I never got that invoice’.

With integration you can seamlessly increase invoice distribution, maximise on-time payment and cut hours chasing down late payments. This can all be done without having to code custom integrations, using an online automation tool like Zapier.

Automation tools open a whole new world of productivity, where you can integrate two of your chosen applications to combine and do even more for you. You choose the trigger action from one application to fire an event in the other application – in Zapier this is called a zap. There’s no need for coding or to engage your developers; you can have your zaps up and running in a few clicks.

Okay, let’s walk through integrating ClickSend into your small business accounting software using Zapier. We’re going to use InvoiceBerry in this example but the process is the same for others (Xero, Myob etc).

Things you need for this:

A ClickSend account, set up in minutes
A Zapier account, set up in minutes
And obviously small business accounting software, InvoiceBerry in this instance

Integration on Zapier

To get started, create an account on Zapier.com. Once logged in, you can Make a Zap!

1. When this happens…. Search for your small business accounting software, InvoiceBerry for us, and trigger action – choose from; new client, new expense, new invoice, new credit note, new item or new quote. We’ll go for new invoice so when a new invoice is created it triggers an SMS.

If it’s your first time using Zapier with InvoiceBerry you just need to allow Zapier to access your InvoiceBerry account. This is easily done via the API key and password provided by InvoiceBerry under Settings.

2. Send SMS in ClickSend SMS…. Action events you can choose to be triggered are Send SMS, Send Fax, Send SMS to Contact List, Send Voice, Send MMS, Create Contact, Send Post Letter, Create Contact List, Delete Contact, Delete Contact List or Send Postcard. We’re going to Send SMS.

Then customise your SMS and turn on your Zap.

And that’s pretty much it. No APIs, no developers – easy-peasy.

Zaps to Automate Invoice Sending

Email your invoices straight from InvoiceBerry upon creation, or choose other delivery methods depending on your customers. You can also follow up using a different medium.

Letter Integration

Do your clients prefer to have physical documents rather than receive them by email? No problems. Integrate the ClickSend Online Post with InvoiceBerry and have documents printed, folded, inserted into envelopes, stamped and posted automatically. No need to worry about printers, paper and envelopes, trips to the post office – integrate the ClickSend letter service and have your invoices mailed effortlessly.

Set and forget your invoice mailing; simply create a zap that tees up ‘new invoice’ from InvoiceBerry with the ‘send post letter’ action in ClickSend.

Fax Integration

Still, have clients who rely on fax? There are many industries where fax is the preferred method of sending and receiving important documents, like legal, healthcare and government. Not to worry, with ClickSend you are covered – no need to own a fax machine.

Connect your invoicing creation software to the ClickSend fax gateway using Zapier and have your invoice sent as a fax the instant it’s created.

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Zap to Get Payments Faster

If you’ve ever had to oversee invoicing, be it in a company accounts team, as a freelancer or a small business owner, chances are chasing up receivables is one of your least favourite tasks. No one likes calling clients to ask for money. Cut down on the payment chasing, while ensuring you get paid on time using automated communications. Here’s how.

SMS Notifications and Reminders

Add time delays and conditional filters to choose who you send communications to and when. Besides sending an SMS alert automatically when an invoice is generated, as shown above, you can follow up with another SMS as a gentle reminder a day or two before the invoice is due to encourage on-time payments. All automated.

To access filters and time delays, click the plus sign in between the blocks:

Combining your automations with conditional logic and time delays, there are endless ways to create the best experience for your clients. Should you want to send a letter, postcard, fax or text-to-voice call to remind your clients of their outstanding invoices, it’s up to you. Your clients will be unable to say they ‘forgot’ to pay you if you are continually in contact.

Or you can even use ClickSend to thank your clients for punctual payments with a beautifully printed postcard; printed and posted right from the ClickSend cloud printer.

Zaps for Contact Management

Ever need to send important notifications to your clients? For example, you might need to alert them to new payment terms, ways to pay, pricing changes or additions to your product range. Instead of laboriously exporting and importing contact details, simply zap to have each new client in InvoiceBerry added to a contact list in ClickSend. That way, when you want to send all clients an SMS or email broadcast, your contacts are all in one place and you won’t need to waste time with lists and spreadsheets.

