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Exciting new features are added to Zoho Invoice often. These new features are supplemented with extensive help documentation. Under this section you can find help for all these new features.

Zoho Invoice gmail gadget enhances your e-mail by providing relevant information about your customers right from within your e-mail. You can view what your customer owes you, unpaid invoices, billing and contact details as you read your e-mail and without requiring you to log into Zoho Invoice. You can easily track your accounts receivable, plan out course of action with less time and effort and focus more on your business productivity.

How do I install a gmail contextual gadget?
This gadget is automatically installed for users who have subscribed for Zoho Invoice in Google Apps Market Place.

How does the gadget pick up the information to be shown?
Gmail contextual gadget is triggered by content in the "From" field of an email and delivers respective customer data.

invoicing gmail gadget

What are the details that I can view using this gadget?
You can view the following details using Zoho Invoice gmail gadget:

  • List of unpaid invoices
  • Outstanding amount
  • Overdue amount
  • List of contacts
  • Billing and Shipping address
  • List of last five emails sent to the customer
  • List of last five payments

How do I view customer details from the email?

Gmail gadget details
  1. Click the Organization Details tab to view the billing and shipping details of the Customer's Organization.
  2. Click the Email History tab to check if you have sent mails to this customer
  3. Click the Unpaid Invoices tab to check the payments owed by this customer
  4. Click the Payment History tab to check the credibility of the customer

How do I hide a customer's data?
Customer details can be viewed by default when you open on the relevant tabs in the email. To hide the retrieved customer data, click on the Hide Details link.

How do I disable the Gmail Contexual Gadget?
Contextual gadget cannot be disabled however, if you do not wish to see the contextual gadget in your Gmail, then you can disable the app for the user. Once the app is disabled for the user, they will not be able to access the Zoho Invoice account under the universal navigation bar 'More'. To access Zoho Invoice account, you will need to go to the login page of Zoho Invoice and sign in through the Gapps account.

A credit note or credit memo is a document that looks similar to an invoice but reduces the amount owed to you by your customer. It is usually sent to indicate the return of goods or rectify errors made in an invoice that has already been sent to a customer.

How do I create a Credit note?

  1. Go to the "Invoices" Tab.
  2. Go to the invoice that you want to apply credit.
  3. Click on the "details" link to open the "Invoice Details page".
    Invoice details
  4. Click on "apply credits" link on the right side bar.
  5. If the invoice is in the draft status, you will see a pop-up window.
    Credit note confirm message
  6. Click OK to apply credits.
  7. This will show up the "Apply Credits to INV-no" page.
  8. You will see the following message:
    No row message
  9. Click on, "Create a new credit note" to open up a "New Credit Note" page.
  10. Enter the values for the following fields:
    New credit note
Template The Credit note template that you have set as default appears here. Click on the drop-down icon to select a different template.
Select credit note template
Select Customer

Click on the drop-down icon in the "Customer" field and select the customer to whom you want to send this credit note.

If the customer is not available in the list click on "New Customer" below the "Customer" field to add a customer. A "New Customer" window pops up. Enter the details here and click on "Save and Select" button to populate the customer name on the credit note form.

Credit Note # The value of this field is based on credit note numbering scheme you have set under credit note preferences. If you have chosen to auto-generate the credit note number, you cannot edit this field and a string generated based on the values of the "Credit Note Prefix" and "Next Number" appears here. But, if you have disabled auto-generation then this field is left blank and you need to enter a credit note number here. This field is mandatory.
Ref # Enter the reference# of an associated invoice number or a new reference number.
Credit Note Date By default, today's date will appear in this field. To enter credit notes that have a date in past or in the future, click on this field and select the appropriate date from the calendar that pops up.

Item Grid
You need to enter the list of items that are a part of the credit note in the line item grid. By default, Zoho Invoice provides you three lines in the line item grid. You can add or remove a line. There must be at least one item to complete a credit note.

To remove an item, hover your mouse over the item and click on the delete icon at the end of the line.

To add an item enter values for the fields below

Select credit note template
Item

Select the item from this drop-down list you want to add to the credit note. If you want to give credit for a new item that is not related to the invoice, then click on "Add" in the list to create an item.

If you want to add more than three items to the credit note, click on the "Add another line" link.

Description

Record a detailed explanation of the items that you have created in this column.

Qty Enter the same quantity of the item as it appears in the invoice or a lesser quantity if you want to give credit for the lesser quantity only. For example, if you have raised an invoice for 3 numbers of an item but you want to give credit only for 2 numbers, enter the quantity as 2.
Rate The rate (price) of the item you have set when you created or modified the item appears here. Change this if required.
Amount This is the actual cost of the item, inclusive of all taxes that the customer is be to given credit for.

Customer Notes
The default message for "Customer Notes" set under "Credit Note Preferences" will be shown here. You can edit this to customize it for this credit note.

Terms and Conditions
This is the default "Terms and Conditions" set under "Credit Note Preferences". You can edit this to customize it for this credit note.

Click on "Save" button to create a credit note.

