Click”+”icon and proceed to create a recurring invoice as usual.
You will be prompted to enter data relevant to recurring invoices, such as Start and End time, and Recurring frequency. Enter the information according to the specifications which you want your recurring invoice to possess.
Save the changes by clicking on theSave.
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To make an invoice recurring, all you need to do is :
We’re all witnessing the effect that COVID-19 is having on businesses throughout the world. As CX expert Shep Hyken remarked: “In difficult times, it is more important than ever to maintain or boost the customer experience.” While standing up for customers is definitely a priority, it’s equally important to have a positive cash flow and ensure you don’t run low on reserves. Here are a few best invoicing practices that can help you maintain a balance:
1. Communicate clearly and candidly with your customers
Customers might have to make tough choices during these uncertain times, and they may have questions regarding cancellation and refund policies or your Business Continuity Process (BCP). A clear communication strategy can not only address those ambiguities but can also build trust with your customers.
If you offer a self-service portal where your customers can log in and view their transactions, you can display information about these policies there.
If you are sending out automatic payment reminders but your customers are having problems paying, they need a way to contact you quickly and discuss their options. Make sure you include all your contact information in the reminder emails that you’re sending.
This extends to cancellations as well—if a customer decides to call you before canceling the service, it’s a chance to figure out a solution so you don’t lose their business. Make sure you take advantage of these opportunities!
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3. Relax deadlines
Your customers’ priority at this moment will be keeping their family and loved ones safe. So your estimates might be accepted a little later than usual, and your invoice payments may come in a little later too. Instead of bombarding customers with multiple reminder emails, consider relaxing these deadlines for a little while.
As a business owner, your goal is (and should be!) to get every invoice 100% paid on time, every time. However, in times like this, if your customers are willing to make partial payments rather than a bulk single payment, allowing them to do so helps improve your cash flow. And so it is one of the invoicing practices.
Factoring invoices is an option that businesses can use to meet their immediate cash needs. The businesses get paid a reduced amount upfront by the factoring companies, who in turn collect payments from customers when they are due.
By offering discounts for your outstanding invoices, you are proving that you care enough about your customers to give them a bit of a break.
Alternatively, you can offer credits to be applied on their next subscription renewal.
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7. Pause, don’t cancel
With worldwide travel restrictions and shutdowns in place, businesses have already started slowing down. It’s only natural for your customers to cancel some of their services. To keep them from churning permanently, provide an option to pause the subscription for a while, instead of canceling it altogether.
Alternatively, you can extend the next subscription renewal date by a month or two without charging the customers. Think carefully before offering this, though, because not all businesses can afford to continue offering services free of charge.
Even after you offer a discount or extend the deadline for payment, if a customer is severely impacted by this pandemic and won’t be able to pay you back any time soon, you can try to collect partial payments and write off the remaining invoice amount.
Writing off an invoice is the last resort. To ensure you don’t write off too large a portion of your receivables, it’s good to regularly monitor your bad debt incurred during this period. And so it is the on of the best invoicing practices.
If a customer has been with you for a long time and is sticking with you during this period, an increased credit limit is a good way to thank them for their business. By increasing their credit limit, you are letting them know that you continue to want their business.
If your customers choose to cancel their subscription, you should definitely ask them if they’d like to give a reason. This information can not only help you understand your customer trends, but also reduce your churn. Depending on the reason they enter, you can have your customer support or retention team give them a call and try to win them back.
Though some of these tips might have a negative effect on your finances temporarily, they can gain you long-term benefits like customer loyalty and customer retention, which will help your business recover more easily. And hence helpful for invoicing practices.
To help you implement these strategies, Zoho’s invoicing solutions—Zoho Invoiceand Zoho Subscriptions—offer all of these functions either directly or through integrations.
Did you find these tips useful? Can you think of some other cash flow strategies that businesses can use to get through difficult times? Let us know in the comments.
Take care and stay safe! We’ll get through this together.
Enter your account’s password and click on theAdd Emailbutton.
Now, hover your cursor over the newly added secondary email, and click on thegreen mailboxicon.
This action will make the newly added email address into your new primary email address.
You can now use this primary email address to access all the Zoho applications.
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What happens when I import the same file twice in Zoho Invoice? Will the already existing data get overwritten?
When you import the same file twice, the entries of the file won’t replace the already existing files. Instead, it skips the existing entries and imports the ones that are new.
PS: This rule does not apply if you choose “Overwrite” option while importing data in the Contacts and Items modules. By clicking this, all the values in the existing records will be replaced with the imported ones and cannot be restored
Is it possible to add SPF and DKIM records to validate transactional emails from Zoho Invoice?
Yes. You can includezoho.comto your SPF (Sender Policy Framework)record. This entry represents all mail sending services of Zoho, and therefore including this entry would be sufficient if you use any other Zoho Product as well.
