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The Settings page provides a place to configure preferences that suit your business and choose options that speed up invoice processing. You can specify details about your organization here, manage currencies in which you raise invoices, add taxes that you collect and add templates that decide the look and feel of your invoices.

Payment Settings page provides a place to configure the payment reminders you send to your customers and the online payment gateways like Authorize.Net, PayPal and Google Checkout for receiving payments online.

There are two steps involved in receiving online payments

  1. Configure your desired payment gateway
  2. Configure the invoice notification mail
  3. Select the Online Payment Option at the time of creating the invoice.

Zoho Invoice is integrated with payment gateway vendors like PayPal, Google Checkout and Authorize.Net, to help you receive online payments for your invoices. Getting paid online helps you receive payments faster and easily. Each payment gateway has its own set up process. Follow the instructions suggested below and you should have things set up in a jiffy.

 

  1. Go to the 'Settings' tab.
  2. Click the 'Payment Settings' link under 'Payment Settings'
  3. Click the 'Online Payment Gateways' link shown in the image below.
    Select online payment
    Online payment settings

Setting up PayPal


To set up PayPal as your preferred gateway for receiving payments, click the 'set up now' link, listed adjacent to PayPal's logo.

PayPal configuration

Enter the below fields for configuring PayPal

Registered email address Enter the email address that you have registered with PayPal.
Re-enter the email address Enter the email address that you have registered with PayPal once again; this is just for confirmation.
Default Payment Option

Paypal Standard: Choose this mode of payment to transact with your clients from across the globe. Your clients can pay you with a credit card even if they don't have a PayPal account. You receive your payments instantly. In PayPal standard a percentage is charged as the transaction fee.

Paypal Business Payments: Whatever your invoice amount, the transaction fee charged by PayPal is just 50 cents. Your clients however can make payments only via an eCheck or PayPal balance. The payment maybe delayed if the payment is received via eCheck. In this mode of payment, you as well as your clients need to have a US PayPal account.

Page Style Enter the “page style” which defines the layout of the payment page that your customers see. Please note that this option is available only for PayPal Standard users. Click here for more on PayPal's page style option.

Setting up Google Checkout


To link Zoho Invoice to your Google Checkout account, you must start off by entering the following URL as the API Call Back URL in your Google Checkout account. Here's how you can do this:

  1. Sign-in to your Google Checkout account
  2. Go to settings and click the Integration link on the left
  3. Enter the "API callback URL" as https://invoice.zoho.com/gnh.ma
  4. Click the 'Save' button

 

Once you are done with adding the call back URL, head over to your Zoho Invoice account to enter your Google Checkout account details:

 

Google configuration

Merchant ID Enter the merchant ID specified in your Google Checkout account
Merchant Key Enter the merchant Key assigned to you in your Google Checkout account

Setting up Authorize.Net

 

Authorize.Net configuration

To configure Authorize.Net enter the values of the below fields

API LoginID Enter the API Login ID given to you by Authorize.Net.
Transaction Key Enter the Transaction Key given to you by Authorize.Net.

More information on API LoginID and Transaction Key can be found at http://www.authorize.net/support/merchant/.

 

Setting up Payflow Pro

 

When you register for Payflow Pro, you will receive an email with information like your Partner ID, Vendor name, etc. Please keep that email handy while filling the details here.

 

Payflow Pro Set up

 

Partner The partner ID as mentioned in your Payflow Pro account
Vendor Your vendor name as mentioned in your Payflow Pro account
Currency

The currency in use in your Payflow pro account

User Enter your Payflow username
Password Your Payflow Pro password

 

Setting up Stripe Payment Gateway

 

Stripe is an online payment gateway provider that accepts credit cards and allows smooth transaction of money into your account. Setting up Stripe in your Zoho Invoice account is pretty simple and straightforward. All you need to set up Stripe for your account is the 'Currency' and the 'API Key'.

 

Stripe Set up

 

Currency Mention the currency used to set up the Stripe account. Currently, we support only USD and CAD.
API Key You will need to paste in your API Secret Key for the integration to work. To find your API info, log into your Stripe account and click on Your Account > Account Settings > API Keys.

