Bills

What is a bill?

When your vendor supplies goods/services to you on credit, you’re sent an invoice that details the amount of money you owe him. You can record this as a bill in Zoho Books and track it until it’s paid.

Creating a bill

To create a bill in Zoho Books:

New Bill

You can also create bills for vendors by directly selecting the contact:

Creating a bill

New bill

From Purchase Order

To convert a purchase order to a bill, it must be in the open status:

Creating a bill from purchase order

Recurring Bill

A recurring bill represents money owed to a vendor on a periodic basis, and recording it can be automated in Zoho Books. An example of such a bill would be the monthly charges you owe your internet vendor.

To create and automate a recurring bill:

Once the New Recurring Bill page opens, fill in the following details:

Fields Description
Vendor Name The vendor for whom you will be creating the recurring bill.
Profile Name Enter a profile name for the recurring bill.
Repeat Every Select the frequency of the bill or the time period for which it should be generated. You can also set a unique period by selecting Custom.
Start On/End On The date range for the recurring bill. If you want it to generate continually, Select the Never Expires checkbox.
Payment Terms The date of payment of the bill.
Item Rates Are Select VAT Exclusive if the item rate doesn’t include VAT and VAT Inclusive it it does.
Item Details Enter the necesssary item details and select the VAT to be applied.
Notes Enter any details for internal purpose.

You can also make an existing bill recurring by:

Creating a recurring bill

Bill Status

A bill can have the following status:

Fields Description
Draft The bills that you’ve saved as draft will be in the Draft status. Bills in draft status will not have any impact in accounts, inventory or reports.
Open The bills that you’ve saved as open and are yet to be paid will be in Open status.
Overdue The due date for these bills has passed and payment needs to be made promptly, probably with an overdue penalty if levied by the vendor.
Partially Paid A portion of these bills have been paid and the remaining amount is outstanding.
Paid These bills has been completely paid.
Unpaid All your outstanding bills, whether Open, Overdue or Partially Paid.
Void These bills have been made redundant.

Bill Payments

Recording from bill

You can record a bill payment by following these steps:

Recording a bill payment

Fill in the necessary details.

Fields Description
Payment Made By default, the total amount of the bill is shown. If you wish to record a part of the payment, you can enter that amount here and its status will be Partially Paid.
Payment Date Date on which the payment is recorded.
Paid through Select the account through which you wish to record the payment.
Reference# You can cadd a number for your reference.
Notes The details of your transaction.

Recording a bill payment

Applying vendor credits

You can create and apply a credit you’ve received from a particular vendor on a bill that is in his/her name. The credit amount you’re owed is subtracted from the bill amount accordingly.

Learn how to do this.

Associate customers to bills

You can associate customers to bill and mark them as billable by the following steps:

Associate Customers to Bills

Other Options

After a bill is created, you can perform the following actions by selecting the particular bill:

Other Actions

Fields Description
Edit You can edit a bill clicking the edit icon on the top left corner.
Void You can void a bill by opening it and selecting More and clicking Void. The note will be rendered invalid. This action can be reverted by selecting the void bill, clicking More and Convert to Draft.
Clone A bill can be cloned and all the details can be auto-filled in a New Bill page.
Delete You can delete a bill by opening it and selecting More and Delete.
Print You can print a copy of a bill clicking on the print icon in the top left of the page.
PDF Download the bill in PDF format by clicking the PDF icon next to the edit icon.
Attach Files Files can be attached by clicking the pin icon next to the print icon.

Note: You can only void bills are not in paid status. To void such bills, delete the payment received for that bill and void it.

Payments Made

The payments you make for your bills in Zoho Books can be viewed under the Payments Made tab. A receipt for these payments can be seen here, with details such as date, payment mode and amount.

There are two ways in which you can view the payments made for you bills:

Payments Made

Bills

Payments made

Once you make an online payment or manually record one in Zoho Books, the corresponding receipt will be displayed in the Payments Made tab.

Custom Views

Custom Views are specific filters to list your bills based on your criteria.

For example, out of all your bills in Zoho Books, you might want to view those bills that are greater than $2000.

With Custom Views, you can simply create this filter. All you have to do is set criteria and later use it to classify data.

To create a Custom View:

Custom View

Your new custom field will now be listed under Created By Me, in the dropdown.

Note: Custom views can be created for both Bills and Recurring Bills.

TOP