Can I use Zoho Invoice for free?

Posted on July 27, 2021 by Intern

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Can I use Zoho Invoice for free?

Yes, you can!

Zoho Invoice is forever-free invoicing software that helps small businesses manage their invoices and collect payments effortlessly.

It’s packed with features that are essential for taking care of all your billing needs. With it, you’ll be able to:

Create invoices, retainers, and credit notes
Automate payment reminders
Collect online & offline payments
Record expenses
Offer a self-service portal for your customers
Log work-hours and bill clients for projects
View multiple reports

And much more, all available fully free of cost!

Get Started with Zoho Invoice Now

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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 the gear icon present on the top-right corner of the page, and select Data Backup.

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Click on the Backup Your Data button.

A few minutes after you click the button (approx. 30 minutes), you will receive an email with a link to download your data.

Note: Backing up your data today will not allow you to initiate another backup for the next 15 days.

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 mentioned here.

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 the Gear icon on the top and select the Users option.
Click Invite User and enter your new email address.
Choose the user role as Admin and click Send.
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 the Users section 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 to support[at]zohoinvoice[dot]com and 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.

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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 click here.

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 the Gear icon present on the top right corner of the page.
Select the Organization Profile option.
Click on the Upload your logo option 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 the Save button for the changes to take effect.
Now, your organization logo will be visible in all your invoices.

After uploading the logo, kindly make sure that the option to display your organization logo on all your invoices is enabled. To do that:

Click on the gear icon present on the top right corner of the page and select Templates.
Choose the invoice template of your choice and click on the Edit button.
Tap on the Header section and check whether the Show Organization Logo option is checked. If not, check it and click on the Save button.

I forgot the password for my Zoho Invoice account. How do I reset it?

Click on the Forgot Password link in the Zoho Invoice login screen. Enter your registered email address, enter the captcha code and hit Request.

You will receive an email to the registered email address with the password reset link. Click the link and reset the password.

You will now be able to login to your Zoho Invoice account with your new password.

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 the Gear icon, select Organization Profile and edit the country name as India and finally click Save.

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.

Click here to 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 Advertising and Automatic Design under different email addresses admin@example.com and admin@example.net (in that order) and you wish to bring both of the organizations under the email address admin@example.com
Log into the account created using admin@example.net and invite admin@example.com as a user and assign the user role as Admin. (To know how to invite a user, click here.)
You will receive an email invite to join the organization.
Once you accept the invitation, log into your other account using admin@example.com and you will see both the organization’s listed under your account.
Now, after this is done, delete the user admin@example.net from the Users section of your organization (To know how to delete a user, click here).

Note: Users cannot be added to your organization if you are using the Free plan of Zoho Invoice.

Can I reset my organization?

No, it is not possible to reset your Zoho Invoice organization. The only option would be to delete the organization and create a new one.

To delete an organization, please follow the instructions below,

Click on the organization name on the top right corner and select Manage Organizations from the drop-down.
In the following page, you will see a list of all your organizations.
Click on the delete option under the organization you wish to remove.

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Confirm your action by clicking on Yes in 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 for Data Backup before deleting. This option is available under the Gear icon, on the top right corner of Zoho Invoice screen.
- Select Data Backup and click on Backup 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 the Data Backup only once in 15 days.

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How do I create a recurring invoice? How do I make an existing invoice recurring?

Posted on July 27, 2021 by Intern

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creating a recurring invoice

A Recurring Invoice can be created either from :

Recurring Invoices module
Invoices module

To create a recurring invoice :

Go to the Recurring Invoices module.
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 the Save.

To make an invoice recurring, all you need to do is :

Go to the Invoices module.
Select the specific invoice you want to make recurring.
Click on More –> Make recurring.
Fill in the appropriate fields.

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Also, a New Invoice can be made Recurring using the button Make Recurring given at the bottom right of the Invoice creation page.

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What are the different options to create and send recurring invoices to my customers?

Posted on July 27, 2021 by Intern

Different options to create and send recurring invoices

Follow these steps to customize how and when recurring invoices are sent out.

