Zoho Account to access the client portal

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Do customers need a Zoho Account to access the client portal?

It is not necessary for your customers to have a Zoho account. Once you send an invitation to your customers to access the portal, upon accepting the invitation they can login to the portal by using the email address with which they were invited.

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Can we delete the comments added in the client portal?

No, you cannot delete comments added in the client portal.

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How do we check if our client has viewed the estimate/invoice have sent him?

You would receive a notification in the bell icon on the top right corner stating that your customer has viewed the invoice/estimate.

Also you can simply click on the particular estimate or invoice and check if it has been viewed by the client. A tiny eye icon on the right corner suggests that the client has seen it.

Alternatively, go to the estimate or invoice tab on the home page of Zoho Invoice. Click on the drop down next to All estimates or All Invoices and select Client viewed.

You can now see only the client viewed estimates/invoices.

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Will  be able to change customer’s email address? Will he now able to view the old invoices in the client portal?

Yes, you can change the email address of a customer. Send him a portal invitation again using the new mail ID, using which he can create a password and log back into the portal. Once this is done, he can view all old invoices you’ve sent him

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Client portal Contacts

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How can our customers login to the client portal?

Whenever, you enable portal access, an invitation mail will be triggered automatically from Zoho Invoice. Your customers need to accept this invitation in order to access the portal.

To enable the client portal for a contact for the first time, in the Contact Details Page, under the Overview tab, scroll down and click on the Enable Portal option that appears on the left bottom.

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In the pop-up that follows, you will have to select the contact persons, to whom you wish to grant portal access.

Also, you can Set Password for your client’s portal, which they can reset later.

You can also re-invite your contact to the portal. To do this please follow the below steps:

  • Go to Contacts tab and select the appropriate contact.
  • On the bottem left of the Overview tab you will find Contact Persons list.
  • Click the gear icon next to the contact person you wish to Reinvite and select the said option.

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An invitation mail with a link to set up a password will be sent to the contact person. On clicking the invite link, Zoho Invoice will open up another page where your client can create a password to login to your portal. Once they login, they can view their invoices, estimates, payment history and make payment via secure payment gateways.

You can also Set Password for your client’s portal, which will be sent to them in the invitation mail, along with the Username.

To Set Password for client portal :

  • Click the gear icon next to the contact person’s name on the Overview tab of the contact details page.
  • Click Edit
  • You will find Set Portal Password in the pop-up that follows.

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Can I grant portal access to multiple contact persons ( under the same contact ) with the same email id?

No. When a contact has multiple contact person(s), client portal access can be given to each person ONLY IF :

Each contact person has a different email id.

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When I comment on a document and mark the “Display in client portal” option, will my customer receive an email?

Yes, they will if you’ve enabled this under settings.

  • Go to Settings – Preferences – Branding – Portal Settings
  • Check the box Send a notification email when I comment on invoices/estimates and hit the Save button at the bottom of the page.

Your customers will now receive notifications when you comment on their estimates and invoices.

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My client is trying to enter his Zoho credentials for the portal but it is not going through. What’s the issue?

No, your client’s zoho credentials are not to be used in order to log into the client portal.

When you send a portal invite to the email address of your client and they accept it, they will be requested to create a new password using which they can log into the portal you’ve invited them to. Their Zoho credentials has no relevance to this, and even clients without a Zoho account can log into your portal using their email ID and the password they created.

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What is the use of client portal

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What is the use of the client portal?

The client portal is an organized way to view the invoices, estimates and retainer invoices sent to your customer. If you’ve enabled the client portal for your business in Zoho Invoice and configured it for your customers, they can view their transactions with you by logging into the portal. This includes viewing and accepting/declining their documents, adding comments to the document and making online payments.

Read more on how this works.

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Can I customize the portal invitation mail content?

Yes, you can. Here’s how:

  • Go to Settings icon on the top right and select Email Templates.
  • Navigate to Client Portal Invitation and select Show Mail Content .
  • Now you can edit the text and click Save after you’re done.

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I am getting a “Portal name already taken” message.

This is because the name that you have specified for your client portal is already taken by another Zoho Invoice user. Since portal name has to be unique, you need to specify another name for your client portal.

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Can I change my portal name? Will this cause any impact?

Yes, you can change your portal name. To do this,

  • Go to Settings – Organization Profile
  • Click on Change Portal Settings

  • Make the necessary changes and click on Save.

Now, the portal URL is modified accordingly. You will have to invite each of your customers again in order to enable them to view transactions and make payments through the portal.

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Can I set a password for the client portal? If yes, how do I do it?

Yes, you can. Here’s how you can do it:

  • Open the contact for whom you wish to set the portal password.
  • Click on Configure Client Portal, if you have already enabled it for the customer. If not, click on Enable Client Portal.
  • In the pop-up that follows, you can set the password by clicking on the Set Password option.