Note: Configuring this helps in cases where emails sent from customer addresses, might sometimes be caught in the recipient’s spam filter. To avoid this, we recommend you to add zoho.com in the SPF record of your domain’s DNS settings.
We hope that adding SPF record would be enough and there would no need for adding our public DKIM keys.
However, feel free to contactsupport[at]zohoinvoice[dot]comshould you require any assistance on this regard.
I have three organizations under a parent organization. Will I be able to create individual organizations and monitor their activities in one place?
You can create multiple organizations in Zoho Invoice and switch between them whenever necessary. But, you cannot monitor the activities of all the organizations in one place. This feature is currently not available in Zoho Invoice.
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I have two stores with different names and addresses. How can I use Zoho Invoice for both the stores? Do I need to buy two separate subscriptions?
Actually, no you don’t have to get two separate subscriptions, since there is a workaround for this.
You can create two templates and customize one of them to show your alternate address, by replacing your organization’s address. Here is how you do this:
OpenSettingsand click onTemplates.
Clone your Default template and name it appropriately.
Hover your cursor over the cloned template and click onEdit.
Under Template Properties, uncheck the box that saysShow Organization Logo.
Type in the other store’s name and address and click onPreview.
Don’t forget to hitSave, present on the top.
Now you can use this template for your transactions, by scrolling down on your editor screen, click on the edit option present beside theTemplatefield, and choose the alternate template.
Please refer to the gif file present below for further clarity:
The Configure Emails option helps you to add additional email addresses to your organization. Transactions can be sent to your customers from any one of these email addresses as well. To do so:
Click Configure Emails.
Click the +Add Additional Contactoption to enter the name and the email address of the contact and hit Save.
An email would be sent to that email address with the verification link. The owner of the email address will have to forward that mail to you.
You need to click the verification link to complete the verification process.
To send transactions via the newly added email id, just move your mouse on the side of the email addresses and hit Mark as primary.
NOTE: This flow of email address verification has been set in this pattern, to ensure authentication of the users. As, your Zoho Invoice account contains critical financial information, we make sure that only the right person gets access to it.
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How do I backup my data?
To backup all the data of your Zoho Invoice account, kindly follow the below mentioned steps:
Click on thegearicon present on the top-right corner of the page, and selectData Backup.
Is it possible to change the email address with which I access my Zoho Invoice account?
Yes. You can change the email address with which you access your Zoho Invoice organization. You can find the list of scenarios and the corresponding steps you could use to change your email address.
Case 1: If you’ve signed up for Zoho Invoice using your personal email address and plan on using your organization email to access your Zoho Invoice account.
In this case, you can change the email address by following steps mentionedhere.
Note:Kindly make sure that the email address to which you wish to switch shouldn’t already have a Zoho account.
Case 2: You’re in the paid plan and you wish to access your Zoho Invoice account using another email address.
To add a new email address, kindly follow the instructions below:
Click on theGearicon on the top and select theUsersoption.
ClickInvite Userand enter your new email address.
Choose the user role asAdminand clickSend.
You/the user will receive an email invitation to join the organization.
Accept the invitation and log into the organization using the new email address.
Now, head to theUserssection and delete the user with the old email address.
Note:If you belong to the free plan/exceed the user limit, you cannot add more than one user. In that case, send us an email tosupport[at]zohoinvoice[dot]comand we will provide you permission to add another user. Once we’ve enabled the option, we’ll let you know and you can follow the above steps to add your new email address.
Why am I not able to send invoices, estimates, etc. when I use an AOL email address as my primary email address?
If you create your Zoho Invoice account using an AOL email address, you won’t be able to send invoices, estimates to your customers as AOL’s DMARC policy does not allow Zoho Invoice to send emails on behalf of users/businesses using AOL addresses.
Hence, we advise you to change your primary email address created under a different domain. To know more about how to change your primary email address, kindly clickhere.
How do I make my company’s logo visible on all my invoices?
To make your logo visible on your invoice, you will have to upload your logo on to the organizational profile of your Zoho Invoice account. To upload your organization logo:
Login to your Zoho Invoice account and click on theGear iconpresent on the top right corner of the page.
Select theOrganization Profileoption.
Click on theUpload your logooption to upload your organization’s logo from your computer.
Kindly make sure that the preferred image size for your logo is 240px x 240px @ 72 DPI (Maximum size of 1MB.)
Once you upload your logo, click on theSavebutton for the changes to take effect.
Now, your organization logo will be visible in all your invoices.
Can I select my country as India but, have USD as the base currency?
Yes, you can.
In order to create an Organization with India as Country and Base Currency as USD,
Create an organization with some other country name (say Singapore) and choose the currency as USD.
