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A customer in Zoho Invoice is anybody (individual or an organization) you do business with. You can maintain the details of all your customers and assign them the currencies in which you raise invoices.

  1. Go to the 'Customers' tab.
  2. Click on the 'New customer' button on the sidebar of this page.
Select new customer

Enter the values of the following fields

New customer
Create customer information fields
Customer Name Enter the name of the customer. The name can be that of an individual or an organization with whom you do business with.
Customer Currency The default currency will be your base (home) currency. If you invoice the customer in a currency different from the base currency, then click on this drop-down icon and select the currency. If a suitable currency is not found, click on the 'New Currency' link. A 'New Currency' window pops. Enter the details of the currency you want to add and click on 'Save and Select'.
Payment Terms The credit period you have given to this customer. This drop-down lists the payment terms you have created under the invoice settings.
Create customer billing and shipping fields
Billing Address Enter the street address to which you send any billing information for the customer.
City Enter the city in which the customer is located.
State/ Province Enter the state or province in which the customer is located.
ZIP/Postal Code Enter the ZIP or postal code of the address at which the customer is located.
Country Enter the country in which the customer is located.
Fax Enter the fax number of your customer.
Shipping Address

Enter the address at which you deliver the products the customer has purchased from you. By default, in Zoho Invoice, you need to specify the shipping address details separately.

If however, the billing address and the shipping address are the same, you can un-check the option box 'I would like to specify the shipping address separately'.

Contacts Section
If your customer is an organization specify details of the contact person(s) of the organization. The contact section on the 'New Customer' page provides a place to specify your customer's contact person(s). You need to specify at least one contact person and his e-mail address for Zoho Invoice to send automated reminders and recurring invoices.

Adding a contact person
In Zoho Invoice, you can add multiple contacts. To add more than one contact, click on 'Add another contact' link shown in the image above.

Enter the following fields to add a contact

Create customer contact fields
Contact Name Enter the salutation and contact name of the person of the customer.
Phone# Enter the contact person's telephone and mobile details.
E-mail Enter the e-mail address of the contact person. To send automated payment reminders and recurring invoices to this contact, you must specify the e-mail address.

Deleting a contact person
You can delete any contact person you have added by just clicking on the 'Delete this contact' link shown in the image below.

Select delete contact

Additional Fields
To customize the invoices that you send to a customer, Zoho Invoice provides you a facility to create additional fields that you can display on an invoice. You can enter the name and value that you desire for these.

Create cutomer additional fields

To add an additional field, just enter the name and value for that field in the 'Field Name' and 'Value' fields respectively.

You can add up to three additional fields.

If these fields are not specific to a customer and you want them to be available for all customers you add later check the box labeled 'Make these fields available for new customers' shown in the image below.

Additional fields available for new customer

Notes: Use this field if you want to add further details about the customer.

To complete the process, click on the 'Save' button to save the customer and his details you had entered above.

  1. Go to the 'Customers' tab.
  2. Click on the 'Customers' sub-link.
  3. Go to the customer you want to 'delete'.
  4. Click on the 'delete' link shown the image below.
    Select delete customer
  1. Go to the 'Customers' tab.
  2. Click on the 'Customers' sub-link.
  3. Go to the customer you want to 'edit'.
  4. Click on the 'edit' link shown the image below.
    Select edit customer

The customer list view displays the information of the customers you have created. Go to the 'Customers' tab to view the list of customers. You can perform actions on multiple customers and filter the default view fron this page.

All customers

Bulk Actions

Mark as Inactive
Select mark as inactive

You can select multiple customers and mark them inactive all at once. To do this, just select the customer(s) you want to mark as inactive and click on the "Mark as inactive" button.

Delete
Select bulk delete You can select multiple customers and delete them all at once. To do this, just select the customer(s) you want to delete inactive and click on the 'Delete' button shown in the image below. Use this judiciously as deleting will remove the records permanently.

Filters and Sortings

Filters
List cusotmers filters

Zoho Invoice provides you a set of criteria based on which you can filter the customer list view. The list of filters are shown as links with underlined blue text on right corner of customer list section. The selected filter will not be underlined and appear as a normal text.