Note: Using this option, you can set passwords for the contact as well as the contact person associated with the contact, by checking the box next to the contact or contact person.

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  • An alternate method for setting portal password for the contact person is by opening the gear icon beside the contact person’s name, clicking on Edit and typing in the password (provided you have checked the box Enable portal access).

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  • Once the password is set, the contact and/or the contact person will receive an email with the username and the password.

Note: If you haven’t set up a password, the contact will be asked to set a password of their choice.

Also, once your client logs into the client portal with the password you have set for them, they will have an option to Reset Password anytime later.

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Here’s How You Can Manage Cash Flow at Different Stages of Business Growth

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The life cycle of any business can be divided into four phases: launch, growth, maturity, and decline or renewal. Far too often, businesses fail to identify the actual stage their business is in, and miss opportunities for effective management. To take one common mistake as an example, a gradual increase in sales does not indicate your business is in a growth phase.

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Having a proper understanding of each phase of the business life cycle will help you prepare for the opportunities and challenges in each phase. The characteristics of each stage may vary based on business type, but if there’s one common feature that affects business at all stages, it’s the cash flow.

In this article, you will read about the effects of cash in different phases as your business moves through its growth curve.

The different phases of business

Phase 1: Launch

This stage is the beginning of the business life cycle. The goal of this phase is to establish your business concept to your audience in order to achieve a positive cash flow. If you look at the graph for this stage, the sales are usually low in the beginning and then there’s a gradual increase. Businesses often concentrate on marketing their ideas to a targeted audience in order to boost their revenue.

Phase 2: Growth

The slope for the growth phase is a little steeper than the previous phase. This phase of a business is defined by a rapid increase in sales leading to an increase in profits, as your business gets more popular amongst a wider customer base. In order to be competitive in this phase, you will need to focus on building and promoting your brand and invest in activities that increase your brand value.

Phase 3: Maturity

If your business has reached this stage, you have a devoted set of customers but the competition is still cutthroat. This is why the slope on the graph is a flat line that represents your steady turnover. Your sales revenue will be somewhat constant because you are selling roughly the same products, year after year, at the same cost. Businesses in this phase focus on maintaining ground with respect to the economy, competitors, and the changing requirements of the customers. Keeping an eye on the bigger picture will help you focus on improvement and productivity in order to compete with other businesses.

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Phase 4: Decline or renewal

In this phase, also called the post-maturity phase, businesses may find it difficult to cope with the new challenges posed by competitors. At this stage businesses can take several courses, depending on how their leadership responds. They may continue at a steady state, find a way to renew the business to fuel further growth, or eventually decline if there is no scope for sustained business and no successful attempt at renewal.

How to cope with the effects of cash flow in a business lifecycle

Launch phase

When your business is at this stage, your big needs are likely for money and time to establish your idea in the market. You may spend extra to establish your business and your sales might also be low, leading to a sluggish cash flow. The challenge is not to spend away the little cash that you have saved for your business.

To use your cash judiciously, invest in budgeting and forecasting in order to monitor your spending. Make sure to establish strict payment terms so that your receivables reach you on time. Using this discipline, you can build cash reserves that will keep your business on track during lean times.

An important parameter to understand for your business is the break-even point. This is defined as the point below which your business will need to source additional finances or liquidate some of its assets to meet your fixed costs.  Knowing about the break-even point may not change your cash flow, but it will help you estimate how much you can spend to reach your goals.

Financially, it might be tough to hire an accountant at this stage, but their advice could help you set realistic goals for the next phase of your business.

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Growth phase

The acquisition of new customers leads to consistency in revenue and increased profit. The extra inflow of cash that comes along with this phase is called positive cash flow, which must be used thoughtfully to move your business forward.

In this stage, suppliers will be reluctant to grant your business credit because you don’t yet have a long track record with their company. You will need to hire more people to work for your business, which means you need to spend more on wages. Most of your money will be spent on payments to suppliers and employees before it comes back into the cash cycle in the form of payments for the sales you’ve made to your customers.

You may experience a time lag in receiving those payments, though, as customers (especially retailers) will take full advantage of the credit terms that you offer.

Other factors like working capital, debt, and the cash cycle can also influence your cash flow at this stage. To keep your business healthy, your cash must be planned, monitored and measured, and put to judicious use. Forecast your business goals and plan the cash required to achieve your growth objectives.

If your payments still don’t turn up on time, your business should not come to a standstill. You can explore several financing options like revolving credit lines to keep your business operations going.

Maturity phase

At this stage, the cash flow does not change dramatically. Your mature business is likely to have stable sales due to market acceptance of your products. Operations will become profitable early in this stage, leading to net positive cash flow. This excess cash is usually used to pay off debts incurred during the launch and growth phases.

However, some businesses in this stage might see steady sales but thin profits. Using this limited cash flow, businesses need to find ways to power new ideas and make this stage sustainable.

