Preferences



General

To configure the General settings:

Note: You will be re-directed to the General section.

Through the General Settings, you can customize your Zoho Books account by selecting your preferences for the various options provided below.

Preferences

Types Description
No Rounding Time for the projects will be displayed as such. Eg: 17.48 will be 17.48
Rounding Up Time for projects will be rounded off to the next highest value. For example, 17.48 will be 17.5
Rounding Down Time for projects will be rounded off to the next lowest value. For example, 17.48 will be 17.4
Rounding to Nearest Time for projects will be rounded off to the nearest value. For example, 17.48 will be 17.5

Preferences

Preferences

Levels Description
At line Item level Discount for each item individually when creating an invoice.
At invoice level Discount applied to the total price of all the items in the invoice. The two options from the drop down for Discount Before Tax and Discount After Tax.
I don’t give discounts Select this option if you don’t give discounts for your transactions.

Preferences

After making modifications, click on Save so that the changes are not lost.


Branding

Personalize your Zoho Books account to go with your brand.

The Branding section has three sections:

General

To access the general section:

A list of general settings is displayed in this section.

Branding General

Organization Logo
Upload your organization logo that will be visible on all your documents. (Estimates, Invoices, etc.)

Preferred Image Size: 240px x 240px@72 DPI
Maximum size: 1 MB

Themes
You can apply different themes to your Zoho Books organization. This helps when you have multiple orgainizations and you want to differentiate between them.

Would you like to keep Zoho branding on your Invoices and Estimates?
Check the option if you wish to have Zoho icon on your invoices & estimates. leave it unchecked if you wish not to have the Zoho branding.

Note: The option to upload a favicon (a file containing one or more small icons) will be available only if you’d have configured a custom domain for your organization.

Portal Settings

This tab allows you to configure your client portal. Here’s how:

A list of portal settings is displayed in this section

Branding Portal

Portal Name
Choose a portal name to configure the portal url (portal name should be unique and shouldn’t have been used before).

Tip: If your portal name is already taken, don’t worry! Just add numbers next to the portal name to make it valid. The portal name is NOT displayed as the name of the organization in the PDFs.

Banner Message
You can enter a welcome message which will be shown to your clients when they log in to the portal for the first time.

Send me email notification for every activity that takes place in the portal
You’ll be notified through mail whenever your customers make payments, add comments and accept/decline estimates.

Allow customers to forward documents from portal
Your clients can forward documents through the client portal. The people who forward the document to will be added as contact persons in the contact information for that client.

Send an email notification to customers when I comment on Invoices/Estimates
An email is sent to your customers whenever you add a comment for any transaction in the client portal.

Enable customer review for my services
You can receive reviews from your customers to know how satisfied they are with your organization’s services.

Allow customers to view projects and timesheets
if you want to give your clients access to the time logged for each project/task.

Allow customers to edit their information
Customers can edit their billing/shipping address and contact details.

Custom Domain

The custom domain feature enables you and your users to access Zoho Books from a domain of your choice. You can also set unique domain name for your customer portal. To access custom domain:

The custom domain settings are listed in this section

Branding Custom Domain

To know more about how to set up custom domain for your Zoho Books account, click here.


Contacts

Configure preferences related to the Contacts module. To access settings related to contacts:

A list of contact settings is displayed in this section

Contact Preferences

Allow duplicates for contact display name
If you want to allow multiple contacts with the same name to be saved, check this box.

Customer Billing Address Format
You can choose the format and the details of the customer billing adress that is to be displayed in sales PDFs like estimates, invoices, sales order,etc.

Customer Shipping Address Format
You can choose the format and the details of the customer billing adress that is to be displayed in sales PDFs like estimates, invoices, sales order,etc.


Items

Configure preferences related to the Items module.

Item Preferences

Price Lists

Inventory

Access Permissions for Item Rates

Zoho Books allows you to control which users can update the selling price and purchase price of the items in your organization. To do this:

Item Rate Permissions

Immediately, you will see a pop-up window, which enlists the various user roles in your organization, along with read and write permissions for the purchase price and selling price of items.

