Setting up Invoice Preferences

Let’s have a look at the various settings you can configure for the Invoices module in Zoho ERP.

Basic Settings

To configure your invoice preferences:

• Go to Settings on the top right corner of the page.

• Select Invoices under Sales.

General

Allow editing of Sent invoice

You can change details of an invoice which is already sent to your customer.

Associate and display expense receipts in invoice PDF

You can choose to display any expenses associated with the invoice in the Invoice PDF.

Invoice Order Number

When you create an invoice from a Sales Order, you can choose which Sales Order reference number should appear on the invoice:

• Use Sales Order Number - You can select this option to use the apply the sales order number to your invoices.
• Use Sales Order Reference Number - You can select this option to apply the reference number from the sales order to your invoices.

Payments

Get notified when customers pay online

You can check this option to receive an email and in-app notification when your customers pay you.

Do you want to include the payment receipt along with the Thank You Note?

Check this option if you want to include the payment receipt containing the payment details to be sent along with the Thank You note when a customer pays for an invoice.

Automate thank you note to customer on receipt of online payment

Check this option to send the Thank You note to your customer when they make an online payment for an invoice.

Invoice QR Code

You can display QR code on the PDF copy of your Invoices. Your customers can scan the QR code using their device to access the URL or other information that you configure.

Here’s how you can configure the Invoice QR Code:

• Slide the toggle next to Invoice QR Code if you want to display QR code on the Invoice PDFs.
• Once enabled, select the QR Code Type from the dropdown.
• Select Invoice URL to display the URL of your invoice in your PDFs.
• Select Custom to customize the QR that you display in your PDFs.
• Select UPI ID to include your UPI details in the PDF. This allows customers to scan the QR code in the document and make payments instantly.

• Scroll down and click Save.

Now, the QR code will be included in your invoices.

Hide Zero-value Line Items

If your invoice contains line items with zero value, you can choose to hide them in the invoice’s PDF or in the Customer Portal. These line items will still be visible when viewing or editing the invoice. Here’s how:

• Mark Hide zero-value line items under Zero-value line items.
• Scroll down and click Save.

Now, zero-value line items are hidden in the invoice’s PDF and Customer Portal but remain visible when you view or edit the invoice.

Setup Fee Label

You can change the text of the Setup Fee label for both your invoices and hosted payment pages.

• Enter the text in the field under Setup Fee Label.
• Click Save.

Terms & Conditions

Enter the Terms and Conditions of your business to be displayed in your invoices.

Customer Notes

The customer notes that you enter here will be used as default notes and will be included in the sales receipts that you send your customers. You can edit this customer notes while creating or editing a sales receipt.

Approvals

You can configure approval workflows for invoices to control how they are reviewed before being finalized. Choose between no approval, a simple approval, or a multi-level approval process based on your business needs. This helps ensure accuracy, maintain internal controls, and prevent unauthorized invoicing. Learn more about approvals.

Field Customization

You can add multiple custom fields for the Invoices module and assign different data types for each of them. Learn more about Field Customization.

Validation Rules

You can create validation rules in the Invoices module to ensure accurate and consistent data entry while creating, editing, or converting invoices. Validation rules help enforce business rules and restrict specific actions, reducing errors and maintaining data integrity across your transactions. Learn More about Validation Rules.

Record Locking

You can use record locking in the Invoices module to control changes made to invoices. It allows you to restrict or allow certain actions and field updates, and define who can perform them. This helps protect critical invoice data and prevents accidental or unauthorized changes.  Learn more about Record Locking.

Custom Buttons & Links

You can create new buttons in the Invoices module to perform specific actions for your transactions, or to open external links. You can create them using deluge script and execute actions based on the functions you add. Learn more about Custom Buttons & Links.

Related Lists

Related Lists display associated records linked, helping you view connected information in one place. It makes it easier to track relationships between records and access relevant details without switching modules.