Integrating Invoicing Software with Other Applications

Integration with Your Payment Gateway

Do you need to generate invoices for products or services after the payment has been made? If you use Stripe or Paypal to receive funds, simply connect your accounting software to your payment gateway and have an invoice automatically generated when the payment goes through. Too easy!

Integration with Amazon Seller Central

If you’re a high volume Amazon seller this integration could be a godsend for you. Don’t get bogged down in having to manually create an invoice for every order – simply create a zap connecting Amazon Seller Central sales to your accounting software with Zapier.

Calendar Integration

Do you like having a visual representation of when your invoices fall due? Integrate your calendar application like Google Calendar with your invoice generation tool and have your calendar automatically update with outstanding payments.

In any client relationship, communication crucial for maintaining customer satisfaction – and satisfied customers are far more likely to do right by you when it comes to making payments.

Adding ClickSend and Zapier to your application stack, you can automate your way to a new level of productivity with accounts communications, as well as all aspects of processing accounts receivables.

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How the Right Time Tracking Tool Can Keep Your Business Ticking

Posted on July 9, 2021 by

When you are a freelancer, you are your own boss — no one tells you what to do and when to do it. This may sound alluring, but there are downsides too. Even though you have the freedom to set your own work schedule, you still have to figure out how to manage your time effectively. If you don’t, your productivity can drop drastically, which affects your profits. This is where time tracking comes in.

This article helps you understand the benefits of time tracking and choose the right tool to keep your freelance work on track.

Let’s look at some of the reasons why you should track your time.

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Reason #1: Time tracking helps you plan better.

As a freelancer, you don’t always know how many projects will come your way at any given time. Sure, you can decide that you’ll take on new projects only when you are free. But what if you know that a particular project would be a great addition to your portfolio? Is it worth taking it on even if you’re already busy? Time tracking would help you figure out how much time you are spending on your current projects and whether you can make adjustments to accommodate a new project.

Reason #2: Time tracking allows you to bill accurately.

When you have multiple clients and tight deadlines, it’s easy to forget exactly how much time you’ve spent on each project. This means that when it’s time to bill your clients, you need to do some guessing. You probably already know that’s not the best approach because it can lead to either underbilling or overbilling your clients. When you underbill, you don’t get compensated fairly for the long hours and hard work that you’ve put in. When you overbill, clients feel like they got a bad deal, which will hurt your future business opportunities with them.

What is Online Visibility?

Tracking time will allow you to capture the exact hours you’ve worked and make sure you get paid what you’re worth. It also ensures that your clients get billed fairly. And if a client ever does dispute your hourly billing, your time record is there to back you up.

Reason #3: Time tracking helps you set the right expectations for future projects.

For service-based projects, clients typically ask for a rough estimate of the time it will take to complete the project and what it will cost them overall. Chances are, you’ve done this for projects in the past. When you keep a log of the hours you spend on your projects, it can serve as a good reference point to help you provide an accurate estimate of the time and cost for new projects. This not only prevents you from overcommitting and burdening yourself with a workload you can’t manage but also helps you set the right expectations for your clients.

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What is the best way to track time?

There are many ways to track your time. Many freelancers take the simple approach and use a stopwatch, then capture their hours on paper or in a spreadsheet. The problem with this approach is scalability. When you have dozens of projects and clients, it is easy to lose track of details like which time entry belongs to which project or which time entries you have already invoiced. Besides, this system requires updates in multiple places and a lot of manual effort.

The best way to log time is to use an effective, online time tracking and billing system that allows you to do everything you need:

* Track time the way you prefer.

A good time tracking system gives you the option to either start a timer when you start work or log time manually for tasks that you’ve finished. It’s best if you have the option to capture time entries from any device, like a smartphone, laptop, or smartwatch.

* Bill without any data entry.

The best time tracking system will reduce manual work for you. When it’s time to bill your clients, you should be able to pull all your billable hours into an invoice automatically. If you have any expenses that need to be billed to the client, you should be able to add them to the invoice too.

* Set budgets based on hours or project costs.

If your clients give you a budget — based on either cost or time — within which you are expected to complete the project, you should be able to plug it into your software and track how close you’re getting to that limit.

* Get a bird’s-eye-view of your projects.

An effective time tracking system shows you how all your projects are progressing. You should be able to compare budgeted and logged hours for any project, and easily see how many hours have yet to be billed.