The following filters are available

Active
Lists only the active customers.

CRM
Displays information about customers imported from CRM.

Inactive
Displays information about inactive customers.

Duplicates
Displays customers whose name is not unique.

Sortings
List Customers sort by By default, the list is sorted by the customer name. To apply a different sort criteria just click on the 'Sort By' drop-down on the top of the 'customer list' page and select the column based on which you want the list to be sorted.
Sidebar of customer list page

The sidebar on the customer list page provides links to import customer related information into Zoho Invoice. Apart from this the sidebar has a search box to locate customers easily. See image below.

All customers side bar
  1. Go to the 'Customers' tab.
  2. Go to the customer whose details you want to view.
  3. Click on the 'details' link shown in the image below.
    Select detail customer

The customer details page provides you the complete information about a customer and his transactions. For example, selecting the invoice tab on the details page will list the total amount by the invoice status for the customer. As you can see in the image below the invoice section displays the outstanding amount, overdue amount and total invoice amount in draft status.

Click on the 'Create Invoice' link to create an invoice for this customer from this page.

Sidebar on the customer details page

The sidebar of the customer details page displays the credit available for the customer and the balance of the customer. The sidebar also provides links to perform actions on the customer. Apart from 'create estimate', 'stop all reminders' rest of the links are available in the list page itself.

See image below.

Customer details side bar
  1. Go to the 'Customers' tab.
  2. Go to the customer to whom you want send an invoice.
  3. Hover your mouse over the 'more actions' drop-down. Click on the 'create invoice' link shown in the image below.
    Select create invoice
  4. This takes you to the 'Create Invoice' page with the customer name filled in with the above customer.
  5. Just enter the rest of details for the invoice and click on the 'Save' button.
  1. Go to the 'Customers' tab.
  2. Go to the customer to whom you want send an estimate.
  3. Click on the 'details' link.
  4. Click on the 'create estimate' link on the sidebar of the details page shown in the image below.
    Select Create estimate via customer details
  5. This takes you to 'New Estimate' screen with the customer name filled in with the above customer.
  6. Just enter the rest of details for the estimate and click on the 'Save' button.
  1. Go to the 'Customers' tab.
  2. Go to the customer to whom you want associate an expense with.
  3. Click on the 'details' link.
  4. On the details page go to the 'Record expense' link shown on the sidebar.
    Select record expense via customer details
  5. This takes you to the 'Record Expense' screen.
  6. The customer name will be filled in with name of the this customer and the expense is marked as billed by default.
  7. Enter the rest of details as required for the expense and click on the 'Save' button.

If you need to merge two or more customer data to one master record, it's now possible with the Merge customer feature. This comes in handy when you have two or more duplicate records and you wish to consolidate all as one. For example, if you have two customer records 'Jane' and 'Jane Thomas', you can merge the two under the master record 'Jane Thomas'.

Another case is while importing data from Zoho CRM to Zoho Invoice, there are chances to find duplicate records post the import. Duplicate records can be removed using this feature.

Merge from Customer List- Bulk Merge

  1. Go to the 'Customers' tab.
  2. Under the sub tab 'customers', select the customer names and click on the button 'merge' on top of the customer list (as shown in the image below)
    Select customers to merge
  3. On clicking the merge button, a screen pops up (as shown in the image below) requesting you to select the one customer name as master customer to which you wish to merge the duplicate records.
    Note: When merging duplicate records from the Zoho CRM import, the customer imported from Zoho CRM has to be the master record.
    Select master customers to merge
  4. Select the master customer and click on 'continue' . A screen pops up (like in the image below) to remind you that the merge cannot be reverted. If you wish to proceed, press confirm.
    Confirm master customer
  5. Once the customers details are merged, all merged data will now be available under the master record while the other duplicate record will be auto marked as​ inactive. You can filter for the inactive customers and delete it.

