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

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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.

[/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_video src=”https://youtu.be/4g9T20wRdio” _builder_version=”4.9.3″ _module_preset=”default”][/et_pb_video][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_social_media_follow _builder_version=”4.9.3″ _module_preset=”default” text_orientation=”center”][et_pb_social_media_follow_network social_network=”facebook” url=”https://www.facebook.com/zoho” _builder_version=”4.9.3″ _module_preset=”default” background_color=”#3b5998″ follow_button=”off” url_new_window=”on”]facebook[/et_pb_social_media_follow_network][et_pb_social_media_follow_network social_network=”twitter” url=”https://www.twitter.com/zoho” _builder_version=”4.9.3″ _module_preset=”default” background_color=”#00aced” follow_button=”off” url_new_window=”on”]twitter[/et_pb_social_media_follow_network][et_pb_social_media_follow_network social_network=”linkedin” url=”https://www.linkedin.com/company/zoho” _builder_version=”4.9.3″ _module_preset=”default” background_color=”#007bb6″ follow_button=”off” url_new_window=”on”]linkedin[/et_pb_social_media_follow_network][et_pb_social_media_follow_network social_network=”instagram” url=”https://www.instagram.com/business_tools_online/” _builder_version=”4.9.3″ _module_preset=”default” background_color=”#ea2c59″ follow_button=”off” url_new_window=”on”]instagram[/et_pb_social_media_follow_network][/et_pb_social_media_follow][et_pb_post_slider _builder_version=”4.9.3″ _module_preset=”default” posts_number=”5″ include_categories=”139″ box_shadow_style=”preset1″ box_shadow_color=”#0C71C3″ hover_enabled=”0″ sticky_enabled=”0″ bg_overlay_color=”#8300E9″][/et_pb_post_slider][/et_pb_column][/et_pb_row][/et_pb_section]

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.

[/et_pb_text][/et_pb_column][/et_pb_row][et_pb_row _builder_version=”4.9.3″ _module_preset=”default”][et_pb_column type=”4_4″ _builder_version=”4.9.3″ _module_preset=”default”][et_pb_video src=”https://youtu.be/4g9T20wRdio” _builder_version=”4.9.3″ _module_preset=”default” custom_margin=”-30px|||||”][/et_pb_video][/et_pb_column][/et_pb_row][et_pb_row _builder_version=”4.9.3″ _module_preset=”default”][et_pb_column type=”4_4″ _builder_version=”4.9.3″ _module_preset=”default”][et_pb_text _builder_version=”4.9.10″ _module_preset=”default”]

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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Does Zoho Invoice support barcode scanning? If yes, how does it work?

Posted on July 2, 2021 by

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Yes, Zoho Invoice supports barcode scanning in the web app, as well as the Android mobile app. Here is how it works in the web app:

Prerequisite: You have to key in the bar code of the item as the SKU of said item in Zoho Invoice.
Open any transaction (that involves an item) of your preference, and place your cursor in the Item Details field.
Scan the barcode of the item. You’ll see that the item will be highlighted from the Item Details drop-down.
Press Enter or click on the item to add it to your transaction.

Note: Barcodes of length longer than 10 characters are only supported.

To use barcode scanning in the Android mobile app,

Prerequisite: You have to key in the bar code of the item as the SKU of said item in the Zoho Invoice app.
Open any transaction that involves an item and press Add Line item.
Press Select Item.
Click on the barcode icon, available on the top right
Scan the barcode using your camera. The corresponding item will be highlighted. Select the item.

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What is HSN Code or SAC? How do I configure it in Zoho Invoice?

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HSN Code (Harmonised System of Nomenclature) is a six-digit code that classifies more than 5000 products according to well-established rules that is accepted worldwide. This code has been developed by the World Customs Organisation (WCO) to enable efficient international trade. Similarly, SAC (Services Accounting Code) is a six-digit code used to classify the different services that are rendered.

The Central Board of Indirect Taxes and Customs (CBIC) has mandated HSN Code or SAC for goods effective from 1 April 2021. That means when you create transactions and add items to them, the items must have the HSN Code or SAC associated to them.

According to CBIC, if your previous year’s annual turnover is less than ₹5 crores, you will have to use a 4-digit HSN Code or SAC and if it is more than ₹5 crores, you will have to use a 6-digit HSN Code or SAC

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Configure HSN Code or SAC in Zoho Invoice

In Zoho Invoice, we have built a bulk-update wizard to configure and update the items in your organisation with the HSN Codes or SACs.

Once the HSN Codes or SACs are added to the items in Zoho Invoice, they will be auto-populated when you create transactions.

To configure HSN Codes or SACs:

Click the Configure HSN Code or SAC button in the banner in your dashboard.
OR
Click the Configure and update HSN Code or SAC link on the top bar in the Items module.
Select 4-digit HSN Code or SAC if your business’s annual turnover was less than ₹5 crores in the previous year. The 4-digit HSN Code or SAC is mandatory for B2B, SEZ, Export, or Deemed Export tax invoices and optional for B2C tax invoices.
OR
Select 6-digit HSN Code or SAC if your business’s annual turnover was more than ₹5 crores in the previous year. The 6-digit HSN Code or SAC is mandatory for all tax invoices.
Click Save and Proceed.
Next, click Export Items. A CSV file containing all the items in your organisation will be downloaded to your device.
Edit the CSV file and add the corresponding HSN Codes or SACs for the items.
Save the edited CSV file.
Next, go to Zoho Invoice, click + Choose File and select the edited CSV file.
Click Import. Now, the items will be imported along with the HSN Codes or SACs and the transactions you create from this time on will contain items with HSN Codes or SACs.
Click Next.
Click Auto-update Transactions to update the draft estimates, draft credit notes, and the recurring invoices with the HSN Codes or SACs. The auto-update will be scheduled and you will be notified once the HSN Code or SAC is updated in those transactions via in-app notification.
If there are certain transactions that could not be updated with the HSN Codes or SACs, you will receive an email with the list of transactions that could not be updated. You can edit those transactions manually and update them.

Once the HSN Codes or SACs have been updated, they will be auto-populated when you create transactions with items

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Tag Archives: zoho invoice

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creating a recurring invoice

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Different options to create and send recurring invoices

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Configure HSN Code or SAC in Zoho Invoice