Growing the value of the business is possible if you analyze your value chain and find places where you can cut costs. Doing this might help you reduce the cost of what you sell, eventually attracting new customers, which in turn increases the inflow of cash.

You can also check for new ways to provide additional benefits to retain your existing customers. You can even invest your working capital in distribution and promotion of your products in order to attract new customers or identify new markets to target for revenue generation.

One pitfall in this phase is that the market value of products tends to decrease with new competition in this space. Keep an eye on how these new competitors affect your customer base and consider investing resources in enhancing your existing products to stay competitive.

Decline or renewal phase

If a business is in decline, it will see a fall in market share, a drop in sales, and reduced profits leading to cash flow problems. This can prevent you from making payments on time, leading to increased debt.

You may be able to stabilize your business by further cost-cutting or catering to the needs of a niche audience. There are also ways that you can try to renew the declining business, such as acquiring a new business in the same market that has the scope to grow in the future. A successfully renewed business has the scope to help you jump back in the market competition.

However, if your business can’t be rescued, then an ethical closure is required. When you are legally closing your business, you will have to liquidate your assets into cash, which is used to pay back the secured loans from creditors. Following this, you must ensure that all your debts are paid, you have settled with all your stakeholders in a fair manner, and all employees have been paid properly.

Conclusion

Cash flow is the lifeline for your business. From launch to decline, cash flow is the one common factor in the financial health of your organization. To keep your business healthy, it is important to understand the effects of cash flow at each stage of the business life cycle and know how to respond. If you know when to spend, when to seek extra funding, when to cut costs, and when to cash out, you can keep working towards your business goals no matter where on the cash flow graph you are.

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What is Journal & Ledger in Accounting and Bookkeeping?

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Every business that does bookkeeping needs to record its transactions somewhere. When you have multiple customers and vendors, it can be a hectic task to consolidate all your sales and purchases in just a notebook. You need organization, so when tax or audit season rolls around, you are not left scrambling at the last minute. Transaction records are important because they are proof of how your money is being exchanged, how regularly, and with whom. But where do you record the movement of money to and from your business? Also, how do you record uncommon transactions like depreciation, bad debt, and the sale of assets? This is where journals and ledgers come into play. Read on to find out more about them and how you can use them for your business.

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The journal. What is it?

The journal is also known as the book of original entry. It is where a business transaction is recorded when it first happens. A journal can be physical or electronic, and sales, purchases, or any movement of money to or from your business is recorded in chronological order. A journal contains the following information:

  • The date of the transaction
  • The account or accounts that are debited, and the amount involved
  • The account or accounts that are credited, and the amount involved
  • A short description and reference of the transaction

The golden rules of accounting

Every journal entry that is made must follow the golden rules of accounting. These rules apply to three specific accounts. Let’s define these accounts and take a look at their associated rules:

Real account – an account that pertains to assets and liabilities.

  • Golden Rule: Debit what comes into the business, and credit what goes out of the business.

Personal account – includes all accounts related to individuals, firms, and associations.

  • Golden Rule: Debit the receiver, and credit the giver.

Nominal account – related to all income, expenses, losses and profits.

  • Golden Rule: Debit the expense or loss, and credit the income or profit.

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Journal entries – format & example

Using the accounts and rules above, let’s see how entries are made in the journal.

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On March 5th, you buy furniture for your office worth $5,000 in cash. The furniture is considered an asset, so this is affecting the real account. The golden rule states that assets are debited, so you add $5,000 to the debit column of the journal. An equal credit must be recorded to the cash account, so you add $5,000 to the credit side of the journal. Finally, you note down the description of the transaction as a purchase of furniture worth $5,000.

On March 30th, the nominal account was debited for salary expenses, and the business’ bank account was credited to reflect that. You can see that the transactions entered in the journal follow the golden rules of accounting.

The ledger. What is it?

The ledger is also known as the book of second entry or the principal book of accounts. The ledger contains the chart of accounts, which is the list of all names and account numbers in the ledger. The ledger is given special importance by auditors and must be “balanced,” where the total debits always equals the total credits. If the debits outweigh the credits, it is called a debit balance. If the credits are more than the debits, there is a credit balance.

Ledger entries – format & example

Transactions in the journal are grouped by accounts in the order of assets, liabilities, equity, income, and expenses. They are then transferred to the ledger. Ledger entries appear in the order of accounts compared to the journal’s chronological order.

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What comes after the journal and ledger?

After you have categorized transactions into corresponding accounts and recorded them in your ledger, you must check if your books are balanced. The trial balance helps you with that. It shows the ending balances of all your accounts as they appear on the balance sheet. The trial balance contains a description, account number, account name, debit balance, and credit balance. Once information from the ledger is consolidated into the trial balance, it is easy for your accountant to spot imbalances between debits and credits. It is concise, orderly, and helps remove discrepancy, proving to be a handy tool in keeping your books balanced.

 

Your books are balanced. Now what?