Clients appreciate transparency. If you want to show them how their projects are progressing, you need to have an easy way to share your project details. The best time tracking system will allow you to share project details automatically through a client self-service portal.

Manage Accounts Receivable remotely using an online invoicing tool

Posted on July 9, 2021 by

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Remote work has been steadily on the rise over the past decade. Recent research by GetApp found that remote work nearly quadrupled over the past 10 years. With added impetus from the COVID-19 situation, remote work has become the new normal for many workers. This shift may be here to stay—a recent survey by Gartner found that 74% of CFOs intend to shift some employees to remote work permanently.

As a business owner, your primary concern about remote work may be the productivity of your employees. The good news is that there’s a lot you can do to help them be productive. If you put the proper tools in place to allow them to carry out their usual tasks efficiently while working remotely, they’re more likely to show the kind of productivity you’re looking for.

This is especially true for Accounts Receivable, which is an area where many businesses end up using Excel for invoicing. A 2017 article by Small Business Trends revealed that a whopping 69 percent of small businesses trust spreadsheets to track their invoices and spending. The reasons are obvious—Excel is good with numbers. Calculations are easy, and it’s simple to manually correct small errors like an item value that’s entered wrongly.

But for an invoicing team to function remotely, it needs more than a tool that can calculate. Team members need to be able to send estimates and invoices, collect payments, share insights and information easily, and most of all, stay up to date. This is where spreadsheets tend to fail, and where online invoicing tools can help.

In this article, we’ll look at the different aspects of the invoicing process and how online invoicing tools offer an edge over Excel for remote work.

1. Collaboration

In a traditional office setting, a lot of information gets exchanged during face-to-face interactions. Since this is out of the question with remote work, it’s important to ensure that your team members are still able to collaborate and keep the show running.

Shared notes:

If messages regarding financial transactions are exchanged via collaboration tools like a chat group or email thread, it means they are not linked with the corresponding transactions. As a result, your team members have to go back and forth between their messages and their invoicing tasks to get the right information.

Since online invoicing tools are designed for a multi-user environment, they allow your team members to communicate in a space that’s connected to the work they’re doing. Users can record important details regarding invoices or estimates as comments that can be viewed by other users in the organization.

Shared access:

With Excel, it’s challenging to provide your team members with access to the information they need, while maintaining the security of sensitive financial information. Online invoicing tools, on the other hand, allow you to give users specific role-based access—you can define what they can and cannot view or modify.

Shared reports:

Collaboration is not just about conversations—it’s also about making sure everyone is in the loop. Online invoicing tools allow you to schedule sales and other reports to be automatically emailed to your team members. This helps them stay up-to-date on the team’s activities, wherever they are.

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2. Organization

If your company does invoices in Excel, each invoice has to be created in a separate file for recordkeeping and sending to the customer. Organizing separate files for each invoice means a lot of nested folders, which makes it hard to find the individual files later. A better solution would be a central repository where all the invoices are stored, searchable, and available for your team members whenever they’re needed.

Online invoicing tools provide this setup by default—since they are cloud-based, all the transactions are saved on secure servers, and team members with permission to access them can find and view them instantaneously.

3. Keeping track of invoice numbers

Accidentally duplicating invoice numbers can cause a huge and possibly expensive headache for your company. Besides making it difficult to match up incoming payments, it can also cause confusion during the end of the fiscal year and tax season.

Keeping track of invoice numbers becomes more challenging during remote work when employees are working less closely with each other. You can avoid duplication by assigning number batches to different staff, but that requires an extra layer of manual coordination, and it makes it more likely that you’ll have gaps in your invoice numbers (which in turn makes it harder to check for duplicates).

Online invoicing tools eliminate this problem by centralizing the invoice numbering system. Once you set up how you want the invoices to be numbered, the application ensures that all your invoice numbers are unique and continuous, even if multiple users are creating invoices concurrently. This eliminates gaps and duplicates, making it easy for you to find and match transactions.

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4. Errors in transactions

Excel, as good as it is for calculation, can’t keep track of your customers and items. When you create invoices in a spreadsheet, these details are mostly copied from other sources, like emails or previous transactions. It’s easy for errors to happen during this copy-paste process, especially if you have a high volume of invoices. If you find one mistake, you can advise your team members to be more careful. But if you see these errors happening often, maybe it’s time to question the tool!

