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Can accepted estimates be automatically converted to invoices?

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To automatically convert accepted estimates to invoices,

  • Navigate to Settings > Preferences > Estimates
  • Under the Automatically convert accepted Estimate to Invoice,
    • Check Yes, Save as Draft – Convert to invoice and save it in draft state.
    • Check Yes, Save and Send – Convert to invoice and send it to the customer directly.
  • Hit the Save button to save this action.                                                         Know more…

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How do I provide default customer notes, terms & conditions on my estimates? How do I retain these on the converted invoice?

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To set a default customer notes and terms & conditions for the estimates created

  • Navigate to Settings > Preferences > Estimates.
  • Fill the Terms & Conditions and Customer Notes boxes with the content you wish to have on all the estimates you create.
  • Click on the Save button.

 

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To transfer the content on the estimate for customer notes and terms & conditions to the converted invoice

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  • Navigate to Settings > Preferences > Estimates.
  • Under Select estimate fields that you’d like to keep the same on your invoices as well section, check on the Customer Notes and Terms & Condition boxes. This will retain the content on the invoices.

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How do I check if my client has viewed the invoice that I’ve sent him?

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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 estimates as well as viewing invoices.

The client viewed estimates and invoices can be filtered for separate viewing,

  • Go to the estimate or invoice tab under Sales on the home page of Zoho Invoice.
  • Click on the drop down next to All estimates or All Invoices on the top left hand corner, and select Client-viewed.
  • You can now see only the estimates/invoices viewed by the client.

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Alternatively, 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 of the estimate/invoice page accompanying the words Viewed suggests that the client has viewed it.

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How do I turn off/on auto generation of invoice numbers

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To turn on/off auto generation of invoice numbers, click on the tiny settings button right next to the field ‘Invoice number’. Here you can choose to either enable or disable auto generation. This can be done while converting an estimate into an invoice, or later on by going to a created invoice and clicking on ‘Edit’. For imported invoices, we provide an option to enable or disable auto generation before the upload..

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Zoho invoicing software- Dashboard

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Dashboard is the first thing you’ll see when you log into your Zoho Invoicing account. The dashboard gives you a clear picture of your company’s finances, how much you have to receive and how much you have expended and more details.

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Total Receivables

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The Total Receivables section displays how much money your customers owe you. This section is divided into two parts:

  • Current: The amount that you are yet to receive for invoices that have not crossed the payment due date.
  • Overdue: The amount you are yet to receive for invoices that have crossed the due date.

Clicking these numbers will redirect you to the Aging Details report.

The Aging Details report, typically reports the total receivables that are currently due, as well as receivables that are past due.

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Sales and Expenses

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The Sales and Expenses section displays the Total Sales, Total Receipts and Total Expenses of your organization.

  • Total Sales: Displays the total sales done till date for the current year. This Sales, includes the total invoice value i.e. it is inclusive of taxes and credits received from the customer. Clicking this will take you to the Sales by Customer report.
  • Total Receipts: Displays the amount received from your customers. Clicking this will take you to the Payment Received report.
  • Total Expenses: Displays all the costs your business incurred through its operations. Clicking this will redirect you to the Expense Details report.

Read More

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Projects

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The Projects section displays the following information:

  • Project Name
  • Client Name
  • Number of unbilled hours
  • Number of unbilled expenses

Clicking on any one of the projects listed here, will redirect you to the Project Details page in the Timesheet module.

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Your Top Expenses

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This section displays your top expenses across different categories in the form of a pie chart. This pie chart is auto-generated, based on the Expense by Category report of your organization.

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Sales, Receipts, and Dues

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This section displays your organization’s sales, receipts, and dues for different time periods.

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Can I move invoices from one organization to another, if they are under the same account?

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No, it is not possible.

You will have to manually export the data out of one organization in a CSV file and use that to import into another organization. Click here to know more about the steps to import and export data.

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How do I record partial payment against an invoice?

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Here we discuss how do we record partial payment against an invoice. Recording partial payments against an invoice can be done in two ways: When you manually record payments for your invoices, and when customers pay for their invoices through an online payment gateway.

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When you manually record payment for your invoices

  • Click on the Record Payment button present on the top of your chosen invoice.
  • Enter the amount for which you wish to record against the invoice, and click on the Record Payment button. This will change the status of the invoice to Partially Paid.
  • When you revisit the invoice and record the balance payment, the status of the invoice will get changed to Paid.

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When customers pay for their invoices through an online payment gateway

    • Make sure Allow customer to make partial payments for this invoice option is selected for that particular invoice on the invoice creation page. Only then it’s possible to receive partial payments for that invoice via online.
    • Your customer can then click on the Pay Now button to pay. This will change the status of the invoice to Partially Paid.
    • Paying the balance amount will change the status of the invoice to Paid.

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Know More…

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I want to provide discounts at invoice level. Can I?

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Yes you certainly can,

  • Just click on the gear icon on the top right corner and select Preferences.
  • Select General and scroll down. Here you can find a section titled Do you give discounts?
  • Now, you can choose to avoid discounts, give one at invoice level or even at individual item level by checking the respective option.
  • You can also choose to apply the discount before or after tax from the drop down.

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Also remember to enable a field to display discounts on your invoices. To do this,

 

  • Click on the gear icon –> Templates –> Invoices –> Edit.
  • Tap the ‘Item Table’ tab on the left pane and check the box for Discount .
  • Click on the Save button to save the changes.

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How do I record transaction in Zoho Invoice?

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A client has paid $200 as down-payment towards the purchase of a new television. How do I record this transaction in Zoho Invoice?

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Click on Payments Received module on the left panel of Zoho Invoice and select + New.

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Select the customer from the drop-down and enter the Amount. This amount will be saved as unused credits that can be applied to an invoice for this customer.

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If an invoice has already been created, you can also enter the amount under Payment against the invoice.

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These Unused Credits can be used for multiple transactions, based on available credits.

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Who is a sales person? How can I track sales made by a sales person?

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Who is a sales person?

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A sales person refers to the person assigned to that particular invoice, and will represent you in all the transactions that take place with that particular customer. When you generate reports to review your overall business for a particular period of time, you can choose to view the sales break up according to how many sales each person has carried out, which could be useful while deciding incentives and bonuses.

This can be done by going to the Reports tab at the bottom of the Zoho Invoice page, and selecting Sales > Sales by Sales Person.

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Click on the sales person to drill-down and view the details of the invoices associated with them.

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