Once your books are balanced, it is time to generate financial reports to better understand how your business is performing. Every business must be aware of its growth and where it stands at any given point in time. Financial reports provide this insight. The cash flow statement depicts your cash flow trends by showing you how money moves in and out of your business. The balance sheet tells you how much your business owns, how much it owes, and its shareholder’s equity. The income statement, or profit and loss statement, focuses on the revenue gained and expenses incurred by a business over time. These are the three reports that businesses must pay most attention to.

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The importance of journals and ledgers

Why is there so much emphasis on using journals and ledgers? The answer is simple. You can accomplish your bookkeeping goals easier when you have complete records of all your transactions. Financial statements like the cash flow statement, balance sheet, and income statement provide vital information about your business trends, and they can only be generated by using information from journals and ledgers. Recording and tracking uncommon transactions like depreciation, bad debt, and the sale of assets are made easier with journals. Journals and ledgers also help you to capture both the debit and the credit sides of transactions. This is often overlooked when companies do not use books.

The bottom line

Recording business transactions forms the core of your bookkeeping. It does not make sense to record them only when taxes and audits are around the corner. Ensuring accurate accounts of your business requires diligent upkeep of journals and ledgers. They are important and useful tools that keep you on track and allow you to set performance goals. Most importantly, they help you as a business owner to understand your company’s financial operations so you can assess growth and maintain a healthy and thriving organization.

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Configure webhooks for Razorpay?

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Why should I configure webhooks for Razorpay?

Razorpay supports receiving payments through multiple payment modes. If you have set up Razorpay in Zoho Invoice, your customers can make payments for invoices through the Client Portal. When the customer clicks the Proceed to Pay button, a Razorpay pop-up will open from which they can select a payment mode and make the payment. Once the customer authenticates the payment through OTP or other methods, the amount will be deducted from the customer’s account. Next, Razorpay will notify Zoho Invoice for the payment to be recorded. However, the notification to record the payment in Zoho Invoice might fail as explained in the cases below. So, configuring a webhooks for Razorpay ensures that Zoho Invoice is notified about the payment statuses and payments do not fail to be recorded.

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Case 1: Mobile browser and UPI/Wallet payments

Let’s say, your customer opens the payment URL in a mobile browser and chooses to pay via Wallet or UPI payment mode. They will be redirected to one of the mobile apps to make the payment. Once they make the payment, the payment status will be Authorised and if they return to the payment initiation screen, the payment will be captured and recorded in Zoho Invoice. However, if the customer does not return to the payment initiation screen, their payment will be in Authorised status and the payment may never be recorded in Zoho Invoice. Moreover, if the payment stays in the Authorised status, Razorpay will initiate an auto-refund of the payment based on the Default Speed of Refunds you’ve configured.

In this case, configuring the webhook ensures that the payment status is passed on to Zoho Invoice, even if your customer does not return to the payment initiation screen.

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Case 2: Late authorisation

One of your customers makes payment via Net Banking. However, due to a delay in payment authorisation response from the bank to Razorpay, the transaction times out and the payment status is updated as failed. Later, the payment could become a success and the bank might send a success message to Razorpay.

Configuring the webhook ensures that Zoho Invoice receives this success message and a payment is recorded in Zoho Invoice.

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Is Razorpay PCI compliant?

Yes, it is PCI compliant.

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Are international credit cards supported?

Yes, Razorpay supports international credit cards.

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Payment modes for Zoho invoice- Razorpay

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What are the payment modes supported by Razorpay? Can I accept reccuring payments too?

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Razorpay supports payments through all the major debit and credit cards, UPI Payments, 50+ netbanking banks and popular wallets like : Mobikwik, PayUmoney, FreeCharge, Airtel Money, Ola Money and PayZapp.

You can accept recurring payments from your customers when you integrate your account with Razorpay. Your customers can use their credit cards to make payments to you for the recurring invoices.

However, this will be initiated from our end, and this will depend on your line of business and other factors considered by Razorpay. Enabling recurring payments is totally at the discretion of the payment gateway and partner banks.

If you’d like to enable this for your organization, send us an email at support@zohoinvoice.com with your Razorpay Merchant ID and we’ll be glad to assist you.

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Does Razorpay offer sandbox environment?

Yes. Sandbox or test account can be used to test your integration without having to actually charge credit cards. The Test Environment is an exact copy of the Production Environment, except credit cards and bank accounts are not actually charged.

Note: Make sure that you use Sandbox credentials for Sandbox account and Live credentials for Live account.

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Will my customers be prompted for OTP while making auto-recurring transactions?

For auto recurring transactions, your customer will have to go through a Two-Factor-Authentication Process, for the first transaction. This process will include a verification by either an OTP / Mastercard Secure password / Verified by Visa Password.

After that they will have to consent that all subsequent payments can go through without an OTP.

Users will be notified about the payment in the transaction statement generated.

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How do I refund a payment?

