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1) You can add a date to the description field of each item, to specify start and end date of the recurring invoice. To do this, simply go to the item field, and start introducing the necessary placeholders in the‘Item details’section.
Days are represented with%(d)%, %(day)%, or %(DAY)%, *
Months are represented with%(m)%, %(month)%, %(MONTH)%(to depict the month as a word eg:January) or%(mm)%(to depict the month as a number eg: 1)
Years are represented with%(y)%, %(year)% or %(YEAR)%,
Note: You can also combine all three date components under a single placeholder too (Eg:%(d)(m)(y)%is a valid command).
2)Mentioning Time frames: Frame your start and end dates in any format using the above variations. The format used to represent days, months and years can be different
Eg:%(d)%,%(M)%,%(Year)%is a valid format even though days are represented with in small letters, months with capitals and years are represented with the word ‘Year’.).
[/et_pb_text][et_pb_image src=”https://blog.gotmenow.com/wp-content/uploads/2021/06/Zoho-Invoice-a-one-stop-solution-to-all-your-invoicing-requirements.png” alt=”How can I convert an estimate into an invoice?” title_text=”Zoho Invoice – a one-stop solution to all your invoicing requirements” url=”https://go.zoho.com/KwD” url_new_window=”on” align=”center” _builder_version=”4.9.3″ _module_preset=”default”][/et_pb_image][et_pb_button button_url=”https://go.zoho.com/KwD” url_new_window=”on” button_text=”Access Free Invoicing Software” button_alignment=”center” _builder_version=”4.9.3″ _module_preset=”default” custom_button=”on” button_text_color=”#FFFFFF” button_bg_color=”#0C71C3″ button_border_width=”0px” button_border_radius=”22px” button_use_icon=”off” filter_saturate=”74%” button_text_shadow_style=”preset2″ box_shadow_style=”preset3″][/et_pb_button][et_pb_text _builder_version=”4.9.3″ _module_preset=”default”]
3) To add or subtract days,months or years, simply use the “+” and “-” keys. Eg:%(d+15)%,%(m+3)%,%(y)%results in 15 days and 3 months being added.
Note: The placeholders functions are very context specific, so please take care with the way they’re used.
Example: To add one month, use ‘%m+1%’ rather than ‘%d+30%’ since the latter would see your date jump from March 1’st to March 31’st (an addition of 30 days) and not April 1’st like required.
4)Delimitersare used in between the date components. The valid delimiters are thecomma(,), thehyphen(-), thedot(.) and white space. If none of these delimiters are specified, space is taken as the default delimiter. Three different delimiters can be used while mentioning a date, but not more than one should be used between a pair of date components
Example:-
’%(d)% , %(m)% – %(y)%’ (Two different delimiters comma and hyphen used between the components) –Valid scenario.
’%(d)% ,,%(m)% – %(y)%’ (Delimiters used twice between a pair of date components) –Invalid scenario.
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,
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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.
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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 :
E-invoices, often known as electronic invoicing, is a GST-compliant electronic authentication technique. All B2B and export invoices generated by a business must be registered with the government system, the Invoice Registration Portal (IRP), and each invoice must be assigned a unique identification number called an Invoice Reference Number (IRN). In addition to IRN, the IRP will create a digitally signed QR code with selected invoice details and digitally sign the invoice data that is provided. As a result, an e-invoice is a document that contains an IRN and a digitally signed QR code printed on it.
E-Invoice has been gradually introduced in the country, based on the companies’ aggregate annual turnover. On October 1, 2020, the first phase went live for companies with a turnover of more than Rs.500 crore. On January 1, 2021, the second phase went live for enterprises with a turnover of more than Rs.100CR.
AATO in any preceding Financial Year from 2017-18 onwards must be evaluated to determine the applicability of the E-Invoicing obligation, according to Not. No. 13/2020, as amended by Not. No. 70/2020 and Not. No. 88/2020. The AATO is calculated based on GST returns. On the E-Invoice Portal, the GST System has also made it possible to examine the applicability.
Suppliers are the only ones who can generate an e-invoice. E-Invoices cannot be generated by recipients or transporters. On behalf of the sellers on their platforms, e-commerce operators can generate e-invoices. E-Invoicing is something that E-commerce operators should be aware of.
The taxpayer’s system generates an invoice, which is subsequently transmitted to the Invoice Registration Portal (IRP) for approval. The invoice data is updated with IRPs digital signature and a QR Code, as well as the Invoice Registration Number, once it has been authorised (IRN). An E-Invoice is what this is called.
The extra-information relating to invoice reference number will now be included in the e-invoices received from suppliers (to whom the mandate applies) (IRN). As a result, recipients of e-invoices must be aware of the mandate’s applicability to their vendor list. Not only that, but the receivers must also know ahead of time the documents they will get.
What influence will e-invoicing have on the procurement cycle?
As a recipient of standard e-invoices, the accounting systems can now automate the recording of purchase invoices, resulting in increased efficiency and accuracy of data in source systems. Furthermore, because IRN is unique to each invoice, it might be useful for identifying similar invoices and hence for reconciliation.
Under the new e-invoicing system, all business to business (B2B) invoices will get electronically authenticated by GSTN. As done in the past, all businesses will continue to generate invoices on their respective ERP.
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!
[/et_pb_text][et_pb_image src=”https://blog.gotmenow.com/wp-content/uploads/2021/06/Zoho-Invoice-a-one-stop-solution-to-all-your-invoicing-requirements.png” alt=”How can I convert an estimate into an invoice?” title_text=”Zoho Invoice – a one-stop solution to all your invoicing requirements” url=”https://go.zoho.com/KwD” url_new_window=”on” align=”center” _builder_version=”4.9.3″ _module_preset=”default”][/et_pb_image][et_pb_button button_url=”https://go.zoho.com/KwD” url_new_window=”on” button_text=”Access Free Invoicing Software” button_alignment=”center” _builder_version=”4.9.3″ _module_preset=”default” custom_button=”on” button_text_color=”#FFFFFF” button_bg_color=”#0C71C3″ button_border_width=”0px” button_border_radius=”22px” button_use_icon=”off” filter_saturate=”74%” button_text_shadow_style=”preset2″ box_shadow_style=”preset3″][/et_pb_button][et_pb_text _builder_version=”4.9.10″ _module_preset=”default”]
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.