Online invoicing tools give you the option to save your customer and item details separately from the individual invoice. This means that while creating invoices, you just need to pick the right customer and select the products from a list. This eliminates a lot of the errors that can happen when you type these details each time manually.

If there are certain fields that must be filled in on all your invoices, an online invoicing tool allows you to actually make them mandatory.

In short, you are setting rules to make sure everything goes right. This ensures that your invoices are error-free when they reach the customer, even without having a second staff member review them.

5. Tracing errors

If you notice an error in one of your invoices that’s already been sent, it may have already caused a ripple effect and caused errors in other invoices too. When Excel is used for invoicing, it’s very difficult to figure out which invoices have been affected. If you can’t search your files for the specific issue involved in the error, tracking down the affected invoices is time-consuming at best, and at worst, may not even lead to finding them all.

Because online invoicing applications record a time-stamped history for each transaction you create and save everything in a centralized location, you have many more options when trying to track down an error. Once you notice an error in a transaction, you can cross-reference that with other transactions created around the same time, using the same new product, addressed to the same customer, created by a specific user, or anything else that may be involved in the error. Since online invoicing tools come with elastic search functionality, you have the power to narrow down your search based on any of these criteria.

Also, online invoicing applications offer something called an audit trail. It’s just a record of each version of the invoice so that you can compare two versions of the same invoice to see what has changed and when. As its name suggests, this can be very useful during audits, but it’s also helpful for tracking down errors.

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Right Time Tracking Tool Can Keep Your Business Ticking

6. Approval process

Many businesses have a process for approving sales transactions before they’re finalized. For example, the person who creates an invoice might run it by their supervisor, then by the sales manager, and only then send it out to the customer.

In companies that use Excel for invoicing, these approvals usually happen over email, which can consume a lot of time even under normal conditions. In a remote work environment, where team members can’t follow up on these emails with face-to-face conversations, you can end up with delayed invoices and even delayed payments.

An online invoicing application lets you define your approval hierarchy and have all of your invoices automatically sent to the next approver. At each stage of the approval process, the submitter and approver are notified about the invoice’s status, eliminating the need for follow-up calls and emails.

Does Zoho Invoice support barcode scanning? If yes, how does it work?

7. Project invoicing

If you charge customers based on the time you spend on their projects, Excel invoicing becomes more challenging. Each employee involved in the project has to log their time, then send it over for the AR team to apply the correct hourly rate and generate an invoice. For consultants who generate their own invoices, this whole workflow falls on one person; in larger organizations, it may be spread out among so many staff members that it creates another communication hurdle. In both cases, the manual calculations offer another opportunity for error.

Most online invoicing solutions come with extensive time tracking capabilities. If you employ temporary workers or independent contractors, you can give them access just to log their time without viewing any information about the customer or project. For your on-staff employees in leadership positions, you can use role-based access to allow them to view and manage the time entries of other users involved in the project.

The time that’s logged within your invoicing system can then be converted to an invoice with a much simpler process and no manual calculations. In addition, any billable expenses incurred during the project can also be included in the invoice automatically.

Overall, your online invoicing tool can act as the central hub for project information and keep project invoicing functioning like clockwork.

8. Invoicing on the go

How many times have you received calls from customers or colleagues with questions about invoices and payments when you are not at your desk? Keeping all your invoicing data in Excel requires you to have your laptop or PC access to even the simplest information. Since remote work increases the chance of anyone in your organization being away from their work computer, a mobile-friendly solution might come in handy.

Most online invoicing tools come with a mobile version. Though they might not have all the features of the desktop version, they enable your team members to perform a lot of basic operations on the go—whether it’s sharing a payment link, recording the payment for an invoice, or pulling up last month’s sales report.

Here’s your takeaway:

If you want your invoicing team to be productive while working remotely, one of the best things you can do is to have an online invoicing solution in place. This keeps all of your invoicing information in a single application, eliminating the need for hundreds of separate files. It also keeps everyone in the loop without distracting and back-and-forth email threads.

Right Time Tracking Tool Can Keep Your Business Ticking

Posted on July 7, 2021 by

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This article helps you understand the benefits of time tracking and choose the right tool to keep your freelance work on track.

Let’s look at some of the reasons why you should track your time.

Reason #1: Time tracking helps you plan better.

Reason #2: Time tracking allows you to bill accurately.