To refund a payment,

  • Head to Razorpay website and login using your credentials.
  • Next, click on the payment from the list which you want to refund under the Payments Received tab.
  • Click on Refund Payment button at the bottom.
  • In the dialog box that appears next, click on OK to refund the full amount or check Partial Refund to refund partial amount.

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Can I receive payments without activating my account?

No, you cannot receive payments without activating your Razorpay account.

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What currencies are supported by Razorpay in Zoho Invoice?

Currently, Razorpay supports only INR (Indian Rupees).

Note: Only the organizations with India as their country will be able to setup Razorpay as their payment gateway.

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All details about Razorpay account

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How does this Razorpay – Zoho Invoice integration work?

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Here is a basic process flow of how the product will work:

  1. The customer signs up on your platform for the service and selects a plan for a timely subscription.
  2. At the time of the first payment, he fills up the card details and agrees to apply recurring payment through a checkbox.
  3. If the customer has an Indian issued credit card, the first transaction will go through a standard 2FA flow (OTP / Mastercard Secure password / Verified by Visa Password)
  4. If an international customer, the transaction will go through without 2FA.
  5. Through backend APIs, at the initiation of the transaction, you can let us know transaction characteristics like amount, schedule and the duration of the recurring plan.
  6. On the specified date, we automatically debit (without any intervention from the customer) the specified amount from the customer’s credit card and send them a confirmation of the same.

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How to create a razorpay account?

To create a Razorpay account, please click the link below, to the Razorpay Signup page

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How to setup Razorpay?

To set up Razorpay, click the Gear icon > Integrations > Online Payments. Click on the Setup Now button under Razorpay and enter the information required and click on Save. As of now, Razorpay is supported only for organizations with India as their country.

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To get Merchant ID,

  • Login to your Razorpay account and verify that you’re in Live Mode.
  • Next, your Merchant ID will be displayed at the top.

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To get Key ID,

  • Login to your Razorpay account and verify that you’re in Live Mode.
  • If you’ve already generated the API Keys, you can find your Key ID under API Keys tab at the bottom-left of the dashboard.
  • If you haven’t generated the API Keys yet, click on the Generate Live Key button to get your Key ID and API Key (Key Secret).

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To get API Key aka Key Secret,

  • The API Key aka Key Secret will be displayed only once when you first generate your Api keys. So, it cannot be retrieved unless you saved them.

  • If you didn’t save your API Key, then the only way left is to regenerate the Api Keys by clicking on the Regenerate Live Key button under the Api Keys tab and the API key and Key ID (Key Secret) will be displayed on a pop-up. If you regenerate your Api Keys make sure to use the newly generated Key ID and API Key while integrating with Zoho Subscriptions.

  • So, with that said, if you haven’t generated the API Keys yet, click on the Generate Live Key under button under API Keys tab at the bottom-left of the dashboard to get your Key ID and API Key (Key Secret).

Note:* It is advised to save your API Key and Key ID (Key Secret) by downloading them because Key ID will not be displayed again anywhere inside the Razorpay account.

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How do I get my Razorpay API credentials?

Login to Razorpay account and click on Api Keys tab from the left pane. Next, click on Generate Live Key button to generate your live API key.

Note: Your API key will be displayed at the top banner.

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What is the per transaction fee?

For domestic cards, the fees charged is always 2% along with service tax of 15%.

For international, Diners and Amex cards the fee charged is 3% along with the service tax of 15%.

Note: In both the cases, the service tax of 15% is charged on 2%.

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In what frequency the settlement will be made?

Here is a Merchent Settlement process and details as given by Razorpay.

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Brexit FAQ: How prepared are you?

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Q. What is Brexit?

Brexit stands for “British exit.” It refers to the United Kingdom’s decision to leave the European Union. On June 23, 2016, the UK voted on the Brexit referendum, and the result was a slight 51.6% majority in favor of leaving the EU.

The UK officially left the EU on 31 January 2020, which marked the beginning of a transition period that is set to last until 31 December 2020.

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Q. Why has Brexit taken so long?

David Cameron, the Prime Minister at the time, campaigned for Britain to remain in EU. After the referendum results, he resigned. To avoid leaving the EU without a deal (known as “hard Brexit” or “no-deal Brexit”), the government provided an extension twice to create time for negotiations.

A deal with the EU is important. No country has ever left the EU before, so this has created a lot of issues for the UK parliament and EU government to work out. Through negotiations, the UK hopes to retain a thriving economy and appease those that were not in favor of leaving the EU. Meanwhile, the EU provides its member countries with certain benefits, like trade agreements and the freedom for EU citizens to travel from country to country without strict visa requirements. The EU government does not believe it’s fair to allow the UK to leave but still hold on to those same benefits.

After Cameron stepped down, Theresa May took over the Prime Minister’s position. While in power, she aimed to pass the deal which she had negotiated with the EU, called the Brexit withdrawal agreement. After parliament rejected this proposition three times, May stepped down from her position on June 7, 2019.