Item Rate Permissions popup

If you uncheck the WRITE box for a particular role, then all the users under that role would not be allowed to update the selling price or purchase price (or both) for an item. They will also not be allowed to update the rate field in all sales or purchase related transactions.


Estimates

Preferences

To configure Estimates settings:

Configure preferences related to the Estimates module.

Estimate Preferences

Automatically convert accepted Estimate to Invoice

Select estimate fields that you’d like to keep the same on your invoice as well

Terms & Conditions
Enter the terms and conditions of your business to be displayed on your estimates. This will be displayed in all the estimates created unless you change the content at the time of creating the estimate. > Make sure you check the Terms and Conditions Box above this if you want to display it on the estimate.

Customer Notes
Enter the notes to be displayed with regards to the customer. > Make sure you check the Customer Notes Box above this if you want to display it on the estimate.

Custom Fields

Custom fields can be used to add additional fields to your estimates.

Learn more about custom fields

Custom Buttons

A custom button can be used to perform a specific set of functions for your estimates.

Learn more about custom buttons


Sales Orders

To Configure preferences related to the Sales Order module:

Sales Order Preferences

Which of the following fields of Sales Orders do you want to update in the respective Invoices?

Terms & Conditions
Enter the terms and conditions of your business to be displayed on your sales order. This will be displayed in all the sales orders created unless you change the content at the time of creating the sales order. > Make sure you check the Terms and Conditions Box above this if you want to display it on the sales order.

Customer Notes
Enter the notes to be displayed with regards to the customer. > Make sure you check the Customer Notes Box above this if you want to display it on the sales order.

Custom Fields

Custom fields can be used to add additional fields to your sales order.

Learn more about custom fields

Custom Buttons

A custom button can be used to perform a specific set of functions for your sales orders.

Learn more about custom buttons


Invoices

Configure preferences related to the Invoices module.

The invoice preferences will be displayed.

Invoice Preferences

Allow editing of Sent Invoice?: Check this option to edit invoices which are already sent to your customers.

Associate and display expense receipts in Invoice PDF: Check this option to associate the expense receipts and display them in the invoice PDF.

Invoice Order Number

Use Sales Order Number
Order of the invoice number will be based on the sales order number of the sales order(s) that get converted to invoice(s). Use Sales Order Reference Number Order of the invoice number will be based on the sales order reference number of the sales order(s) that get converted to invoice(s).

Payments

Terms & Conditions
Enter the terms and conditions of your business to be displayed on your invoice. This will be displayed in all the invoices created unless you change the content at the time of creating the sales order. > Make sure you check the Terms and Conditions Box above this if you want to display it on the invoice.

Customer Notes
Enter the notes to be displayed with regards to the customer. > Make sure you check the Customer Notes Box above this if you want to display it on the invoice.

Custom Fields

Custom fields can be used to add additional fields to your invoices.

Learn more about custom fields

Custom Buttons

A custom button can be used to perform a specific set of functions for your invoices.

Learn more about custom buttons


Recurring Invoices

Configure preferences related to the Recurring Invoices module.

The preferences can be configured here.

Recurring Invoice Preferences

You can choose the method by which you can send the invoices generated from the recurring invoices to your customers.

Create Invoices as Drafts: Invoices once generated will get saved as drafts, you can review them and send to your customers.

Create and Send Invoices: Once the invoice is generated it will be automatically sent to your customers.

Create, Charge and Send Invoices: Your customers can get automatically charged for the invoices created by associating their card and an invoice will be sent to them for reference. By choosing this option you can also configure the settings for successful and failure payment notification and retry setting on payment failure. Learn more about Configuring Auto-charge Settings


Payments Received

To configure credit notes preferences:

Custom Fields

Custom fields can be used to add additional fields to your payments received.

Learn more about custom fields


Credit Notes

To configure credit notes preferences:

The credit notes preferences can be seen here.

Credit Note Preferences

Terms & Conditions
Enter the terms and conditions of your business to be displayed on your invoice. This will be displayed in all the invoices created unless you change the content at the time of creating the sales order.

Customer Notes
Enter the notes to be displayed with regards to the customer.

Custom Fields

Custom fields can be used to add additional fields to your credit notes.

