Zoho Inventory

Help Docs

Invoices

An Invoice is a document sent to your client that indicates the products/services sold by you with the payment information that the client has to make.

Learn everything about invoices in Zoho Inventory from here.

Invoices
Invoice payments

Status of Invoices

Status Description
Draft Invoices when created will be in Draft status before being sent to the customer.
Sent Invoices once sent to the customer with a due date for payment, will be shown as Sent.
Overdue Once the due date for payment is exceeded, it will be shown as Overdue.
Partially Paid When the payment is made for a part of the items in the invoice, it will be shown as Partially Paid.
Paid Once the payment is made by your customer for the invoice raised, it will be shown as Paid.
Void The status of an invoice becomes Void when you have chosen to void it. This comes in handy when you wish to freeze an invoice due to any errors in it and create a fresh one.

Invoice Workflow Diagram

Invoice workflow


Creating a new Invoice

To create a new invoice:

Method 1: Direct invoicing

Invoice creation buttons

New invoice 1

New invoice 2

Pro Tip: Instead of searching for the items from the list, you can select an item by scanning its barcode. When you scan the same barcode more than once, the quantity of the item gets incremented automatically.

Selecting multiple items

New invoice bottom half

Method 2: From a sales order

Image of method 2

A new invoice creation form will open up for entering the details for creating a new invoice

Image of new invoice page - top half

image of the bottom of the invoice creation page

Pro Tip: If you want to save time and quickly convert the sales order to an invoice, you can click the Instant Invoice option under the Invoice tab of the Sales Order. This will skip the edit page and create an invoice instantly. As of now, you cannot create an instant invoice for marketplace orders as well as for serial/batch tracked orders.

image of instant invoice

GST Treatment

As soon as you select the customer, Zoho Inventory will display a link mentioning the GST Treatment that you’ve selected for the contact while creating it. If you had not configured it while creating the contact, you can set it up or update it by clicking the link.

GST treatment image


Creating a Shipping Bill

Shipping bill lets you record custom duty and other charges involved with the export of goods to customers outside India or in SEZs(Special Economic Zones). A shipping bill can be created for an invoice which is in Sent status.

A shipping bill will reflect on your GSTR-3B and GSTR-1 return. This is to update the GSTN with custom duty and other charges that you had incurred during the import of your goods.

Note: Shipping bill can be generated only for customers who are in SEZ or overseas.

Enabling Shipping bill:
In order to create a shipping bill in Zoho Inventory you will have to enable Does your business involve overseas trading? under GST settings. Follow the below mentioned steps to get started.

Note: If you haven’t configured GST settings in Zoho Inventory, click here to know more.

To create a shipping bill, follow the below mentioned steps:

shipping bill option image

new shipping bill

Fields Description
Shipping Bill# The shipping bill number is the unique ID for a shipping bill created.
Port Code Provide the custom Port code for the transaction.
Date Date on which the shipping bill is generated.
Paid Through The account from which the payment was made.
Reference# Any number that you would like to link to the shipping bill for reference purpose.
This is an export with Letter of Undertaking / Bond You can check this option if you are exporting with a letter of undertaking or bond.
Assessable Value The amount for a line item will be fetched from the invoice, you can add additional charges like landing charges (if any) to this field.
Custom Duty + Additional Charges You can record charges like custom duty, education cess and higher education cess involved with that transaction.
Taxable Amount Taxable amount includes Assessable Value + Custom Duty + Additional Charges.
Tax Select the tax group with all the taxes associated to that transaction.

shipping bill details


Creating invoices for items with serial numbers

If you’re raising a invoice for items which have serial numbers, there are few additional steps that need to be done.

Invoice with serial numbers 1

Note: You can enter up to 1000 serial numbers in a transaction.

Bill with serial numbers 2

Bill with serial numbers 3


Raising an invoice for multiple sales orders

If you have several sales orders that haven’t been invoiced yet, you can put them all in the same invoice.

