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How do we change the tax amount for an expense manually?

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There might be cases wherein the tax amount in a transaction, say an expense, varies because your vendor calculates the tax applied on the transaction differently.

Zoho Invoice allows you to account for these minor variations by allowing you to manually change i.e override an automatically calculated tax amount, once you apply a tax to a transaction.

Let’s take an example where you print two sets of flyers, A5 (100 Nos.) and A4 (50 Nos.) to give it out to customers at a Sales conference.

The receipt of the expense has the following details:

A5 Flyer (100 Nos.) – $ 123.45

A4 Flyer (50 Nos. ) – $ 123.46

Sub Total – $ 246.91

The vendor also adds a 10% tax for every item in the bill.

10% of 123.45 = 12.345 => 12.35 (Rounded for 2 decimal places)

10% of 123.46 = 12.346 => 12.35 (Rounded for 2 decimal places)

Now tax amount will be 12.35+12.35 = $24.70

Total – $ 246.91 + $ 24.70 = $ 271.61

However, when you attach the receipt and add the expense details in Zoho Invoice, you will enter the sub total of $ 246.91 and you will choose the tax of 10% from the drop-down (or create a new one) and mark it as Tax Exclusive.

Now, the tax in Zoho Invoice will be calculated for the whole amount ($ 246.91) rather than how it was done by the vendor (apply tax to each item). This would result in a tax amount of $24.69.

From the above calculation you can observe a small variation between the calculations done by the vendor and Zoho Invoice.

Under such cases, you can maually adjust these variations using the Tax override feature.

In this case, all you have to do is manually change the tax amount that was initially calculated to reflect the actual tax amount spent.

While creating an expense, click on the Change option next to the Tax Amount to modify the tax rate that has been calculated automatically.

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I tried duplicating the tax name but was unable to do so. Please resolve my issue.

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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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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.

Read more..

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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.

Read more..

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Exploring Zoho Invoice

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Zoho Invoice is an easy to use invoicing platform where you can send invoices to your customers and collect payments.

We’ve focussed on keeping things simple yet packed with everything you would need to stay focussed on growing your business. We give you carefully designed invoices, remind you to collect payments, track the time you spend on projects and help you keep a record of expenses.

You don’t have to worry about crunching numbers to figure your sales is doing, we do it for you. Let’s get started and see how you can make the most of Zoho Invoice, shall we?

Before You Get Started

There are a few things that you need before you get started with Zoho Invoice. If you’re reading this, you probably have it all. Anyway, you would need:

  • a device – computer / laptop / mobile phone / tablet;
  • a stable internet connection; and
  • a browser or the Zoho Invoice mobile app in your mobile device.

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Browser Support

Zoho Invoice supports the latest version of the following browsers:

  • Chrome
  • Firefox
  • Safari
  • Edge

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Signing Up

Since you have all that you need to start using Zoho Invoice, let’s go to www.zoho.com/invoice. Signing up in Zoho Invoice is as simple as creating an email account. To sign up:

  • Click the SIGN UP FOR FREE button in the Zoho Invoice Home page.
  • Enter your Company Name, your email address and a secure password.
  • Select your business location and click the CREATE ACCOUNT button.

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Setting Up your Organization

In this page, you need to enter the basic information about your business to set up your organization in Zoho Invoice.

  • Enter your Organization Name and a Portal Name.
  • Select your Business Location and enter your business address.
  • Select the appropriate Currency and the Language.
  • Select a Time Zone.
  • Click the Upload your logo button to upload your business’s logo. This logo will be displayed in the transactions you create.
  • Click Save.

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Signing In

If you’ve already signed up in Zoho Invoice, you can directly sign in to Zoho Invoice using your email address. To sign in:

  • Click SIGN IN in the top-right corner of the window.
  • Enter your email address and your password.
  • Click Sign In.
  • If you’ve configured the TFA (Two Factor Authtication), enter the OTP (One Time Password) that is sent to your mobile phone and click Verify Code.
  • If you’ve not configured the TFA, click the Manage TFA button to configure TFA. Learn more.

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Get to know Zoho Invoice

Let’s take a look at where we’ve placed things in Zoho Invoice home so that you can navigate without a fuss.

Dashboard – Gives you an overview of your company’s sales and expenses; top projects; due receivables, and a lot more. To know more about various sections of the dashboard, click here.

Sidebar – Allows you to switch between different modules of the product easily. You can raise estimates, invoices, record expenses directly from these modules.

Quick Create – Enables you to instantly create any transaction from any page with a single click.

Gear Icon – Lets you access the application settings to configure and customize it for your business.

Help Icon – Gives you quick access to help documentation or our Support team.

Notifications – Notifies you on what’s happening in the application, your client portal and also updates you on the new features that has been added to the product.

Organization – Allows you to manage/switch between multiple Zoho Invoice organizations.

Recent History – View and go to the recently visited transactions or contacts.

 

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We’ve designed the module home page to make it very easy for you to create transactions, filter them, navigate to module settings and perform other functions.

Page Filters – Enables you to filter the list in the module based on a certain criteria, even based on your own criteria.

Creation Button – Helps you to create a transaction or contact or item depending on the module you’re in.

Hamburger Icon – Contains the options to sort the module based on created time, last modified time, date, invoice number etc., and options to import and export the data of the respective module. It also contains the option to go to the preferences and a link to the frequently asked questions of the respective module.

Action Buttons – Allows you to perform various actions on a transaction in the respective module.

Collapse Button – Allows you to collapse the sidebar providing more space to navigate within modules.

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