Once the organization has been created, click on theGearicon, selectOrganization Profileand edit the country name as India and finally clickSave.
Note:This case can be applicable for all the organizations having their country as USA, UK, Canada,Australia and India wherein the user wishes to choose a country but have a different base currency.
I have two organizations in Zoho Invoice. How do I transfer data between both the organizations?
While it is not possible to automatically transfer data between two organizations, you can manually export data from one organization and import it into the other.
Clickhereto learn more about how to Import & Export data from your Zoho Invoice organization.
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I created two organizations under different email accounts.How do I bring both the organizations so that I can manage them under a single account?
Zoho Invoice allows you to manage multiple organizations under a single account. If you’ve mistakenly created two accounts to create two organizations, you can bring them together under a single account by following the below mentioned steps:
Let’s take an example where you have created two organizations,Automatic AdvertisingandAutomatic Designunder different email addressesadmin@example.comandadmin@example.net(in that order) and you wish to bring both of the organizations under the email addressadmin@example.com
Log into the account created usingadmin@example.netand inviteadmin@example.comas a user and assign the user role asAdmin. (To know how to invite a user, clickhere.)
You will receive an email invite to join the organization.
Once you accept the invitation, log into your other account usingadmin@example.comand you will see both the organization’s listed under your account.
Now, after this is done, delete the useradmin@example.netfrom theUserssection of your organization (To know how to delete a user, clickhere).
Note:Users cannot be added to your organization if you are using the Free plan of Zoho Invoice.
Confirm your action by clicking onYesin the pop-up that follows.
Here are some things you should know:
The organization should not be under any Paid plan.
The user who is deleting the organization must be the last Admin user of the organization.
The CRM integration must be disabled.
If you’ve enabled the client portal for a few contacts, deleting the organization will not allow your customers to access/view their previous transactions with your organization.
Once an organisation is deleted, you cannot retrieve any data related to that organisation.
In case you wish to delete an organisation, but save all it’s data, you can opt forData Backupbefore deleting. This option is available under theGearicon, on the top right corner of Zoho Invoice screen.
SelectData Backupand click onBackup Your Data. Once you have backed up your organization’s data, you can delete the organisation and still have all the related information.
P.S. : You will be able to perform theData Backuponly once in 15 days.
Click”+”icon and proceed to create a recurring invoice as usual.
You will be prompted to enter data relevant to recurring invoices, such as Start and End time, and Recurring frequency. Enter the information according to the specifications which you want your recurring invoice to possess.
Save the changes by clicking on theSave.
To make an invoice recurring, all you need to do is :
Go to theInvoicesmodule.
Select the specific invoice you want to make recurring.
Click onMore–>Make recurring.
Fill in the appropriate fields.
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Also, a NewInvoicecan be made Recurring using the buttonMake Recurringgiven at the bottom right of the Invoice creation page.
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Different options to create and send recurring invoices
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Follow these steps to customize how and when recurring invoices are sent out.
Click on thegear iconon the top right corner and selectPreferencesfrom the drop down.
Now click onRecurring Invoices, here you can select how you want to handle recurring invoices,
Create Invoices as drafts– Your recurring invoices are only saved as drafts. You can review them, make changes and send them out manually.
Create and send invoices– Your recurring invoices are sent out to the customers for payment automatically once they’re created.
Create, Charge and send invoices– The customer’s credit card associated with the recurring invoice is charged automatically and invoices are sent out for their reference.
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).
Not just Invoice payments, you can import and export any data into and out of Zoho Invoice.
ToImportInvoice Payments,
Go toPayments Received.
Click on theImport Paymentsoption 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 onNext.
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 toSettingsand choosePreferences>General.
Scroll down to the section titledSelect any additional charges you’d like to addand check the boxesAdjustmentsand/or onShipping chargesto include these on your estimates and invoices.
How do I send out customized reminders for my invoice payments?
Zoho Invoice offers both automatic and manual reminders,
1)Automatic reminderscan be enabled automatically by going toSettings–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.
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 thePayment Optionsfield as shown below.
I have configured payment gateways under my settings, but they’re not working for me.
Ensure you’ve followed the followingtwosteps 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 toSettings–Email templates–Invoice Notification.
With the enhanced Zoho Invoice – Zoho Projects integration, only projects that are associated with aPrimary Clientwill be able to fetch timesheets from Zoho Projects.
To make existing clients as primary clients in Zoho Projects:
Go to theUsersmodule from the left sidebar ofZoho Projects.
Click theClient Userstab.
Click the other actions button in the top right corner and selectChange Primary Client.
Select the client company and clickUpdate.
You can also make a client as a primary while adding a new client company by selecting theMake as Primary Clientoption.
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Why are some of my time entries not fetched from Zoho Projects?