When you have multiple clients and tight deadlines, it’s easy to forget exactly how much time you’ve spent on each project. This means that when it’s time to bill your clients, you need to do some guessing. You probably already know that’s not the best approach, because it can lead to either underbilling or overbilling your clients. When you underbill, you don’t get compensated fairly for the long hours and hard work that you’ve put in. When you overbill, clients feel like they got a bad deal, which will hurt your future business opportunities with them.

Tracking time will allow you to capture the exact hours you’ve worked and make sure you get paid what you’re worth. It also ensures that your clients get billed fairly. And if a client ever does dispute your hourly billing, your time record is there to back you up.

Reason #3: Time tracking helps you set the right expectations for future projects.

For service-based projects, clients typically ask for a rough estimate of the time it will take to complete the project and what it will cost them overall. Chances are, you’ve done this for projects in the past. When you keep a log of the hours you spend on your projects, it can serve as a good reference point to help you provide an accurate estimate of the time and cost for new projects. This not only prevents you from overcommiting and burdening yourself with a workload you can’t manage, but also helps you set the right expectations for your clients.

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What is the best way to track time?

The best way to log time is to use an effective, online time tracking and billing system that allows you to do everything you need:

* Track time the way you prefer.

A good time tracking system gives you the option to either start a timer when you start work, or log time manually for tasks that you’ve finished. It’s best if you have the option to capture time entries from any device, like a smartphone, laptop, or smart watch.

* Bill without any data entry.

* Set budgets based on hours or project costs.

* Get a bird’s-eye-view of your projects.

Clients appreciate transparency. If you want to show them how their projects are progressing, you need to have an easy way to share your project details. The best time tracking system will allow you to share project details automatically through a client self-service portal.

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How do I add a Primary Client to fetch timesheets from Zoho Projects?

Posted on July 3, 2021 by

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With the enhanced Zoho Invoice – Zoho Projects integration, only projects that are associated with a Primary Client will be able to fetch timesheets from Zoho Projects.

To make existing clients as primary clients in Zoho Projects:

Go to the Users module from the left sidebar of Zoho Projects.
Click the Client Users tab.
Click the other actions button in the top right corner and select Change Primary Client.
Select the client company and click Update.
You can also make a client as a primary while adding a new client company by selecting the Make as Primary Client option.

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Why are some of my time entries not fetched from Zoho Projects?

Your time entries will not be fetched from Zoho Projects if:

They are not billable.
They haven’t been approved in Zoho Projects yet.
They are General Timesheets, which do not contain any tasks or bugs.
Their logged hours exceed the maximum limit set in Zoho Books.
They belong to a project that hasn’t been associated with a primary client yet.

Can I log time in Zoho Invoice using a Chrome extension?

Yes, you can log time in Zoho Invoice using the Timer extension for Chrome.

Downloading the extension

Click here to add the extension to Chrome, or search for “Zoho Invoice Timer” at the Chrome Web Store.

How to use it?

Click on the Zoho Invoice Timer icon from the Chrome toolbar or press Alt+shift+I to open the extension
Select the required Project and Task.
Provide a note if needed.
Start the timer.

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Can I clone a particular timesheet entry?

Yes. You can clone a timesheet entry by clicking on the gear-shaped icon, present on the right of the entry, and clicking on Clone.

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How can I permit my TimesheetStaff to record expenses?

Posted on July 3, 2021 by admin

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First you will need to create a new role by cloning the existing TimesheetStaff role, and provide permission to record expenses for associated project(s). To create this role,

Click the Gear icon and select Users & Roles.
Go to Roles tab under Users & Roles.
Click the clone button next to TimesheetStaff to duplicate this existing role.
You will be navigated to the New Role creation form. Uncheck the Prevent timesheet staff(s) from recording expenses for associated project(s) option under Timesheets.
- Click Save.
- Assign this newly created role to your users and they will be able to record expenses for associated project(s).

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How do I start the timer for a project?

To start the timer for a project, kindly follow the steps mentioned below:

Click on the Timesheet tab on the left sidebar.
Select the Projects tab and choose the project for which you wish to start the timer.
Click on the Log Time button present on the top-right corner.
Choose a task and click on the Start Timer button.
Once you do that, you will see the timer running on the left bottom corner of the screen.
To stop the timer, hover the mouse over the running timer and click on the Stop button.