 

You can send reminders to your customers when the due date approaches or when the due date has passed and the customer is yet to pay.

To specify both manual and automated reminders,

  1. Go to the 'Settings' tab.
  2. Select the 'Invoice' sub-link. This opens the 'Payment Settings' page.
  3. Click on the 'Payment Reminders' link shown in the image below to open the 'Payment Reminder' page.
    Select payment reminders

Manual Reminders
Select values for the below fields

You can set the manual reminders for open and overdue invoices.

Manual reminders

As shown in the image above, there are 2 options.

To customize or change the default text for any of the reminder , go to the reminder and click on 'edit this reminder' link shown in the image above. For example, clicking on this link for 'Reminder For Open invoices' opens the corresponding page. See image below.

Manual reminder editor

You can edit or leave it as is the fields below

Subject This would be the subject of the e-mail that would be sent to your customer.
Message You can edit the default message to fit your needs. Also, you can make use of the placeholders to add additional information to the message. A placeholder in a template is a filler text surrounding the actual value it represents by a % sign. To make use of a placeholder in your text, just position the cursor at the position at which you would like the placeholders value to be shown and click on the placeholder. Click here to see the list of available placeholders.

Automated Reminders

Automatic payment reminders

Configuring automated reminders is similar to that for manual reminders. Apart from fields like subject and the message you have to specify when and what should be status of the invoice for the reminder to be sent.

To edit an automated reminder, go to that reminder and click on 'edit this reminder' link. For example, when you click on 'edit this reminder' link for 'Reminder 3' the 'Automated Reminder-3' page opens. See image below.

Automatic payment reminders editor

Select values for the below fields

Send This Reminder Select when you want this message to be sent - before the due date or after the due date.
When to remind

You can either select to remind the customer before the Invoice due date or after the due date. If you have chosen to remind the customer before the due date, then in addition to the number of days before due date you can select the minimum number of days after the invoice date that should have passed before you remind the customer. The scenario explained below illustrates why the additional option is required.

For example, say you have a customer whose payment term is 15 days. If, there were just one option to send a reminder - number of days before due date(say 15) - the reminder will be sent to the customer as soon as you have sent him an invoice. This definitely will not go well with your client. To correct this anomaly, an additional field for the minimum number of days after the invoice date a reminder would be sent to the customer has been introduced. So, for a customer with payment terms as 60 days reminder would be sent to the customer on the 45th day after the invoice was created and for a customer with payment terms as 7 - with reminder to be sent 15 days before due date and at least 5 days after the invoice date - the reminder would never be sent.

Case 1: Only one option to enter the number of days before the due date is available .(this is hypothetical)

Case 2: You can choose the minimum number of days after the invoice date in addition to the number of days before the due date.

Payment Terms The Number of days after the invoice date the reminder will be sent
Case 1: Reminder to be sent 15 days before the due date Case 2: Reminder to be sent 15 days before the due date and atleast 5 days before the Invoice date
Net 60 45 days 45 days
Net 25 10 days 10 days
Net 20 5 days Reminder is never sent
Net 16 1 day Reminder is never sent
Net 10 Reminder is never sent Reminder is never sent
Whom To Remind? You can choose to remind yourself, your customer or both.



  1. Go to the 'Settings' tab.
  2. Select the 'E-mail' sub-link. This opens the 'E-mail Settings' page.
  3. Click on the 'Invoice Notification' link shown in the image below to open the 'Invoice Notification' page.
    Email settings
  4. Add the placeholder to provide a link to your customer's payment gateway selected at the time of creating the invoice.

    To add the placeholder,

    • Position the cursor at the location on the message where you want the placeholder.
    • Go to the placeholder list and select the "OnlinePaymentURL" placeholder.
  5. Click on the placeholder.

  1. Go to the 'Invoices' tab.
  2. On the Invoices page, click on 'New Invoice' on the right hand side of the page.
  3. Select the customer, enter invoice details and item details.
  4. Select the 'Online Payment Options' you wish to make available for your client as shown in the image below.
  5. online payment option
  6. Enter customer notes and terms & conditions.
  7. Click on 'Save'.

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