The Credit Note Details page opens to display the message below on top of the "Credit Note Details" page.

Credit note successfully saved

Please note that credits have not been applied to invoices yet.

How do I apply credits from a credit note to an invoice?

  1. Go to the "Invoices" Tab.
  2. Click "Credit Notes" sub-link.
  3. Click on the details link to open the "Credit Note Details" page.
  4. Click on "Apply to Invoices" link on the right side bar.
  5. This will open up, "Apply credits from Credit note No." page.
    Apply credit note
  6. Enter the amount in the "Amount to Credit" field.
  7. Click on "Save" button.
  8. You will see the following message, on top of the "Credit Note Details" page.
    Credit note successfully saved
  9. You can also see the amount of credit that you have applied for a particular invoice.

How do I delete credits that I have applied from a credit note to an invoice?

  1. Go to the "Invoices" Tab.
  2. Click "Credit Notes" sub-link.
  3. Click on the details link to open the "Credit Note Details" page.
  4. Click on "Invoices Credited" sub-link found at the bottom of the page.
  5. Click on the icon that appears next to Credits Applied column.
    Apply credit note
  6. You will see the following message, on top of the "Credit Note Details" page.
    Credit note deleted

When do I issue a credit Note?

Let us look at the following situations to understand why a credit note is issued and how it repays the amount to the customer:

  • A customer is dissatisfied with the goods he has purchased and returns them:
    Here a credit note is issued to refund the cost of the defective goods. The returned item has to be included in the credit note to reduce the sales for that item and item sales get reflected in your reports.
  • When an invoice amount has been overstated:
    Here a credit note equivalent to the additional amount on the invoice is raised and applied to the invoice to reduce the amount owed by your customer to you.
  • To apply discount to an invoice after the invoice has been sent to the customer:
    A credit note equal to the discount amount for the invoice can be applied to the invoice without altering the invoice that has been sent.
  • For writing off bad debts: Sometimes an invoice may not be fully paid and you would like to write off the extra amount as a bad debt. A credit note can come handy in such circumstances. You can raise a credit note for the unpaid amount and apply it to the invoice. This will ensure that your sales and tax liability are reduced accordingly.
  • Credit notes can be issued to your customer as a goodwill gesture wherein the customer wanted to return goods previously purchased but the terms and conditions of the sale did not include of a refund policy for returned goods. Here the credit note value will be equal to the value of goods the customer wanted to return.

With Zoho invoice you can manage multiple businesses using a single account. By just signing-up once you can add as many organizations for each business activity that you manage and seamlessly switch between them.

Managing multiple organizations

Zoho Invoice allows you to invoice and manage customers of multiple organizations that you run or are a part of. In addition to this, you can juggle between these organizations effortlessly without logging out of the service.

For example, say user "Briansand" owns two different organizations Briansand Tech Company, and Briansand Recruitment Company. Previously, "Briansand" would require two different Zoho accounts to create and manage them and has to log in and log out to access each organization to proceed with the respective transaction. Now "Briansand" can sign up for Zoho Invoice just once, add the two organizations that he runs, switch between them, invite users and control user roles for each organization with a single Zoho account without logging out.

Select mark as defauld

How do I add another Organization?

  1. Click the "My Organizations" sub-link under "Home".
  2. This will show up a new page, "My Organizations".
  3. Click "New Organization" button on the right side bar to add another organization.
  4. The "New Organization" page comes up, where you can enter an Organization Name.
    New organization
  5. Now you can select any language, time zone and currency for your new organizations. Please note that you can have different currencies, time settings and language for your organizations.
  6. Click the "Save" button.

Now your new organization is added and you will see this listed under "My Organizations".

How do I become a member of an existing Organization?

To become a member of an existing organization, you will need to add yourself as a user in the existing organization.

How do I switch to another Organization?

Once you are signed in to your Zoho Invoice account you can switch from one organization to the other with ease. To do this:

  1. Click the "My Organizations" sub-link under the "Home" tab.
  2. On the "My Organizations" page click the "switch to this organization" link under the name of the organization which you want to switch to.
    Switch to another organization
  3. You will see a message, "You are now signed in as an Administrator of the Organization that you have switched to".
    Organization message

How do I mark an Organization as default and what happens after I mark it as default?

When you mark an organization as your default, you will be directed automatically to that organization every time you sign in.

To mark an organization as default:

  1. Click the "My Organizations" sub-link under the "Home" tab.
  2. On the "My Organizations" page, click the "mark as default" link under the name of the organization which you want to mark as your default organization.
    Select mark as defauld

How do I delete an Organization?

You cannot delete an organization which you have created. But you can always write to us with a valid reason for deletion and we will assist you.

Note: Only requests for deletion from the administrator of that organization will be considered.

I want to be associated with more than two Organizations. What do I do?

If you already have two organizations on your list and you want to add more organization(s),

  1. Go to the "Home" tab and click the "My Organization" sub-link.
  2. On the "My Organization page" click the "New Organization" button. This brings up the following message.
    Request to add more organization
  3. Click the "Make a request" link.
  4. This brings up the "Request to create a new organization" pop up where you can enter the reason for your request and your phone number.
  5. Click the "Send" button.