Billing Methods and their Description

Fixed Cost for Projects – A fixed cost is set while starting the project. You bill your customer only for the total fixed cost on completion of the project.

Based on Project Hours – This type of billing method can be used for service based projects where the time spent will be the key attribute. You will bill your customer on rate per hour basis.

Based on Task Hours – This type of billing method can be used if your project deals with multiple tasks and each task differs in their level of difficulty or skill. You will bill your customer based on the rate per hour on the task worked.

Based on Staff Hours – This type of billing method can be used if your project deals with different users and varied skill levels working on different tasks. Here you bill your customer based on the rate per hour for the users who work on the project.

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How can I maintain a common task list and use it for all the projects?

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A common task list cannot be created in Zoho Invoice.

As a workaround,

Create a project with the common task lists you wish to have.
Under Tasks, click on Import tasks from existing projects whenever you create a new project and wish to have the same set of tasks. Select a project from the drop-down in the pop-up that follows and select Import.
Now the duplicate project will contain all the tasks from the existing project.
You can edit the project details accordingly.

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How do I create an invoice for multiple projects?

Posted on July 3, 2021 by admin

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To create an invoice with multiple projects,

Start creating a new invoice.
As soon as you select the customer name, under the Items section you will find a notification to include the unbilled expenses and projects to the invoice.
Click on the unbilled projects notification and select the project to be included in the invoice.
To add multiple projects, repeat the process.
Once the invoice with unbilled projects are created, it cannot be edited.

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How do I check the billed/unbilled hours and amount of a task/project?

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You can generate a report for the billed/unbilled hours and for billed/unbilled amount for a task in a project. With the help of this report, you can check all the details involved. To generate this report,

Navigate to Reports > Projects and Timesheet > Project Details.
Click on Customize Report and select the customer from the Customer Name drop down. Once the customer is selected you will be able to select the projects they are associated with from the Project Name drop down.
The Report By drop down allows you to generate the report based on Task, Staff or Task & Staff.
Click on Run Report after selecting the required details for generating the report.
The report tables below will show the data according to the option selected in the Report By drop down
From the report you will also be able to check,
- Logged Hours
- Non-Billable Hours
- Billed Hours
- Unbilled Hours and the amount corresponding to each of them.

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How do I delete a time entry?

Time entry can be deleted in two ways,

1) From the Timesheet window,

Navigate to Timesheet > All Timesheet.
Check the box for the time entries you wish to delete.

Click on the ‘Delete’ icon present on top of the timesheet window.

2) Projects,

Select the project in which you would like to delete time entries.
Select the timesheet tab inside the project.
Hover mouse over the list of time entries and the ‘delete’ icon will appear.

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Can I add bulk time entries?

To create an invoice with multiple projects,

Start creating a new invoice.
As soon as you select the customer name, under the Items section you will find a notification to include the unbilled expenses and projects to the invoice.
Click on the unbilled projects notification and select the project to be included in the invoice.

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How can i duplicate the details of an existing project onto a new one?

Posted on July 2, 2021 by admin

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Project duplication can be done by cloning a project in Zoho Invoice, and this will create a new project retaining the same tasks,users, billing method and customer details from an existing project. The new project can be edited after creation to change some of the details retained if needed.

To clone a project,

Go to the Timesheet tab and select Projects sub tab.
Now, select the project you want to clone. Click on the button More and select the option Clone from the drop down.
Enter the name and description of the new project and click on save.
By cloning a project in a new name , the project details are retained. These details can be edited by selecting the cloned project and clicking on the Edit label as shown.

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How can I compare billed and unbilled hours?

Go to the Reports tab and select the Projects and Timesheet sub-tab.
Select Project Summary from the list of options that open up.
You’ll find that you are able to view the comparison of logged and budgeted hours as well

How do I include unbilled expenses and projects in an invoice?

When you are invoicing a customer, you can also include unbilled expenses and projects corresponding to that customer in the same invoice.

Go to the Invoices tab and click the + button adjacent to it.
Select the customer and include desired line items.

You will find the unbilled expenses and projects of the customer displayed right below the line items.

Click the unbilled expense/unbilled project. Check the expenses/projects you want to include in the invoice from the popup and click Add.

You will find that the unbilled expense/project to be included in the invoice as a line item.