Q. When is Brexit happening? 

The UK already left the EU on 30 January 2020 at 11pm (BST). At the moment, the UK is in a transition period that will end on 31 December 2020.

Q. Is the withdrawal agreement completed? What does it cover?

Yes, the withdrawal agreement has been decided. It sets the rules for the UK to leave the EU in an orderly manner. The document covers information on common provisions, citizens’ rights, problems due to separation across borders, a negotiable transition period, financial settlement, and more.

If there is a “no-deal” Brexit, there will be no withdrawal agreement.

Q. Will a no-deal Brexit happen?

As the end of transition period draws closer, the UK is facing another no-deal situation. Without this agreement in place, the EU’s laws and other agreements will no longer be applicable during interactions between the UK and the rest of the EU.

In the absence of a deal, the EU will treat the UK as a ‘third country,’ and trade between the UK and the EU will be regulated by the World Trade Organisation (WTO). This sudden change in rules may lead to higher trade tariffs.

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Q. How else will Brexit affect trade?

The consequences of the UK leaving the EU will depend on how trade costs change post-Brexit. There are two scenarios in this situation. One, the UK could enjoy the same status as that of Norway with respect to its EU trade relations. Norway has a free trade agreement with the EU, which means no tariffs. It is also a member of the EU single market and complies to the policies and regulations in place to reduce non-tariff barriers.

Two, the UK is unable to cut a trade deal with the EU. Should this be the case, then following Brexit, trade between the UK and the EU will be governed by the World Trade Organization’s rules.

Post-Brexit, the UK will no longer be a part of the EU free trade area. This situation will have a spiralling effect. A few of the affected areas will be the import and export of goods and services, the employment of EU citizens in the UK and vice versa, transport and logistics, copyright, trademarks and patents, environmental industrial standards, and the transfer of personal information across borders.

Operation Yellowhammer mentions the worst-case scenarios in the event of a no-deal Brexit. Some of them include new immigration checks, an increase in prices for gas and electricity, and interrupted financial services across borders. Petroleum prices and the flow of data will also be disrupted.

Q. How will Brexit affect small scale business?

Small and medium scale enterprises (SMEs) are preparing themselves for Brexit however they can. The following are a few key areas that will be affected the most:

Employment: Tighter immigration rules are likely to raise concerns when it comes to talent acquisition.  Small businesses have to revamp their skill strategies before hiring. Reports say that there has been a drop in the number of EU nationals joining UK based companies. The uncertainty caused by Brexit is causing a skill shortage across the country.

Finance: The Bank of England believes that UK banks can manage the turmoil due to Brexit. However, this would cause market fluctuations, thus restricting the banks ability to lend money to businesses. To ease this issue, the UK government might establish the UK Shared Prosperity Fund (UKSPF). The responsibility of this fund is to fight social inequality by raising productivity in economically backward areas of the country.

Growth: The UK was one of the fastest growing economies amongst the G7 countries until the June 2016 referendum was announced. The International Monetary Fund (IMF) has predicted that the growth rate for the UK will remain just above 1.5 percent as long as the UK leaves the EU in an orderly fashion. The sectors which are most concerned with growth are import and export firms.

Q. How long will it take for my business to adapt to these changes?

It is difficult to be specific about the time frame, although reports suggest that an average of 15 months is required to prepare for the change. The EU states an ideal period of nine months. Businesses will be in a transition period until the end of 2020.

If the UK walks out without a deal, the transition period for businesses will remain uncertain. It is important that businesses start planning and setting measures to cope with the change.

Q. How will Brexit affect UK businesses with mostly UK customers?

All businesses in the UK will be affected in some way or another. So, all businesses must prepare to make modifications to their business processes. For example, if you are a product manufacturing company serving UK customers, consider whether your parts are imported from outside Britain. Operation Yellowhammer clearly states that there could be import delays because of HGV congestion. Delays can even occur in custom clearance areas. Owners may now have to seek replacements from local suppliers to keep their business going.

Service based companies, like marketing agencies, may be able to serve only domestic customers. There might be delays in sharing data until GDPR regulations are changed because some businesses may hold personal information on their EU employees that will no longer be permissible to share.

Aside from finding measures to overcome potential problems, the scope of business opportunities will also decrease. Businesses should consider this when drafting their preparedness plans.

Q. What is the Northern Ireland Protocol?

This means that Northern Ireland will comply with the regulations set up by the EU and will also follow the VAT rules during the movement of goods to, from, or within the Northern Ireland region.

However, Northern Ireland will continue to be a part of the UK’s VAT system. During the exchange of services, HMRC will collect VAT and revenue in the Northern Ireland region. If the businesses in this region are already VAT registered, then they do not need to register separately for the sale of goods within Northern Ireland.