Click on the gear icon on the top right corner and select Preferences from the drop down.
Now click on Recurring 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.

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How can I view a payment receipt for an invoice?

Posted on July 17, 2021 by

How do I set my invoice due date?

Posted on July 17, 2021 by

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).

How can I import and export invoice payments?

Not just Invoice payments, you can import and export any data into and out of Zoho Invoice.

To Import Invoice Payments,

Go to Payments Received.
Click on the Import Payments option 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 on Next.
How can I record a refund for advance payments I’ve received?

To Export follow similar steps to importing,

Click on the Export Payment option from the Actions dropdown.
A pop-up will appear with Invoice Payments already selected as the entity.
Pick a format in which it needs to be exported to your hard drive. CSV or XLS.
Click on Export

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How can I adjust my invoice total to include shipping charges and miscellaneous adjustments?

Any miscellaneous amount you may want to associate with your estimates or invoices can be added as ‘Adjustments’. The amount entered as the adjustment is added to the invoice total. The ‘Adjustments’ field is displayed right at the bottom of the estimate/invoice creation page.

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 to Settings and choose Preferences > General.
Scroll down to the section titled Select any additional charges you’d like to add and check the boxes Adjustments and/or on Shipping charges to include these on your estimates and invoices.
Hit the Save button when you’re done.

How do I send out customized reminders for my invoice payments?

Zoho Invoice offers both automatic and manual reminders,

1) Automatic reminders can be enabled automatically by going to Settings – 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.

2) Manual reminders are available for overdue and sent invoices. To send manual reminders out, first, you need to enable and configure them. To do this,

Go to Settings – Reminders.
Go to the ‘Manual Reminders’ section.
You can configure the reminder text to suit the message you want to convey.
Save the reminder.
To send a manual reminder out, go to the invoice on which payment is due. Click More – Send Reminder.
Best Zaps to Create when Using Invoicing Software

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How can I record a refund for advance payments I’ve received?

Posted on July 16, 2021 by

Advance payments can be recorded either as an invoice payment or a credit note and both are displayed as unused credits on the contact details page. Both can be applied to invoices and credit notes can be refunded.

To refund the excess invoice payment,

You will need to first raise a credit note(/invoice/kb/credits/use-credit-note.html) for the excess payment.
Later, click on that credit note and select Refund by clicking on the More button.
You can check the bottom of the same page to view the refund history

How do I receive payments online?

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 the Payment Options field as shown below.

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I have configured payment gateways under my settings, but they’re not working for me.

Ensure you’ve followed the following two steps 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 to Settings – Email templates – Invoice Notification.
Click on the Show Mail Content option and tap on Insert placeholders – Online payment.
Select Set this to default if you would like to save that template as your default template.
Hit on the Save button to save the changes made.
Best Zaps to Create when Using Invoicing Software

How do I add or delete a payment mode?

To set a payment mode, kindly follow the below-mentioned steps:

Open the Contacts tab and select a customer
Click on New Transaction and select Invoice Payment.
You can select the payment modes from the Payment Mode drop down. You can also add your own payment mode by clicking +Configure Payment Mode.

To delete a payment mode, kindly follow the below mentioned steps:

Click on the Payment Mode drop down and select +Configure Payment Mode.
Hover over the options provided and a X symbol will be visible next to the option. Click on the symbol to remove the particular payment mode.
Click on Save.

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How do I add a Primary Client to fetch timesheets from Zoho Projects?

Posted on July 3, 2021 by

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With the enhanced Zoho Invoice – Zoho Projects integration, only projects that are associated with a Primary Client will be able to fetch timesheets from Zoho Projects.

To make existing clients as primary clients in Zoho Projects:

Go to the Users module from the left sidebar of Zoho Projects.
Click the Client Users tab.
Click the other actions button in the top right corner and select Change Primary Client.
Select the client company and click Update.
You can also make a client as a primary while adding a new client company by selecting the Make as Primary Client option.

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Why are some of my time entries not fetched from Zoho Projects?