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How do I give new users/supervisors timesheet access?

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If you want to give a new user timesheet access, you’ll have to invite the user first.

Go to the Timesheet tab and select the desired project.
Click More Actions and select Add User.
Click the [+] Add new user in the Add users popup.
This will lead you to the invite user popup where you need to mention the email address, name and role of the user and click Send. Select Admin as the role if you’d like to make the new user a supervisor.
Now if you go back to the [+] Add new user popup, you’ll be able to find your new user there. Check the new user and click Add User.

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Can I log time for other users?

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You can log time for other users only if you are an Admin user.

If a new role has been created for you, then your Admin can grant you the permission to manage time entry for others,

Click on the edit option present next to the role created under Settings > Users & Roles > Roles.
In the edit permissions menu, scroll down towards the Timesheets section.
Select the More Permissions option and check the Manage the time entries of other users box to enable the permission for the role.

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How do I give new users/supervisors timesheet access?

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If you want to give a new user timesheet access, you’ll have to invite the user first.

Go to the Timesheet tab and select the desired project.
Click More Actions and select Add User.
Click the [+] Add new user in the Add users popup.
This will lead you to the invite user popup where you need to mention the email address, name and role of the user and click Send. Select Admin as the role if you’d like to make the new user a supervisor.
Now if you go back to the [+] Add new user popup, you’ll be able to find your new user there. Check the new user and click Add User.

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Can I log time for other users?

You can log time for other users only if you are an Admin user.

If a new role has been created for you, then your Admin can grant you the permission to manage time entry for others,

Click on the edit option present next to the role created under Settings > Users & Roles > Roles.
In the edit permissions menu, scroll down towards the Timesheets section.
Select the More Permissions option and check the Manage the time entries of other users box to enable the permission for the role.

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How can I import and export invoice payments?

How can I adjust my invoice total to include shipping charges and miscellaneous adjustments?

How do I send out customized reminders for my invoice payments?

How do I receive payments online?

I have configured payment gateways under my settings, but they’re not working for me.

How do I add or delete a payment mode?

Integration on Zapier

Zaps to Automate Invoice Sending

Letter Integration

Fax Integration

Zap to Get Payments Faster

SMS Notifications and Reminders

Zaps for Contact Management

Integrating Invoicing Software with Other Applications

<img decoding="async" src="https://cdn.shortpixel.ai/client/q_glossy,ret_img,w_509,h_463/https://blog.clicksend.com/wp-content/uploads/2019/11/integrations1.png" alt="integrations1" width="509" height="463" title="Best Zaps to Create when Using Invoicing Software 17">

Integration with Your Payment Gateway

Integration with Amazon Seller Central

Calendar Integration

Reason #1: Time tracking helps you plan better.

Reason #2: Time tracking allows you to bill accurately.

Reason #3: Time tracking helps you set the right expectations for future projects.

What is the best way to track time?

* Track time the way you prefer.

* Bill without any data entry.

* Set budgets based on hours or project costs.

* Get a bird’s-eye-view of your projects.

* Share your progress with your clients.

1. Collaboration

Shared notes:

Shared access:

Shared reports:

2. Organization

3. Keeping track of invoice numbers

4. Errors in transactions

5. Tracing errors

6. Approval process

7. Project invoicing

8. Invoicing on the go

Here’s your takeaway:

Reason #1: Time tracking helps you plan better.

Reason #2: Time tracking allows you to bill accurately.

Reason #3: Time tracking helps you set the right expectations for future projects.

What is the best way to track time?

* Track time the way you prefer.

* Bill without any data entry.

* Set budgets based on hours or project costs.

* Get a bird’s-eye-view of your projects.

* Share your progress with your clients.

Why are some of my time entries not fetched from Zoho Projects?

Can I log time in Zoho Invoice using a Chrome extension?

Downloading the extension

How to use it?

Can I clone a particular timesheet entry?

How do I start the timer for a project?

Billing Methods and their Description

How can I maintain a common task list and use it for all the projects?

How do I check the billed/unbilled hours and amount of a task/project?

How do I delete a time entry?

Can I add bulk time entries?

How can I compare billed and unbilled hours?

How do I include unbilled expenses and projects in an invoice?

How do I give new users/supervisors timesheet access?

Can I log time for other users?

How do I give new users/supervisors timesheet access?

Can I log time for other users?