Q. How will VAT be applied on goods exchanged between Great Britain and Northern Ireland?

During the exchange of goods between Great Britain and Northern Ireland, the applicable VAT regulations will stay the same. Sellers will charge their customers VAT on invoices, but sellers cannot reclaim it as input VAT. The customer can produce this invoice to reclaim the levied VAT as input VAT.

If businesses need to move their own goods from Great Britain to Northern Ireland, VAT will be applicable and it will be counted as output VAT in the VAT return. On the other hand, when businesses move their goods from Northern Ireland to Great Britain, then VAT will not be applicable unless the goods need to be sold.

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Q. What is postponed VAT accounting?

In the Brexit Omnibus Bill 2020, one of the measures introduced is postponed VAT accounting. Once the UK leaves the EU on 31 January 2020, VAT and customs rules will be applicable on goods imported from 1 January 2021.

In the post Brexit scenario, you wont be required to declare the import VAT beforehand. Using, Postponed VAT Accounting, you will be able to declare and recover import VAT on goods on the same VAT return form. It will be applicable for goods imported into Great Britain from anywhere outside the UK and into Northern Ireland from anywhere outside the UK and the EU.

If you are not prepared to pay at the port, you can opt for postponed VAT accounting. You can record the import VAT in the VAT return under the reverse charge procedure. You may need to notify HMRC before you activate this process for your business. You may also be required to mention the EORI number and VAT number on your customs declaration form.

Q. How will Brexit affect business travel to most EU countries after the transition period?

If you are travelling from the UK to the EU, the UK passport holders travelling to the EU for work will have to follow the regulations set for the entry of personnel from a third country or non-EU nation. Visa-free travel is possible for UK passport holders visiting specific countries for certain business activities. This usually includes meetings with clients or attending conferences related to trade or work. Anything apart from this will require you to present your work visa.

You may need to confirm the purpose of your travel, show suitable arrangements for accommodation and funds, confirm that you have at least six month left on your passport before its expiry, and make sure that the trips are not more that 90 days in 180-day time spans.

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Here are the top 7 cash flow mistakes that can cripple your small business

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All businesses run on cash. Managing money is an essential skill that all business owners should hone as the business progresses in its lifecycle.

Small business owners are often caught in a bundle of activities aimed towards business growth, with very little time or money to assign resources towards monitoring their cash flow. At this stage, there are many chances  to derail your business due to mismanagement of cash. According to a report from CBInsights, 29% of businesses fail because they run out of cash.

Some common mistakes that can lead to cash flow issues include forced growth, miscalculation of profits, insufficient planning for a lean period or crisis, problems collecting payments and more. The first thing that illustrates a problem with cash flow is a dip in sales and a stagnant inventory, both of which directly affect your revenue. Poor money management and forecasting can lead to multiple cash flow gaps in your business, ultimately preventing you from paying your bills on time.

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For your business to succeed, you must check for short term and long term solutions to avoid running into financial problems. Good cash flow management will ensure that you have enough cash to pay your employees on time, purchase inventory to fulfill your orders, have ample stashed in bank account as reserves, all while carving out an efficient way to collect payments before the due date. This will eventually prevent you from overspending and help you with your businesses’ growth plan.

 In this article, you will read about common cash flow problems businesses face and what you can do to save yours from a pool of debt.

Common cash flow mistakes to avoid

1. Not monitoring financial statements

Financial reporting is the method of monitoring financial statements at defined time intervals. A cash flow statement is a financial statement that gives you a detailed insight of your company’s expenses. Investors and other stakeholders rely on this document to judge the value of your business. When you do not monitor your financial statements regularly, you create chances for misinterpreting your businesses’ progress, which may lead to bad decisions.

To avoid roadblocks due to cash flow, you must prepare a cash flow budget to predict future earnings. Good predictions are only possible when you have clear financials that are reconciled frequently.

2.Confusing cash flow with profit

Business owners are always on the lookout for that one key metric to understand the financial health of their business. In such situations, cash flow and profit are often pitted against one another.

Cash flow is the net income of cash moving in to or out of a business at any given time. Profit is the money that remains when you subtract the operating expenses from revenue.

It is possible for your business to be profitable and still have negative cash flow keeping you from paying regular expenses and creating hurdles in your growth plans. Your business can also have a positive cash flow and yet find it hard to make a profit (usually the case in start-ups and scaling businesses).

Cash flow and profit are not the same, and it is important that you understand the difference between the two before you make any important business decisions.

For example, assume that you purchase wooden chairs for Rs 6000 at a 40% margin and sell it for Rs 10000. You can assume that you are making 40% on every sale, after considering minor expenses. However, at the end of a quarter as you prepare your balance sheet, you could be surprised at the losses your business made. In your calculations you did not consider a variety of costs like transaction fees, shipping costs, and costs of storing and returns (which might have been different for each sale).

You could have easily assumed that you are making a profit every transaction, but after including overhead costs you can see the business actually took a loss. When your business cannot keep up with the losses, it becomes difficult to fulfil the cash commitments, leading to a cash crunch.

