Before creating an invoice you need to
- Configure the taxes you collect.
- Select the appropriate default template.
- Add late fees (if any) that you charge on delayed customer payments.
- Go to the 'Invoices' Tab.
- Click on the 'New Invoice' button on the right sidebar of the page (see image below).
Enter values for the following fields
Click on the drop-down icon in the 'Customer' field and select the customer to whom you want to send this invoice.
If the customer is not available in the list click on 'New Customer' below the 'Customer' field to add a customer. A 'New Customer' window pops up. Enter the details here and click on 'Save and Select' button to populate the customer name on the invoice form.
Invoice# The value of this field is based on invoice numbering scheme you have set under invoice preferences. If you have chosen to auto-generate the invoice number, you cannot edit this field and a string generated based on the values of the 'Invoice Prefix' and 'Next Number' appears here. But, if you have disabled auto-generation then this field is left blank and you need to enter an invoice number here. This field is mandatory. Enable Auto-Generation Change 'Invoice Auto-Generation' settings. P.O.# Enter the reference# of an associated document with the invoice, e.g. a project code or a purchase order number. Invoice Date By default, today's date will appear in this field. To enter invoices that have a date in past or in the future, click on this field and select the appropriate date from the calendar that pops up. Terms The default payment terms you have set for the customer appears here. Click on the drop-down icon to select a different payment term. Due Date The due date is determined by the payment terms associated with this invoice. To change this, click on this field and select the appropriate date from the calendar. Late Fee Click on the 'Late Fee' drop-down to associate a late fee if you charge for delayed payments. Change Late Fee Settings
You can either manually enter a particular invoice number or let the system auto-generate the number for you. If you wish to enable auto-generation go to 'New Invoice' page under 'Invoice'. Click on 'Enable Auto-Generation' as shown in the above image and the invoice number image pops up.
- Click on the 'New Invoice' page under 'Invoices' tab
- Go to the Late Fee section, and from the drop-down list select the 'Configure Late Fee' as shown in the image below.
- You can add a new late fee here. Just click on the 'New Late Fee' link as shown in the image below.
- This pops up the 'late fee' settings page. Enter the text as per the description given below.
A late fee is a charge levied by an organization against a client for non-payment of an invoice or a bill by it's due date. Zoho Invoice provides you the ability to automatically apply late fees to overdue customer payments. You can add the late fee settings from withing the new invoice page itself.
To add a new Late Fee
Enter the fields below to complete the first section
|Late Fee Name||Enter the name by which you would like to refer the late fee to.|
|Charge||As shown in the above image, you can charge a late fee as a percentage of the outstanding amount or a flat amount.|
|Frequency||Select the frequency at which you would like to calculate late fees.|
How to assign a late fee to invoices?
While creating or editing an invoice, select the appropriate late fee in the 'Late Fee' drop-down and save the invoice.
You need to enter the list of items that are a part of the invoice in the line item grid shown in the image below. By default, Zoho Invoice provides you three lines in the line item grid. You can add or remove a line. There must be at least one item to complete an invoice.
To remove an item, hover your mouse over the item and click on the delete icon at the end of the line.
To add an item enter values for the fields below
Select the item from this drop-down list you want to add to the invoice. If the desired item is not present, click on 'Add' in the list to create an item.
If you want to add more than three items to the invoice, click on the 'Add another line' link.
|Qty||Enter the quantity of the item if required. The default value is one.|
|Rate||The rate (price) of the item you have set when you created or modified the item appears here. Change this if required.|
Enter the percentage discount on this item you give to your customers.
Note: This field will be shown only if you opted to use discount under 'Invoice preferences'.
|Tax||By default, this is the 'Tax' you selected when the item was added or modified. Click on the drop-down to select a different tax.|
|Amount||This is the actual cost of the item, inclusive of all taxes and discounts that the customer has to pay for.|
|Customer Notes||The default Customer Notes message will appear for every new invoice created . If you wish to set it as the default message for all invoices, then please check the box provided as shown in the image.|
|Terms and Conditions||The 'Terms and Conditions' refer to agreement between you and your customers.If you wish to set it as the default message for all invoices, then please check the box provided as shown in the image.|
Click on the 'Save' button to save the invoice. If the invoice is saved successfully, the 'Invoice Details Page' opens to display the message below on top of the page.
Recording a foreign currency invoice is similar to recording an invoice in your base or local currency.
Before you record a foreign currency invoice, ensure that
- The currency in which you want to record the invoice exists. Go to the currency list page to check this. Add the currency, if it is not present.
- Assign this currency to the customer for whom you want to raise the invoice. Click here for more on this.
Extra fields on a foreign currency invoice
Enter a suitable exchange rate here, as Zoho Invoice does not auto-populate the exchange rates yet.
The exchange rate is recorded as the number of base currency units that equal one customer (foreign) currency unit.
Say for example, your base currency is the US dollar (USD), the foreign currency is Euro (EUR) and the exchange rate is 1.28. In Zoho Invoice this is recorded as 1 EUR (one unit of foreign currency) = 1.28 units of USD (your base currency).
Recalculate item rates
Click on this link, if you have changed the exchange rate after adding a few line items and you want the item rates to reflect the modified exchange rate. When you click on this a confirmation window (see below image) pops up.
To view the list of invoices go to the 'Invoices' tab.
If you have more than 25 invoices in the list a navigation bar as shown in the image below will appear at the bottom of page.
Filtered And Sort Views
By default, Zoho Invoice lists all the invoices. The list of filters are shown on the right corner of 'Invoice list' section. To choose a filter, click the drop-down and select from the filter options available as shown in the image.
|To sort the list of invoices in a particular way, you need to click once on the desired column header. For example, if you wish to sort the invoices as per their invoice number, then you need to click once on the 'Invoice#' link.|
Under special circumstances you may need to perform an action on multiple records. For invoices, you can delete or convert to open multiple invoices at once.
|Convert to Open|
|To convert multiple invoices to open, select the desired invoices and click on the 'Convert to Open' button. To change the status of all invoices to open at once, select the header checkbox and click on the 'Convert To Open' button.|
|To print multiple invoices, you just need to select the desired invoices and then click on the 'Print' button as shown in the image. All the invoices will be generated as one single PDF file.|
You can also delete multiple invoices all at once. Use this judiciously as it is going to delete forever all the selected invoices. Ideally, you will use this under the following circumstances
In all the above scenarios, operating on multiple invoices saves precious time.
The side bar of the 'Invoice list' page is designed to provide some useful links to speed up adding and finding data. You can see on the invoice list's sidebar links to import and export invoices, view the data in Zoho Sheet, create an invoice from Zoho Projects and search invoices.