Merge from the customer detail page

  1. Click open the duplicate customer record which you wish to merge with the master record. On the right hand side of the page, in the list of actions, select 'Merge customer'.
  2. On clicking it, a screen pops up (as shown in the image below) asking you to choose the master customer.
    Select master customer to merge
  3. From the drop down list, select the master customer and click continue. System will again remind you that merging customers cannot be reverted (shown in the below image). If you wish to continue, press confirm to merge the customer details.​
    Confirm master customer

Note: Only customers with the SAME Currency can be merged. All the entities like invoices,expenses,estimates,credit notes along with the contact details will be merged with the master record.

Filtering the duplicate customer records
Filter duplicate records This filter will enable you to view all the duplicate customer records imported from Zoho CRM. To filter the records, go to customer tab. On the right side of the customer list page, select 'duplicates' (as shown in the image) in the Show field.

With Zoho Invoice, you can generate and e-mail a statement for a customer that lists out the details of the transactions of a customer for the desired period.

How do I generate a customer statement?

  1. Go to the 'Customers' tab.
  2. Go to the customer for whom you want to generate a statement.
  3. Click on the 'statement' link shown in the image below.
    Select customer statement

    The statement for the customer will be generated as shown below:

    Customer statement

    By default, Zoho Invoice generates the statement for the current month. You can change the period by clicking on 'Date Range' drop-down and selecting a different period. If none of the options in the drop-down fit your needs, just select the 'from' and 'to' dates to match with the start and end dates of the period and click on the 'Show Report' button.

How do I send a statement to a customer via e-mail?
Generate the customer statement as explained above. Click on the 'send' link on the sidebar shown in the image below. The 'Send Statement' opens with 'From' e-mail id same as your e-mail id and 'To' e-mail as the e-mail id of the contact person of the customer. If no e-mail id for the contact person is specified the 'To' address is left blank and you need to enter an e-mail here.

Zoho Invoice will set the default subject for the e-mail as 'Statement' followed by a hyphen and your organization's name. The e-mail message will be the default message you have given under Customer Statement's e-mail settings.

You can also attach files when you send the customer statement. To attach a file, just click on 'Add' link shown in the image below.

Send customer statement

After filling in all the details just click on the 'Send' button.

To view all mails sent to your customers go to the 'Customers' tab and click on the 'sent mails' sub-link.

All sent emails
Filtering the customer mails
All sent emails filters To view all mails sent to your customers go to the 'Customers' tab and click on the 'sent mails' sub-link.
Sorting mails
All sent emails sort by By default all mails sent to your customers will be sorted by date. To change the sorting order click on 'Sort By' drop-down on the top of this page and select your preferred sort order.

Use the search box on the sidebar of the 'Customers' page to locate a customer. Depending on what you know about your customer, you can perform a simple or an advanced search.

Simple Search
If you know any word or number that might have been a part of customer name or notes; just enter it in the search box on the sidebar and click on the search icon. The results of the search will be displayed as shown in the image below.

Customer simple search

Advanced Search
Make use of Advanced search, if you require narrower search results or lack the information that is required to perform a simple search. Click on the 'advanced search' link below the search box.

Enter a value for following fields to add them to the search criteria. The more fields you enter the narrower your search becomes.

Enter the value or any number or word that might have been part of the following fields

  • Customer Name
  • Last Name
  • Address
  • E-mail

Click on the 'more fields' link and you can see that the search form expands and you allows to enter more information to narrow the search criteria further.

The expanded search form has the following fields

  • Phone#
  • Notes

Click on the 'Search' button after you have entered the criteria to view the search results.

Here is a search form that tries to locate all customers who are located in California and work for Zohocorp.

Customer advanced search
Import Customers

You can import customers into Zoho Invoice.

Steps to import customers into Zoho Invoice
To import customers

  1. Go to the 'Customers' tab.
  2. Click on 'Import Customers' link on the sidebar of the page. This opens the 'Import Customers' page. See image below. Import customers
  3. Enter the value of the following fields on this page

    File Format Please enter the format of the import file you have prepared above.
    Import File Enter the file name that has the list of customers you want to import.

    To view a sample file, click on the 'Download sample file' link next to the 'File Format' field.

