Associating a default template for a contact
The invoices, bills, notifications mails etc you send out to each client need not look the same. In Zoho Books, you can personalize your templates such that their design is different and very client-specific. These specifications are not only required for business needs, but also bring about the perception of a personal touch among your clients.
Setting default PDF and Email notification templates
You can associate pre-defined default or customized pdf and email templates to your contacts as desired. This includes the ones you have created and added to the Zoho Books gallery. To associate templates to a contact, follow these steps:
Go to Contact Section on the Home page.
Select the contact for which you wish to associate from the contact list pane.
Click on the More option provided on the top right of the contact detail page and Select ‘Associate Templates’ from the drop down options provided. A new associate template window appears.
1. PDF templates
Under the ‘PDF Templates’ section, you can select and assign the template from the drop down options. This includes not only the templates existing in the Zoho Books gallery, but also the ones created and added by you. Templates can be assigned from the gallery of predefined default and custom template options, for each of the following items: Estimate PDF, Invoice PDF, Purchase Order PDF, Sales Order PDF and Credit Note PDF.
Once each of these templates have been associated, they will remain the default templates for all future transactions carried out with that contact.
To add a new PDF Template select the ‘Click Here’ button provided. A new page from the Template section opens up. Follow the steps below to create a new template and store it in the PDF template gallery,
Click on the + New button.
Select from one of the six templates apart from standard templates provided. Click on the ‘Use this’ button which appears on the template you scroll over, to customize and use it. You can preview the invoice before hand to get an idea how your final invoice will look like by clicking on the preview icon.
The template customization can be done in the following sections: Template Properties, Header and Invoice Information, 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.
Your customization can be viewed on the preview section, on the right side of the screen once you click on the ‘Preview’ button. Once done with editing you can click on the ‘Save’ button to finish and exit.
2. Email Notification templates
Under the ‘Email Templates’ section, you can select and assign the template from the drop down options of predefined default and custom templates for each of the following items: Estimate Notification, Invoice Notification, Purchase Order notification, Sales order notification and Credit Note Notification. Again, this also includes the templates you’ve created and added to ones already existing in Zoho Books.
Once each of these templates has been associated, they will remain the default templates for all future mail notifications sent to that contact.
To add a new Email Template click on the ‘Click Here’ button provided. A new page from the Template section opens up. Follow the steps below to add a new template and store it in the mail notification gallery.
Click on ‘Show Mail Content’ found under the Subject and Content column of the desired notification you wish to customize.
Use the Rich Text editor to change the title, body message, text formatting, font size etc as desired. You can insert an image in the notification by placing your cursor where you would like the image to be placed and by clicking on the image icon. Provide a hyperlink of the image in the field that appears.
You can also provide a hyperlink to specific part of the content. Just select the word or sentence that you wish to hyperlink, click on the hyperlink icon and provide the relevant hyperlink.
In case you wish to add more dynamic content to your template, click on ‘Insert Placeholders’ button and select from the desired content title.
If you wish to get a copy of the notifications you send to your customers, just check the box next to the field ‘Send a copy to me’, which is right toward the end of the page. Click Save to apply these changes and exit.
To save these changes as a new template, click ‘Save as new’ instead. This template is now saved to the gallery as a new one and can be used for a specific customer. Click Save to confirm associating templates and proceed.
If you had created custom fields for a module, you can include them in the body of the email template. Let’s say you’ve created a custom field for the invoice module. Now, while configuring the Invoice notification email template, you can include the custom field by selecting its appropriate placeholders. You can do this by clicking on the Insert Placeholders drop-down.