## Zoho Invoice — Product, features, payments, integrations, solutions, and help Index Access the complete documentation index at: https://www.zoho.com/ae/invoice/llms.txt Use this file to discover all available documentation pages before proceeding. # More with Customers There’s more to Customers than what meets the eye. In this section, we’ll look into all the important things that we’ve not explained before. ## Associating Templates The invoices, quotes, notifications mails etc. that you send out to your customers can be unique to each client. In Zoho Invoice, you can personalize your templates such that their design is different and very client-specific. These specifications are not only useful to meet business expectations, but also to bring about the perception of a personal touch among your clients. * [Setting default PDF and mail notification templates](/ae/invoice/help/contacts/contact-actions.html#set-default-template) * [Selecting PDF Templates](/ae/invoice/help/contacts/contact-actions.html#selecting-pdf-templates) * [Selecting Email Notification Templates](/ae/invoice/help/contacts/contact-actions.html#select-email-notification) ### Setting default PDF and mail notification templates You can associate pre-defined default or customized pdf and email templates to your customers as desired. This includes the ones you have created and added to the Zoho Invoice template gallery. To associate templates to a customer: * Go to **Customers** on the left sidebar. * Select the customer for whom you want to associate a template. * Click the **More** dropdown in the top-right corner of the Customer Details page. * Select **Associate Templates** from the dropdown. In the **Associate Templates** pop-up page, you can create, select and assign a customized PDF or Email Notification templates for your customer as you desire. ### Selecting PDF Templates * Go to **Customers** on the left sidebar. * Select the customer for whom you want to associate a template. * Click the **More** dropdown in the top-right corner of the Customer Details page. * Select **Associate Templates** from the dropdown. * Under the **PDF Templates** section, you can select a template from the dropdown options corresponding to each module. All the templates including the ones added by you to the template gallery will be listed in the dropdown. You can assign the template for each of the following items: * Customer Statement * Quote * Invoice * Credit Note * Payment Thank You * Once you’ve associated these templates to the respective module PDFs, they will be the default templates for all future transactions carried out with the selected customer. * If you do not want to select a template from the dropdown but want to create a template on your own, you can create a new template. To add a new PDF Template: * Go to **PDF Templates** under _Settings_ and click **\+ New** in the top-right corner. * In the _Template Creation_ page, select a template from the existing templates. * Hover your mouse over the template you want to use and click the **Use This** button. Also, you can click the **Preview** button to see a preview of the template. * After selecting the template, you can customize the template as per your preference. Hover your mouse cursor over the template and click the **Edit** button. * The template customization can be done in the following sections: **Template Properties**, **Header**, **Item Table**, **Total** and **Footer**. Each section has elements or properties that can be edited and customized by selecting from the options provided on the customization pane. Learn more about [Template Customization](/ae/invoice/help/settings/templates.html#Customize-PDF-Templates). * After customizing, click **Preview** to preview your customization. * Click the **Save** button once you finalize the changes. ### Selecting Email Notification Templates * Go to **Customers** on the left sidebar. * Select the customer for whom you want to associate a template. * Click the **More** dropdown in the top-right corner of the Customer Details page. * Select **Associate Templates** from the dropdown. * Under the **Email Templates** section, you can select and assign a template from the dropdown corresponding to the module PDF. All the templates including the ones you’ve created and added are listed in the dropdown. You can assign the template for each of the following items: * Quote Notification * Invoice Notification * Credit Note Notification. * Payment Thank You Notification * Once you associate a template to each notification, they will be set as the default templates for all future mail notifications sent to that customer. * If you do not want to select a template from the dropdown but want to create a template on your own, you can create a new template. To add a new Email Template: * Click **New Email Template** next to _Email Notifications_ to go to the Email Template creation page and create a new email template. Learn more about [email templates](/ae/invoice/help/settings/emails.html#email-templates). * After creating a new email template, click **Save** to confirm associating templates and proceed. ## Stopping All Reminders For A Customer Zoho Invoice allows you to send automated payment due reminders to your customers. These reminders can be configured in the _Settings_ module for selective durations as you desire. Now, if you do not want to send these reminders to a specific customer you can stop them. To stop reminders for specific customers: * Go to **Customers** on the left sidebar. * Select the customer for whom you wish to stop