Learn more about custom fields


Delivery Note Settings

If you ship or deliver the products you sell to your customers, then you can configure your Delivery Note settings here. A Delivery Note lists the contents of the package, what the recipient has ordered and what has been sent to them. Typically, a Delivery Note includes description and quantity of the items delivered. In some cases, a copy of the Delivery Note is signed by the recipient and then returned to the seller or consignor as a proof that the items have been delivered.

To configure Delivery Note settings:

The preferences for delivery note settings can be configured here.

Delivery Note Settings Preferences

Check the box next to the fields below if you want to be shown in the delivery note settings PDF. Also, enter a label or name for each of them to be displayed in the PDF.

Document Title
By default, the document title is DELIVERY NOTE. You can change the name of this field as per your preference.

Transaction Number
This field displays the Transaction Number related to a specific delivery.

Date Field
By default, the field where the date is displayed will be shown as Date Field. You may customize it as per your preference.

Item
The field which shows the items which are being delivered will be displayed as Item.

Description
The description of the items being delivered will be provided in this field.

Quantity The quantity field will display the quantity of the items being delivered.

Reference Field
This field displays the reference number or code for the Delivery Note. By default the preference to display this field in the Delivery Note will be selected. Enter the name under which this field should be displayed. Uncheck the check box next to this field, to exclude it from the Delivery Note.

Bill To
This field will display the name of the person to whom the items are billed. By default this field will be selected and you can change the name of this field. If you wish to exclude this from the Delivery Note, you can uncheck the check box next to this field.

Delivery To
You can enter the name of the person to whom the items will be delivered, in this field. By default this field will be selected and you can change the name of this field. You can exclude this field from the delivery note, if you wish, by unchecking the check box next to this field.

Show Customer Notes
If you wish to display the customer notes from the invoice, which is related to a specific Delivery Note, you can select this option.

Signature
In case you require a signature from the customer on the Delivery Note, as a proof of receipt of the items, you can include this field. You can change the name of this signature field, if you prefer. If you wish to exclude this field in the Delivery Note, uncheck the check box next to this field.

Balance Due
This field displays the balance due from the customer. You can change the name of this field as per your preference. If you wish to exclude this from the Delivery Note, uncheck this field.


Packing Slip Settings

A packing slip will include details of the contents in a package you deliver. The purpose of a packing slip is to inform all the parties, i.e. transport agencies, government authorities and customers, about the contents of the package which is being delivered.

To configure Package Slip settings, click on the Settings icon found on the top right hand side corner of the screen. Click on Preferences and select Packing Slip Settings tab.

Packing Slip Settings Preferences


Purchase Orders

Configure preferences related to the Purchase Order module.

Purchase Order Preferences


Custom Fields

Let us ruffle through the following topics on custom fields:

Custom fields - Overview

Custom fields can be used to add additional fields to your credit notes. For example, if you are sending sales orders to customers in different parts of UAE, then you can create a custom field called “Location”, select its type as “Dropdown” and give the various places in UAE as the “Options”.

Let us take the Estimates module as an example, this is the method by which you can create custom fields from the Preferences section

To create a custom field:

Note
If you want the field to be shown in the credit notes PDF, select Yes under Show in all PDF.
To make the custom field mandatory (i.e. you cannot save the invoice without entering this custom field), select Yes under Is Mandatory.

Invoices List

Custom fields - Labels

New Custom Field

Actions Description
Label Name Enter a name for your new custom field.
Data Type A data type is simply the type of data you enter into a system. It can be a integer(number), string(text), float(decimal) and so on.
Is Mandatory Mark this option as Yes, if you want the custom field to be a mandatory one, i.e, it shouldn’t be left blank.
Show in all PDF By checking this option as Yes, the custom field will appear in all PDFs of the concerned module (invoice, purchase order, etc.).
Default Value The value entered in this field will be displayed by default for this field. You can always change it while creating the transaction.
Preview You will be able to see how the custom field will look like, when creating a transaction.

