Zoho Invoice

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Contact Preferences

You can configure the settings related to the contacts module in the Contacts Preferences which is under the Settings module. There are 3 ways by which you can go to the Contacts Preferences depending on the page you’re in.

The most convenient way to go Contacts Preferences from any page is by following the steps below:

Navigating via Settings Image

If you’re in the Contacts module, you can directly go to the Contacts Preferences by clicking the Gear button in the top bar. This will directly take you to the Contacts Preferences page.

Gear button image

If you’re in the Contact Details page, you can go to the Contacts Preferences by following the steps below:

Contact Preferences Hamburger Icon

Duplicate Contact Display Name

Once in a while, you might have customers with the same name. While saving them in the Contacts module, by default, Zoho Invoice would not allow you to save two contacts with the same Contact Display Name.

If you want to save contacts with duplicate Contact Display Names, check the Allow duplicates for contact display name option.

Duplicate Contact Display Name

Address Formats

You can configure the format in which a billing and shipping address is displayed in the PDF or in the print version. You can arrange the placeholders in a particular order in which you wish to display the address in the PDF. By default, the placeholders will be arranged in the usual address format.

Insight: Placeholder is a string of characters that is used to denote the fields whose values will replace them in the PDF and while printing. When you arrange the placeholders, it is similar to arranging the field names (Eg. CIty, State) in a particular order which will be later replaced by the corresponding field values (Eg. Pleasanton, California).

Address format

To configure the address format in which the Billing and Shipping address is displayed:

The following table gives you a list of the address field names and its respective placeholder strings.

Field Names Placeholder Strings
Attention ${CONTACT.CONTACT_ATTENTION}
Street Address ${CONTACT.CONTACT_ADDRESS}
City ${CONTACT.CONTACT_CITY}
State/Province ${CONTACT.CONTACT_STATE}
Country ${CONTACT.CONTACT_COUNTRY}
ZIP / Postal Code ${CONTACT.CONTACT_CODE}
Fax Label ${CONTACT.CONTACT_FAX_LABEL}
Fax ${CONTACT.CONTACT_FAX}

The following table gives you a list of the customer field names and its respective placeholder strings.

Field Names Placeholder Strings
Company Name ${CONTACT.CONTACT_COMPANYNAME}
Salutation ${CONTACT.CONTACT_SALUTATION}
First Name ${CONTACT.CONTACT_FIRSTNAME}
Last Name ${CONTACT.CONTACT_LASTNAME}
Contact Email ${CONTACT.CONTACT_EMAIL}
Mobile Phone ${CONTACT.CONTACT_MOBILE_PHONE}
Phone Label ${CONTACT.CONTACT_PHONE_LABEL}
Phone ${CONTACT.CONTACT_PHONE}
Website ${CONTACT.CONTACT_WEBSITE}
Department ${CONTACT.CONTACT_DEPARTMENT}
Designation ${CONTACT.CONTACT_DESIGNATION}

Custom Fields

Custom Fields are the fields that you can manually create to add more information about a customer in Zoho Invoice.

Let’s take a scenario to understand how Custom Fields come in handy when you want to add more information to a contact.

Scenario: Mark is a business owner and he wishes to generate a specific customer code with every contact that is created. Now, you can create a Custom Field and set it to auto-generate number. Everytime, a contact is created, it will auto-generate a number with a prefix or suffix that Mark has given. This will help him to refer his customers within his business easily.

Let’s take another example:

Kumar is a wholesale dealer who sells his products to several regions in the city. Now, he wants to keep track of his customers based on their region. How can he do this in Zoho Invoice? He can create a Custom Field and create a region-wise list. Whenever he creates a contact, he selects the region to which the customer belongs to and he easily keeps track of them.

Likewise, there are several other situations when you would need a to add a Custom Field to a contact to save an important information. You can create the Custom Fields under Contacts Preferences and they will be available in the contact creation page.

To create a Custom Field:

Custom Fields Tab

Data Type Description
Text You can enter a short text of a maximum of 100 characters. The supported characters are A-Z, 0-9 and special characters.
Email An email address can be stored using this data type.
URL This data type allows you to enter an URL .
Phone You can enter a contact number.
Number You can add any positive or negative number.
Decimal Any positive or negative number with a decimal value can be added.
Amount You can enter any amount using this data type. It will be displayed along with the currency.
Percent You can enter any positive number as percentage.
Date You can select a date from the calendar.
Check Box A checkbox can be used to confirm an action, make a choice or answer a question.
Auto-Generate Number You can add alplabets and numbers as prefix or suffix and auto-generate serial numbers.
Dropdown A list of options can be added and you can select from them.

Creating Custom Fields


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