the payment reminders. * Click the **More** dropdown on the top-right corner of the customer details page and select **Stop All Reminders**. Payment reminders will be stopped for this customer immediately. Later, if you want to re-enable the reminders for this customer, you can do so. * Select the customer for whom you want to enable the payment reminders, click the **More** dropdown, and select **Enable All Reminders**. ## Cloning a Customer At times, you may find yourself in a case where a certain customer wants to maintain two different email addresses in your organization. In that case, just clone the customer account and assign the second email addresses to the cloned one. To clone a customer: * Go to **Customers** on the left sidebar. * Click the customer you want to clone. * Click the **More** dropdown in the top right corner and select **Clone** from the drop-down. A **Clone Customer** screen will open where all the details of the customer will be auto-populated. Make sure all the details are correct and click **Save**. **Pro Tip:** If you have not activated the customer portal for the original customer, then you can activate it for the cloned customer. ## Merging Customers When you import customers from other systems, it is possible to have multiple customer profiles for the same person in the _Customers_ module. You can merge them together to make them as a single customer and bring all the transactions under a master customer. **Warning:** Once you merge customers together, they cannot be separated back as individual customers. All transactions associated with them will be listed under the master customer and the other customers will be marked as inactive. You can mark the inactive customers as active again, but the transactions under them will be erased. **Prerequisite:** The customers you are merging must have the same currency to merge them together. There are two ways to merge customers in Zoho Invoice depending upon your preference: * [Merging Multiple Customers](/ae/invoice/help/contacts/contact-actions.html#merging-multiple-contacts) * [Merging two customers](/ae/invoice/help/contacts/contact-actions.html#merging-two-contacts) ### Merging Multiple Customers It’s best to follow this method, when you want to merge more than two customers together. To merge multiple customers: * Go to **Customers** on the left side bar. * Select the customers that you want to merge together. * Click the **More Actions** dropdown and select **Merge**. * Select the master customer from the customers displayed and click **Continue**. * Click **Confirm** in the next pop-up page. ### Merging two customers When you want to merge only two customers, follow this method. To merge two customers together: * Go to **Customers** on the left sidebar. * Select the customer you want to merge with the master customer. * Click the **More** dropdown and select **Merge Customers**. * Select the master customer from the dropdown and click **Continue**. * Click **Confirm** in the next pop-up page. ## Marking a Customer as Inactive To mark a customer as inactive: * Go to the **Customers** module. * Select the customer to be marked as inactive by clicking the check-box. You can select multiple customers as well to mark them as inactive. * Click **Mark as Inactive**. ## Deleting a Customer You might want to delete a customer when it has become obsolete. However, you cannot delete a customer if transactions are recorded under it. You must delete all the transactions before you can delete the customer. If you want to retain the transactions, you can mark the customer as inactive. To delete a customer: * Go to the **Customers** module. * Select the customer to be deleted by clicking the check-box. You can select multiple customers as well to delete them. * Click the **More Actions** icon and select **Delete**. * Click the **Delete** button in the pop-up to confirm and delete. Alternatively, you can also delete individual customers by selecting them. * Select the customer whom you want to delete . * Click the **More** dropdown on top of the details page. * Select **Delete** from the dropdown. ## Assigning Customer Owners When you have a large customer base, it is difficult for a single person to handle all of them. Also, it is possible to miss out on some customers when you’re pre-occupied with your business. To help you in scenarios like these, Zoho Invoice offers you the ability to assign one of your employees as a customer owner to a customer or a group of customers. Now, the customer owner can create, view or edit transactions for the customers assigned to them. **Prerequisite:** * You must have at least one of your employees as a user in Zoho Invoice with the **Staff - Assigned Customers Only** role. This role is available by default under the **Roles** tab in **Settings**. Learn more about [Users and Roles](/ae/invoice/help/settings/users.html). * You must be an admin or a user with access to assign other users as customer owners. After adding a user with the **Staff - Assigned Customers Only** role, you can assign them as customer owners, either while adding a new customer or after adding a customer. **Assigning while creating a new customer** * Select one of the users listed in the dropdown against the **Customer Owner** field. **Assigning after you’ve added a customer** * Go to **Customers** on the left sidebar. * Select the customer for whom you want to assign a customer owner. * Click the **More** dropdown on the top-right corner and select **Assign Customer Owner** from the dropdown. * Select a user from the dropdown