## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/ca/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Basic Functions in Retainer Invoice

In this section, let us explore how to enable the Retainer Invoices module, create retainer invoices, record payments for retainer invoices, and track the retainer payments received.

## Enable Retainer Invoices

In order to use the Retainer Invoices module in Zoho Books, you must first enable it in **Settings**. Here’s how:

1\. Go to **Settings** by clicking the **Gear** icon in the top right corner.

2\. Click **General** under _Preferences_.

3\. Check the box **Retainer Invoices**.

**Insight:** As the retainer amount you receive from your customers is a liability in general, it will be recorded in the **Unearned Revenue** account by default. If you want, you can change it in the **Default account for receiving Retainer Payments** dropdown.

![Enable retainer invoice in Zoho Books](/ca/books/help/images/retainer-invoice/zb/enable-retainer-invoices.png)

4\. Click **Save**.

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## Create Retainer Invoices

After [enabling the Retainer Invoices module](https://www.zoho.com/ca/books/help/retainer-invoice/basic-functions.html#enable-ri), you will be able to create retainer invoices. Here’s how:

1\. Click **Retainer Invoices** under _Sales_ in the left sidebar.

2\. Click the **+** icon next to _Retainer Invoices_ in the left sidebar or **\+ New** on the top right corner of the retainer invoices list page.

![Create a new retainer invoice in Zoho Books](/ca/books/help/images/retainer-invoice/zb/create-retainer-invoice-zoho-books.png)

3\. Fill in the following details:

![Enter details to create a retainer invoice in Zoho Books](/ca/books/help/images/retainer-invoice/zb/create-retainer-invoices.png)

Fields

Description

Customer Name

Select the customer for whom you want to create the retainer invoice.

Retainer Invoice Number

The retainer invoice number will be auto-generated. However, you can also enter a unique number by clicking the Gear icon.

Retainer Invoice Date

Select the date on which the retainer invoice is created.

Reference#

Enter a reference number for the retainer invoice if required.

4\. Click **Save as Draft** or **Save and Send**.

Now, a retainer invoice will be created in the **Draft** or **Sent** state.

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## Record Payment for Retainer Invoices

After [creating a retainer invoice](https://www.zoho.com/ca/books/help/retainer-invoice/basic-functions.html#create-ri), you can record payment for it when your customers pay you. There are two ways in which you can record payments:

a. [Offline Payments](/ca/books/help/retainer-invoice/basic-functions.html#offline-payments)  
b. [Charge Customer](/ca/books/help/retainer-invoice/basic-functions.html#charge-customer)

### a. Offline Payments

If your customer pays you the retainer (advance amount) in person, you can record it manually. Here’s how:

1\. Click **Retainer Invoices** under _Sales_ in the left sidebar.

2\. Select the retainer invoice for which you wish to record the payment.

3\. Click the _Record Payment_ dropdown and select **Record Payment**.

![Record Payment button in retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/record-payment-button-retainer-invoices.png)

4\. Fill in the required details and click **Record Payment**.

![Record payment for retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/record-payment-for-retainer-invoices.png)

### b. Charge Customer

If you have [added the bank details or credit card information of your customer](https://www.zoho.com/books/kb/payments/card-on-file.html), you can charge them from within Zoho Books.

To charge your customer:

1\. Click **Retainer Invoices** under _Sales_ in the left sidebar.

2\. Click on the retainer invoice for which you want to charge your customer.

3\. Click the _Record Payment_ dropdown and select **Charge Customer**.

![Charge Customer button in retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/charge-customers-button-in-retainer-invoices.png)

4\. Select the credit card or bank account to which you are charging the customer.

![Charge customer for retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/charge-customers-for-retainer-invoices.png)

5\. Click **Proceed**.

Once charged, the retainer invoice will be marked as **Paid**.

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## Track Payments Received for Retainer Invoices

If you have recorded payments for retainer invoices, you can view them in:

a. [Payments Received Section Within a Retainer Invoice](/ca/books/help/retainer-invoice/basic-functions.html#payments-received-section-in-retainer-invoice)  
b. [Payments Received Module Under Sales](/ca/books/help/retainer-invoice/basic-functions.html#payments-received-module)  
c. [Payments Received Report for Retainer Invoices](/ca/books/help/retainer-invoice/basic-functions.html#payments-received-report-for-retainer-invoices)

### a. Payments Received Section Within a Retainer Invoice

1\. Click **Retainer Invoices** under _Sales_ in the left sidebar.

2\. Click on the retainer invoice for which you want to check if payment has been recorded.

3\. Click **Payments Received**.

![Payments Received section within a retainer invoice in Zoho Books](/ca/books/help/images/retainer-invoice/zb/payments-received-section-retainer-invoices.png)

This section will list all the payments recorded for a particular retainer invoice.

If you do not see the Payment Received section, it means that you haven’t recorded any payment for this retainer invoice.

### b. Payments Received Module Under Sales

1\. Click **Payments Received** under _Sales_ in the left sidebar.

2\. Click **All Payments Received** at the top and select **Retainer Payments**.

![Payments Received module in Zoho Books](/ca/books/help/images/retainer-invoice/zb/payments-received-module.png)

All the payments recorded for retainer invoices will be listed here.

### c. Payments Received Report for Retainer Invoices

You can generate a report showing a summary of the retainer payments received from your customers.

1\. Click **Reports** on the left sidebar.

2\. Click **Payments Received** under _Payments Received_.

3\. Click **Customize Report**.

4\. Select **Retainer Payment** in the _Transaction Type_ dropdown.

5\. Click **Run Report** to view the report temporarily. You can also [save this report for future use](https://www.zoho.com/books/help/reports/manage-reports.html#cr) by clicking **Save as Custom Report**.

![Payments Received report for retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/payments-received-report-retainer-invoices.png)

Once you generate the report, details such as the customer name, total amount received, and payment mode will be displayed.

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## Import Retainer Invoices

If you have a list of retainer invoices in a spreadsheet, you can import them into Zoho Books.

To import retainer invoices:

1\. Click **Retainer Invoices** under _Sales_ in the left sidebar.

2\. Click the **More** icon in the top right corner.

3\. Select **Import Retainer Invoices**.

![Import option for retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/import-option-retainer-invoices.png)

4\. Click **Choose File** to upload your file. You can also download a **sample csv file** or **sample xls file** and compare it with your file to ensure you have the file perfect for import.

![Import retainer invoices into Zoho Books](/ca/books/help/images/retainer-invoice/zb/import-retainer-invoices.png)

**Insight:**

*   Maximum file size: 25 MB
*   Supported file formats: CSV, TSV, and XLS

5\. Choose the **Character Encoding** and **File Delimiter** for your file.

6\. Click **Next**.

7\. Ensure all fields are mapped correctly in the _Map Fields_ page.

![Map Fields page to import retainer invoices in Zoho Books](/ca/books/help/images/retainer-invoice/zb/import-map-fields-retainer-invoices.png)

**Pro Tip:** If you want to save these preferences and use a similar import format next time, check the box **Save these selections for use during future imports**.

8\. Click **Next**.

9\. Click **Import** in the _Preview_ page.

**Insight:** Zoho Books will auto-match the file headers of the imported file to the closest matching field in Zoho Books. You can manually edit each field to match the headers and save these preferences. On proceeding, Zoho Books shows you any unmapped field you may have left out or could not match. You can map these by adding new fields with matching headers and importing the file again.