If you forecast that you need more than two organizations you can always write in to us and we will assist you.

You can invoice your customer via Snail Mail in three simple steps.

  1. Buying snail mail credits.
  2. Sending and tracking the Invoice/Estimate.
  3. Receiving Payments.
Buying Snail Mail Credits

Snail Mail Credits are like stamps which you use for your ground mails. Every time you send an invoice via snail mail you will be using one or two snail mail credits from your account. You will be charged one snail mail credit for US and two snail mail credits for the rest of the world.

Steps for buying Snail Mail Credits

  1. Click the "Home" tab. This brings up the sub links under the home tab, including the "Snail Mail Credits" sub-link.
    Select snail mail

  2. Click the "Snail Mail Credits" sub-link.
  3. The "Snail Mail Credits" page which comes up, has a "Credits Required" field where you can enter the number of snail mail credits you wish to buy.
    Enter the number of snail mail Credits

  4. Click the "Confirm" button. Once you confirm, the following details are displayed.
    snail mail credits confirmation
    • Credits Entered: This is the number of snail mail credits you entered in the "snail mail credits Field".
    • Price per Credit: The pricing per snail mail Credit will be $1.5.
    • Total Amount Charged: This is the total price you will be charged for the snail mail credits purchased.
    • If you wish to change your credit card information click the "Change Credit Card details" link
    • Click the "Snail Mail Credits" sub-link.
    • Click the "Confirm" button to confirm your purchase. On confirmation, the "My Account" page is displayed where you can see the snail mail credits.
Sending and Tracking Invoices/Estimates

Sending an Estimate via Snail Mail

  1. Click the "Estimate" tab. This brings up the "All Estimates" page.
  2. Click the name of the customer whose estimate you would like to send via Snail Mail. This opens up the "Estimate details" page.
  3. On the right hand side of the "Estimate Details" page you will see a "Send Snail mail" link. Click this link.
  4. The "Send Snail mail" page is displayed. On this page a double windowed envelope with your address, your customer's address, the Snail Mail Credits applicable for that postage and a link to view the estimate are displayed. On clicking the "Estimate Preview" link, the estimate opens in a pop up window.
    Send estimate snail mail
  5. Click the "Send" button and the "Successfully Sent snail mail to the customer" message appears.
  6. Now you can see that the status of your estimate on the "All Estimates" page is changed from "Draft" to "Sent".

Sending an Invoice via Snail Mail

You can pick any invoice from your list of invoices, irrespective of what status they are in

  1. Click the "Invoice" tab and the "All Invoices" page comes up.
  2. From the list of invoices click the name of the customer to whom you wish to send the invoice via Snail mail. This opens up the "Invoice Details" page.
  3. Click the "Send Snail mail" link on the right hand side of the "Invoice Details" page.
  4. The "Send Snail mail" page which comes up displays on a double windowed envelope layout your address , your customer's address, the postage stamp with the Snail Mail Credits applicable for that postage and an "Invoice Preview" link. Click the "Invoice Preview" link if you wish to view a preview of your invoice in the format it will be sent via Snail mail.
    Send invoice snail mail
  5. Click the "Send" button and the "Invoice successfully sent to customer" message is displayed.
  6. On the "All Invoices" page the status of the invoice is changed from "Draft" to "Open".
Receiving Payments

Configuring a Payment Stub to an Invoice

Including a payment stub to your invoices, increases the chances of your customer intimating you on the payment information.

To add a payment stub to your invoices

  1. Click the "Settings" tab. This brings up the "Settings" page with the various settings you can alter.
  2. Click the Display options link under "Invoice Settings".
  3. Check the Include Payment Stub? under the Snail mail payment stub option.
  4. Now all your invoices will include this option.

Note: By default the payment stub is included to your invoice, so un-check the Include Payment Stub option if you do not need your invoices to carry a payment stub.

Return Envelope

When you include a payment stub to your invoice, a return envelope is sent along. This will enable your customers to record their payment on the payment stub and return it via mail to you.

Reports in Snail Mail

You have the option to view reports on the Snail mail history of a particular customer and Snail mail Credit purchase.

Snail Mail History Report

This report gives the current status of all Snail Mails sent to a particular customer.

To view this report

  1. Click the "Customers" tab.
  2. Click the "Snail Mail History" link.
  3. The "All Snail Mails" page appears with a list of all invoices sent to that customer and their present status.
    Snail Mail history

Snail Mail Credits Reports

This report displays a date-wise list of all your snail mail credit purchases.

To view this report

  1. Click the "Reports" tab and the "All Reports" page comes up.
  2. Click the "Snail Mail Credits Report" link under Activity Reports.
  3. The "Snail Mail Credits Reports" is displayed showing the date-wise Snail Mail Credits purchase information like Purchased by, Quantity and Total Amount.
    Snail Mail credits report

Got more questions?

Submit your request to us and we will help you out.

Zoho Invoice Advanced Features

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