and click **Assign**. You can **assign a customer owner to multiple customers** at a time. To do so: * Go to **Customers** on the left sidebar. * Check and select multiple customers. * Click **Assign Customer Owner** at the top. * Select a user from the dropdown and click **Assign**. ## Sending Unpaid Invoices List To Your Customers At times, customers might delay in making the payments for the invoices that you’ve issued to them. It could be due to a variety of reasons. However, you can send them a copy of all their unpaid invoices and urge them to make the payments that are due. There are two ways to send a PDF of unpaid invoices list to your customers in Zoho Invoice: * [Attach them while sending a customer statement](/ae/invoice/help/contacts/contact-actions.html#sending-customer-statement) * [Attach them while sending an email](/ae/invoice/help/contacts/contact-actions.html#sending-email) ### Attach them while sending a customer statement To send an **Unpaid Invoices List** along with sending a customer statement: * Go to the **Customer** module in the left sidebar. * Select the customer to whom you want to send the customer statement. * Navigate to the **Statement** tab in the _Customer Details_ page. * Click **Send Email** in the top-right corner of the page. * Check **Attach Unpaid Invoices List** to attach a PDF of the unpaid invoices list of the particular customer. * Click **Send**. ## Exporting Customers The export option in the _Customers_ module allows you to export the customers and the contact persons in CSV or XLS format. As soon as you export, the data will be downloaded to your system in the format that you’ve chosen. To export customers: * Go to **Customers** on the left sidebar. * Click the **More** icon at the top. * Select **Export Customers** or **Export Contact Persons** option from the dropdown. * Select the export file format as either **CSV** or **XLS**. * Click **Export**. ## Bulk Actions Bulk Actions allows you to perform a particular action on a group of customers. You will be able to send or print customer statements of a group of customers in a single attempt, update customers, enable Customer Portal, mark customers as active or inactive and delete customers. Let’s look into how you can perform bulk actions in Zoho Invoice. * [Bulk Send Customer Statements](/ae/invoice/help/contacts/contact-actions.html#bulk-customer-statements) * [Bulk Update](/ae/invoice/help/contacts/contact-actions.html#bulk-update) * [More Actions](/ae/invoice/help/contacts/contact-actions.html#more-actions) ### Bulk Send Customer Statements When you select customers in bulk and send bulk statements, each customer’s statement is sent to their email address respectively. The statements that are sent to every customer will be of the same period. To send bulk customer statements: * Go to **Customers** on the left sidebar. * Select the customers to whom you want to send bulk statements by clicking the check-box. * Click **Send Customer Statements** icon at the top. * Select the period for which you wish to send customer statements. * Click **Send Statements**. The emails are scheduled and sent. You will be notified as soon as the statements are sent to your customers. **Insight:** You can send a maximum of 25 customer statements at a time. So, it’s best to select a maximum of 25 customers whenever you want to send customer statements in bulk. To print customer statements in bulk: * Go to the **Customers** module in the left sidebar. * Select the customers whose customer statements you want to bulk-print, by clicking the check-box. * Click the **Print Customer Statements** icon in the top bar. * Select the period for which you wish to print customer statements. * Click **Print Statements**. **Insight:** You can print a maximum of 25 customer statements at a time. So, it’s best to select a maximum of 25 customers whenever you want to print customer statements in bulk. ### Bulk Update Bulk Update allows you to update fields such as **Currency**, **Payment Terms**, **Price Lists** and **Custom Fields** in the customers module in a single attempt. To bulk update: * Go to **Customers** on the left sidebar. * Select the customers whose information you want to bulk-update, by clicking the check-box. * Click **Bulk Update**. * Select the appropriate **Currency** and update the new **Payment Terms**. * Click the **Update Fields** button. ### More Actions You can enable Customer Portal in bulk for your customers, mark customers active or inactive and delete them. * Go to **Customers** on the left sidebar. * Select the customers whose information you want to bulk-update, by clicking the check-box. * Click the **More** dropdown. * Select **Enable Portal** to enable Customer Portal for all the customers. * Click **Mark as Active** or **Mark as Inactive** to mark all the customers as active or inactive respectively. * Select **Delete** to delete customers in bulk. ## You might also find these helpful [ ### PDF Templates Customize your templates for various transactions in Zoho Invoice to match your brand and preferences. ](/ae/invoice/help/settings/templates.html?src=help-other-resources)[ ### Import and Export Data Learn about importing and exporting your data in Zoho Invoice. ](/ae/invoice/help/import-export/?src=help-other-resources)[ ### Integrate Zoho Invoice with Zoho Mail Discover how you can use Zoho Mail to organize emails within the Customers module, attach them to quotes and invoices for better tracking, and more. ](/ae/invoice/help/integrations/zoho-mail-integration.html?src=help-other-resources)