Your time entries will not be fetched from Zoho Projects if:

They are not billable.
They haven’t been approved in Zoho Projects yet.
They are General Timesheets, which do not contain any tasks or bugs.
Their logged hours exceed the maximum limit set in Zoho Books.
They belong to a project that hasn’t been associated with a primary client yet.

Can I log time in Zoho Invoice using a Chrome extension?

Yes, you can log time in Zoho Invoice using the Timer extension for Chrome.

Downloading the extension

Click here to add the extension to Chrome, or search for “Zoho Invoice Timer” at the Chrome Web Store.

How to use it?

Click on the Zoho Invoice Timer icon from the Chrome toolbar or press Alt+shift+I to open the extension
Select the required Project and Task.
Provide a note if needed.
Start the timer.

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Can I clone a particular timesheet entry?

Yes. You can clone a timesheet entry by clicking on the gear-shaped icon, present on the right of the entry, and clicking on Clone.

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How can I permit my TimesheetStaff to record expenses?

Posted on July 3, 2021 by admin

First you will need to create a new role by cloning the existing TimesheetStaff role, and provide permission to record expenses for associated project(s). To create this role,

Click the Gear icon and select Users & Roles.
Go to Roles tab under Users & Roles.
Click the clone button next to TimesheetStaff to duplicate this existing role.
You will be navigated to the New Role creation form. Uncheck the Prevent timesheet staff(s) from recording expenses for associated project(s) option under Timesheets.
- Click Save.
- Assign this newly created role to your users and they will be able to record expenses for associated project(s).

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How do I start the timer for a project?

To start the timer for a project, kindly follow the steps mentioned below:

Click on the Timesheet tab on the left sidebar.
Select the Projects tab and choose the project for which you wish to start the timer.
Click on the Log Time button present on the top-right corner.
Choose a task and click on the Start Timer button.
Once you do that, you will see the timer running on the left bottom corner of the screen.
To stop the timer, hover the mouse over the running timer and click on the Stop button.

Billing Methods and their Description

Fixed Cost for Projects – A fixed cost is set while starting the project. You bill your customer only for the total fixed cost on completion of the project.

Based on Project Hours – This type of billing method can be used for service based projects where the time spent will be the key attribute. You will bill your customer on rate per hour basis.

Based on Task Hours – This type of billing method can be used if your project deals with multiple tasks and each task differs in their level of difficulty or skill. You will bill your customer based on the rate per hour on the task worked.

Based on Staff Hours – This type of billing method can be used if your project deals with different users and varied skill levels working on different tasks. Here you bill your customer based on the rate per hour for the users who work on the project.

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How can I maintain a common task list and use it for all the projects?

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A common task list cannot be created in Zoho Invoice.

As a workaround,

Create a project with the common task lists you wish to have.
Under Tasks, click on Import tasks from existing projects whenever you create a new project and wish to have the same set of tasks. Select a project from the drop-down in the pop-up that follows and select Import.
Now the duplicate project will contain all the tasks from the existing project.
You can edit the project details accordingly.

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How do I create an invoice for multiple projects?

Posted on July 3, 2021 by admin

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To create an invoice with multiple projects,

Start creating a new invoice.
As soon as you select the customer name, under the Items section you will find a notification to include the unbilled expenses and projects to the invoice.
Click on the unbilled projects notification and select the project to be included in the invoice.
To add multiple projects, repeat the process.
Once the invoice with unbilled projects are created, it cannot be edited.

How do I check the billed/unbilled hours and amount of a task/project?

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You can generate a report for the billed/unbilled hours and for billed/unbilled amount for a task in a project. With the help of this report, you can check all the details involved. To generate this report,

Navigate to Reports > Projects and Timesheet > Project Details.
Click on Customize Report and select the customer from the Customer Name drop down. Once the customer is selected you will be able to select the projects they are associated with from the Project Name drop down.
The Report By drop down allows you to generate the report based on Task, Staff or Task & Staff.
Click on Run Report after selecting the required details for generating the report.
The report tables below will show the data according to the option selected in the Report By drop down
From the report you will also be able to check,
- Logged Hours
- Non-Billable Hours
- Billed Hours
- Unbilled Hours and the amount corresponding to each of them.