Prerequisite: Sales orders that are invoiced together must be associated to the same customer and all sales orders that need to be invoiced must be in Confirmed state.

Include confirmed Sales order option in invoice

Confirmed Sales Orders

The items of the selected sales orders will be listed out in the Items & Description section of the invoice. * Fill up any additional details and then click Save to create a invoice for multiple sales orders.

Important Note: * This process is applicable only for direct invoicing. * Sales orders that are marked for drop-shipment/backorder or already have an invoice associated, cannot be included.


Raising an invoice for batch tracked items

Raising a invoice for batch tracked items is just a few additional steps away.

Select batches option in invoice

Note: You can enter up to 100 batch numbers for each line item, and a total of 5000 batches per transaction.

Selecting batches from the drop-down

Invoice with batches


Importing invoices

To import invoices into your Zoho Inventory account:

menu drop down

upload file page

Learn in detail the steps to import a file in Zoho Inventory.

Note: You can enable auto generation of Invoice Number for the file you’re about to upload.

Linking Invoices to Sales Orders

You can link your invoices in to its corresponding sales orders in bulk while importing them. To do so,

Link Invoices to Sales Orders 1

Link Invoices to Sales Orders 2

Note: The sales orders that are in the Draft status will be moved to Confirmed status automatically when they are linked to invoices.


Exporting invoices

To export invoices from your Zoho Inventory account:

menu drop down

Learn in detail the steps to export data from Zoho Inventory.

Note: The files will be saved to your default downloads folder.


Send Invoices to Customers

To send invoices to your customers by email, select the Email button on top of your invoice page.

Image of the email button on top of the invoice tab

Email

screen shot of the email page

Image of the contacts drop down in email page

Image of the add new contact pop up


More Actions with Invoices

All these options can be found in the invoice section of the sales orders.

Prerequisite to perform other actions:

Important Note:

Image of all the other actions associated with invoices in the invoices page

Editing an Invoice:

To edit an invoice:

Saving an invoice as a PDF:
Printing an invoice:
Voiding an invoice:

You can use this to nullify the invoice and the status changes to Void.

Note:You cannot void paid invoices. To do this:

Writing Off an invoice:

You can use this option when the money for a sale made cannot be recovered from a customer. To do this:

Attaching a file to an invoice:

To attach a file for reference to your invoice:

Deleting an invoice:

To delete an invoice:


If you’ve enabled multiple warehouse management for your organization, you’ll have additional capabilities when creating invoices. To know more, click here.


Recording Invoice Payments

You can record payments or charge your customer made manually.

Image of the record payments button and drop down highlighting both the options

Recording payments manually

To do so:

record payments page

You can also choose to send an automated thank you note to the customer by checking on the box near the Send a “thank you” note for this payment field.

Charging a customer

To do so:

charging your customer pop up

Important Note: The Charge customer option is available to you, only if you have integrated with the payment gateway that’s available in your customer’s country.


Payments Received

The payments you receive for your transactions in Zoho Inventory can be viewed below your invoice information when you select a particular invoice.

Image of the payments received tab

You can also view the payments received for a particular invoice by going to the Invoices tab. Open a Paid invoice and scroll down to view the payment details. These can also be edited or deleted from here. Clicking on the payment number # directly opens the receipt in the Payments Received tab.

Details on a payment receipt

Whenever you receive an online payment or when you manually record a payment in Zoho Inventory, the corresponding receipt will be displayed as the Payments Received under the Invoice. You can also view them seperately inside your integrated Zoho Books organization.

The following details will be included,

Managing your payment receipts

image of all the options on top of the payments received page


Importing and exporting invoice payments

Importing invoice payments

To import invoice payment receipts into your Zoho Inventory account:

Menu drop down

upload file

Learn in detail the steps to import a file in Zoho Inventory.

Exporting invoice payments

To export invoice payment receipts from your Zoho Inventory account:

menu drop down

Learn in detail the steps to export data from Zoho Inventory.

Note: The file will be saved to your default downloads folder.


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