    Prepare an import file in the format that conforms with that of the sample file. The file needs to be in either CSV(Comma Separated Values) or TSV(Tab Separated Values) format.

    The following fields are mandatory in the import file.

    • Customer Name
  4. Click on the 'Import' button to complete the process.

Import Contacts

You can import the details about contact persons of a customer.

Steps to import contacts into Zoho Invoice
To import contacts

  1. Go to the 'Customers' tab.
  2. Click on 'Import Contacts' link on the sidebar of the page. This opens the 'Import Contacts' page. See image below.
    Import contacts
  3. Enter the value of the following fields on this page

    File Format

    Enter the format of the import file you have prepared above. We support the following formats

    • CSV (Comma separated values)
    • TSV (Tab separated values)
    • vCard
    • Outlook Express CSV
    Import File Enter the file name that has the list of customers you want to import.

    To view a sample file, click on the 'Download sample file' link next to the 'File Format' field.

    Prepare an import file in the format that conforms with that of the sample file. The file needs to be in either CSV (Comma Separated Values) or TSV (Tab Separated Values) format.

    The following fields are mandatory in the import file

    • Customer Name
  4. Click on the 'Import' button to complete the process.

Import from Zoho CRM

If you use Zoho CRM as your CRM service you can use the customer information in Zoho CRM and create invoices and estimates in Zoho Invoice.

You need to obtain an API key for importing customer information from Zoho CRM. Click here to know how to get an ZSC key.

To import customer information from Zoho CRM, click on the Import from Zoho CRM link shown in the image below.

Import from Zoho CRM

This pops up a screen where you need to enter the ZSC key provided by Zoho CRM.

ZSC Key to Import Zoho CRM customer

Once you enter these details click on the import button. This will ensure that all customer information you had entered in Zoho CRM will be imported into Zoho Invoice.

How to get the latest customer information from Zoho CRM to Zoho Invoice?
After the import, keeping the customer records updated in Zoho Invoice is very simple. Click on the "Re-import from Zoho CRM" link on the right sidebar shown in the image below.

Re-import from Zoho CRM

This will fetch the latest customer data from CRM and update the records in Zoho Invoice. If you do not want the entire customer data to be refreshed with the latest changes from CRM, you can select the individual customers whose data you want to update.

To do this,

  1. Go to the 'Customers' tab.
  2. Select the 'CRM' filter on the top of the page. This opens the list of customers who you have imported from CRM.
  3. Select the customers whose data you want to sync with CRM.
  4. Click on the 'Re-Import' button on top of this section. See image below.
    Re-import from Zoho CRM

Additionally, you can fetch the data from CRM for an individual customer from the customer details page.

To do this,

  1. Go to the 'Customers' tab.
  2. Select the 'CRM' filter on the top of the page. This opens the list of customers who you have imported from CRM.
  3. Click on the details link for the customer.
  4. Click on the 'Fetch again from CRM' link on the right sidebar of the page. See image below.
    Fetch again from CRM
Export Customers

Steps to export customers from Zoho Invoice

  1. Go to the 'Customers' Tab.
  2. Click on 'Export Customers' link on the sidebar of the page.
  3. The 'Export Customers' page shown below opens.
Export customers

Select the format in which you want to export the customers by clicking on the drop-down icon on the 'Export Formats' list.

The following formats are currently supported

  • XLS file (Microsoft Excel)
  • CSV (Comma Separated Values)
  • TSV (Tab Separated Values)
  • JSON ( Javascript Object Notation)

Click on the 'Export' button to complete the process.

Export Contacts

Steps to export contacts from Zoho Invoice

  1. Go to the 'Customers' Tab.
  2. Click on 'Export Contacts' link on the sidebar of the page.
  3. The 'Export Contacts' page shown below opens.
Export contacts

Select the format in which you want to export the contacts by clicking on the drop-down icon on the 'Export Formats' list.

The following formats are currently supported

  • XLS file (Microsoft Excel)
  • VCF (VCard file)
  • CSV (Comma Separated Values)
  • TSV (Tab Separated Values)
  • JSON ( Javascript Object Notation)

Click on the 'Export' button to complete the process.

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