The 12 data types supported by Zoho Books are:

Data Type Description
Text Enter a word or a short phrase against the field name.
Email Enter an email address against the field name.
URL Enter a URL to a file or a website against the field name.
Phone Enter a contact number against the field name.
Number Enter any positive or negative number against the field name.
Decimal Enter any positive or negative decimal number against the field name.
Amount The amount you enter will be displayed along with the currency you wish to display. It may be your organization’s base currency or the currency for that particular transaction.
Percent Enter a value to denote a percentage against the field name.
Date Select a date from the calendar for this field.
Checkbox You can add a checkbox with a small text or description to tell what it is for. For example, it may be used to confirm an action or make a choice. If it is selected, the value ‘true’ is passed, if not ‘false’ is passed.
Auto-Generate Number While creating transactions, you can create a custom field with this data type if you wish to automatically generate the data. For example, you can create a custom field called Expense Reference and enter the values as shown in the image below,
auto number
Henceforth, for every expense you create, this field will be generated automatically.
Drop-down Enter a set of options for a field and select them from a drop-down.

Custom fields - Actions

Some of the other actions that you can perform on custom fields include:

Actions Description
Edit Change details of the custom field.
Mark as Inactive The custom field won’t be shown on the credit notes. You can revert this change by marking it active later when you need.
Delete Delete the custom field so that it doesn’t show up the next time you create a credit note.

Note:
If you have created credit notes after adding the custom fields, you won’t be able to delete the custom field. An error will show up.
Delete Error
In such a case, you need to delete the credit note(s) that have values entered after creating the custom field. After doing so, you can delete the payments received(s).
If any custom field to be deleted is marked madatory, you need to delete all the credit notes that have this custom field.

To perform actions on the custom fields:

Custom fields - Change Order

If you have two or more custom fields, you can change the order in which they appear in the credit notes. Here’s how:

The order of the custom fields is changed. It will appear in the same order on your credit notes PDF.
Custom Fields Order

Custom Fields - Limitations

Adding custom fields of different data types have some limitations.

The maximum number of custom fields that can be created for each data type is mentioned inside the ( ):

For easy understanding let’s split the datatypes into four sections.

Section 1

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 20.

Section 2

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 12.

Section 3

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 4.

Section 4

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 3.


Adding Custom fields to Items

The default input fields you come across while creating an item such as the item name, price, etc. is designed to capture information that is common to all businesses. However, apart from the available fields, you would want to store additional information that is unique to your business. Custom fields for items will allow you to do that.

With custom fields, you can receive input in different forms such as number, text, email, etc.

You can also choose whether you want your custom field to be one of the following:

Let’s take an example where you supply printing paper to small and medium businesses. You sell different types of paper based on your customer’s requirements.

You would usually want to enter more information about your items apart from item name and price. You would want to display information such as Net weight, Quality of the paper, number of sheets per pack, etc.

You can create custom field with drop-down datatype and enter all the available options for Net. Weight, Quality of paper, etc. So, while creating an item, you can choose the net weight or quality of the paper from the drop-down menu. This will save you time and will also reduce the margin or error during input.

Creating item custom fields

To create custom fields for items,

Item Custom Field

Item Custom Field

Adding information to custom fields

Adding additional information to your items can be done in two ways:

While creating an item

Enter Additional Information - Item

Now, when you include the item in your estimate/invoice, you will see the custom field and the related value displayed as a column in the item table.

While creating an invoice

Additional information - invoice creation

Editing an item custom field

An item custom field can be edited in two ways:

Deleting an item custom field

To delete an item custom field,

Additional information - invoice creation

Note: A custom field cannot be deleted if it is used while creating a transaction.


Custom Buttons

Zoho Books allows you to create new button actions with the help of an advanced feature called Custom Buttons.

Users can create new buttons and define a set of actions based on their requirements.

For example, You wish to apply a discount of 10% to your regular customers, on their monthly purchase amount. You can define this action in a function and create a button Discount10. Likewise, you can create new buttons and define a set of actions based on your necessity.

Create Custom Button

To create a custom button:

Adding a custom button

Adding custom button details

Note:

Viewing a custom button

Note:

  • A maximum of 10 custom buttons can be added.
  • Custom Button feature is available only for users under the professional plan.

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