Forecasting the consequences of such expenses is a necessary step and can be helpful in determining if there’s enough money in the bank account to meet all your expenses. For a healthy cash flow, you must first subtract your current expenses and future costs, like tax, from your revenue. Your business will only be profitable if there’s any money left after this.

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3.Unprepared for the lean period

Rainy days are inevitable in a business. You may not get payments on time, have insufficient cash to pay your dues, have to suddenly invest in repairing expensive equipment or lose customers during a crisis. Such excess expenses combined with insufficient financial reserves can drive your business bankrupt.

Planning the cash flow for your business is always worth the time. As a short-term plan, you can consider stashing away some money as a cash reserve. Financial experts suggest that you can ideally set aside three to six months of your company’s regular expenses as cash reserves. Of course, the best way is to find out your business needs and analyse your financial statements before fixing an amount.

You must also have a long-term cash flow outlook. This will help you forecast the cash required for business operations over a period of two to five years.  The best place to start would be to monitor your current income and expenses.

Here are a few things you can do to save up:

  • Set a monthly goal and set aside that amount every month.
  • Maintain a separate account to prevent from spending it elsewhere.
  • Always try and cut down on non-essential expenses.
  • If you receive a lump sum as profit or receivable, try to allocate a decent part of it to this account.

Your main goal should be to accumulate enough cash as a safety net to meet your needs during lean period, irrespective of how well your business is performing.

4. Not focusing on late payments

Late payments disrupt the flow of cash in a business. You will need to spend a lot of time and effort to chase down customers who owe you. There are chances that your business might run out of funds, making it tough for you to pay your own bills on time and putting your own business at risk.

As a temporary solution, you can opt for loans to pay your suppliers and employees on time. However, it is still difficult to perform core business activities efficiently with insufficient cash in hand.

You must understand that late payments cannot be avoided but can be managed with the right plan of action. Here are a few suggestions:

  • Clarify to your customers, in advance, about penalties you might charge in case of late payments.
  • Since smaller businesses usually do not charge penalties on late payments from customers, you can set up payment reminders for receiving timely payments.
  • If someone is unable to make payments for a prolonged period, try renegotiating the payment terms.
  • Consider rewarding customers who make early payments. You can offer a discount on open invoices or provide them a free service.

5.Trying to expand too quickly

When your business is flourishing, you are faced with increased demands for your products and services. When it happens quickly, you may find it difficult for your business to adhere to the business financial plan that you had devised for the year.

Investing in a bigger office space, hiring more staff, and rolling out new products are but a few scenarios indicating forced growth.  Although such initiatives may bring in more revenue from time to time, they can severely impact your daily operations if not planned correctly.

For example, let us assume that you are experimenting by investing in social media ads for your business. In the first month of investment, you receive a good return. So, you increase your ad spend three times expecting three times an increase in sales.

Even though you might generate more leads, what happens if your ad spend is not directly proportional to the sales? You might end up spending more than you earn, leading to inconsistencies in cash flow. You might need to take a short term loan to cover up your monthly expenses.

Forced growth can lead to problems like improper management of business, inability to manufacture inventory quickly enough to fulfil orders or difficulties in customer service.

Most business owners aim for sustained growth. Efficiently planning and estimating costs involved in expansion can help you manage your cash outflows better. However, you must also forecast and set aside money for paying your employees and suppliers on time and still have enough to pay for the office space while managing to convert the incoming cash into inventory orders. Your goal should be to fulfill all expenses that arise due to expansion in a single cash cycle.

6. Inconsistencies due to seasonal nature of business

Seasonal businesses are businesses that operate in one or two seasons in a year. Such businesses do not have a year-long operation.

For example, if you are selling winter wear, then the only time your sales might pick up is before and during the winter season. During the other seasons your sales may drop and there will be more outflow of cash.

As a business owner, you should find ways to make sufficient income to generate business during slow periods; this will help you maintain your cash flow. You can try partnering with businesses from other industries to create mutual benefits or to offer discount prices for your products. You can even implement creative solutions like hosting events to distribute your product samples, set up an online store or finding a niche market and create products for that audience.

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7. Inefficient management of tax

Paying tax is an obligation and needs to be settled whenever it is due, whether you are a monthly, quarterly or annual payer. Missing out on the due date and making mistakes while filing returns can attract interest and penalties, and may even have the Income Tax authorities visiting your premises demanding an audit. Not only is it expensive, but it takes up valuable time from your day-to -day business activities. Hence, it is important that you keep account of your taxes.

You can meet with a tax consultant every year to calculate the amount of tax that you will be required to pay at the end of a financial year. You should come up with a tax plan after taking into account the cash flow needs of future business operations. A good tax plan accounts for all tax consequences and calculates your income, based on which you can plan activities for long-term progress. It also helps save your business from uncertain tax rates that can affect cash outflows.

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