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How do I delete a time entry?

Time entry can be deleted in two ways,

1) From the Timesheet window,

Navigate to Timesheet > All Timesheet.
Check the box for the time entries you wish to delete.

Click on the ‘Delete’ icon present on top of the timesheet window.

2) Projects,

Select the project in which you would like to delete time entries.
Select the timesheet tab inside the project.
Hover mouse over the list of time entries and the ‘delete’ icon will appear.

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Can I add bulk time entries?

To create an invoice with multiple projects,

Start creating a new invoice.
As soon as you select the customer name, under the Items section you will find a notification to include the unbilled expenses and projects to the invoice.
Click on the unbilled projects notification and select the project to be included in the invoice.

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How can i duplicate the details of an existing project onto a new one?

Posted on July 2, 2021 by admin

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Project duplication can be done by cloning a project in Zoho Invoice, and this will create a new project retaining the same tasks,users, billing method and customer details from an existing project. The new project can be edited after creation to change some of the details retained if needed.

To clone a project,

Go to the Timesheet tab and select Projects sub tab.
Now, select the project you want to clone. Click on the button More and select the option Clone from the drop down.
Enter the name and description of the new project and click on save.
By cloning a project in a new name , the project details are retained. These details can be edited by selecting the cloned project and clicking on the Edit label as shown.

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How can I compare billed and unbilled hours?

Go to the Reports tab and select the Projects and Timesheet sub-tab.
Select Project Summary from the list of options that open up.
You’ll find that you are able to view the comparison of logged and budgeted hours as well

How do I include unbilled expenses and projects in an invoice?

When you are invoicing a customer, you can also include unbilled expenses and projects corresponding to that customer in the same invoice.

Go to the Invoices tab and click the + button adjacent to it.
Select the customer and include desired line items.

You will find the unbilled expenses and projects of the customer displayed right below the line items.

Click the unbilled expense/unbilled project. Check the expenses/projects you want to include in the invoice from the popup and click Add.

You will find that the unbilled expense/project to be included in the invoice as a line item.

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How do I give new users/supervisors timesheet access?

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If you want to give a new user timesheet access, you’ll have to invite the user first.

Go to the Timesheet tab and select the desired project.
Click More Actions and select Add User.
Click the [+] Add new user in the Add users popup.
This will lead you to the invite user popup where you need to mention the email address, name and role of the user and click Send. Select Admin as the role if you’d like to make the new user a supervisor.
Now if you go back to the [+] Add new user popup, you’ll be able to find your new user there. Check the new user and click Add User.

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Can I log time for other users?

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You can log time for other users only if you are an Admin user.

If a new role has been created for you, then your Admin can grant you the permission to manage time entry for others,

Click on the edit option present next to the role created under Settings > Users & Roles > Roles.
In the edit permissions menu, scroll down towards the Timesheets section.
Select the More Permissions option and check the Manage the time entries of other users box to enable the permission for the role.

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How do I give new users/supervisors timesheet access?

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If you want to give a new user timesheet access, you’ll have to invite the user first.

Go to the Timesheet tab and select the desired project.
Click More Actions and select Add User.
Click the [+] Add new user in the Add users popup.
This will lead you to the invite user popup where you need to mention the email address, name and role of the user and click Send. Select Admin as the role if you’d like to make the new user a supervisor.
Now if you go back to the [+] Add new user popup, you’ll be able to find your new user there. Check the new user and click Add User.

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Can I log time for other users?

You can log time for other users only if you are an Admin user.

If a new role has been created for you, then your Admin can grant you the permission to manage time entry for others,

Click on the edit option present next to the role created under Settings > Users & Roles > Roles.
In the edit permissions menu, scroll down towards the Timesheets section.
Select the More Permissions option and check the Manage the time entries of other users box to enable the permission for the role.

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