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An invoice or a bill is a document that describes a sale to a customer who owes you money. The invoice lists the products or services that were a part of the sale, the prices and quantities, the various taxes applied and the discounts given.

Use the search box on the sidebar of the 'Invoice List' page to locate an invoice. Depending on what you know about an Invoice, 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 invoice number, P.O.#, customer name or items on the invoice, 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.

Invoice quick search Invoice 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 the value of following fields to add them to the search criteria. The more fields you enter the narrower your search becomes.

  • Invoice#
  • P.O.#
  • Customer Name
  • Invoice Date Range
  • Status
  • Item Name
  • Item Description
  • Invoice total range
  • Notes
  • Customer Name
  • Custom Fields
Invoice advanced search
  1. Go to the 'Invoices' tab.
  2. Go to the invoice that you want to view.
  3. Click on the cog wheel of the invoice and select the details link. See image below.
    Select delete item
    Select detail invoice

    Adding Comments
    To add comments to an invoice just click on the 'Add Comments' link shown in the above image. Please note that the comment entered by you is for internal purpose and will not appear on the invoice to be sent to the client.

    Invoice comments and history

    Enter comments in the text area and click on the 'Save' button.

Invoice details page - sidebar

The sidebar provides useful information about the invoice and links for performing actions on that. Apart from 'clone', 'make recurring' and 'remind customer' the rest of actions are available from the list page itself.

You can find the invoice status and its balance on the top of the sidebar.

Remind Customer
This link is visible only if the invoice you are viewing is in open or overdue status. Click here to send a payment reminder to customer.

Make Recurring
Make this invoice invoice as recurring if you send this to your customer on a regular basis. To do this, click on 'Make recurring' link. This takes you to a 'New Recurring' invoice page where you need to give a name for the recurring invoice.

Click here for more on recurring invoices.

Draft
When you create an invoice, it will be in draft status. A draft status indicates that invoice is likely to undergo further modifications and its amount is yet to reflect in your sales figures.

Open
An open status for an invoice indicates that your customer is in receipt of the goods or services described on the invoice and the invoice is either fully or partially unpaid.

Overdue
An invoice that has not been paid on time will be in overdue status.

Closed
A fully paid invoice will be in closed status.

Void
If you have intentionally voided an invoice, its status would be shown as void. Click here for more on void invoices.

To visually identify the status of an invoice, Zoho Invoice provides a different color for each status. See the image below -

All invoices statuses
  1. Go to the 'Invoices' tab.
  2. Go to the invoice that you want to edit.
  3. Click on edit link. See image below.
    Select edit invoice
  4. This opens the 'Edit Invoice' page.
  5. Make changes as required and click on the 'Save' button.

To send an invoice to a customer, go to the 'Invoices' tab.

  1. Go to the invoice you want to send.
  2. Click on 'email invoice' link shown in the image below. If you have sent the invoice at least once before, then you will see 'send again' link.
    Select send invoice
  3. Clicking on the 'email invoice' link opens the 'Send invoice' page shown in the image below.
    Send mail

    Change the e-mail message if required.

    The 'To' address should be the e-mail address of the customer to whom you want to send the invoice. This will default to e-mail address of the first contact person of the customer. If no contact person e-mail address was provided, then this field will be left blank and you need to enter an e-mail address to send it across to your customer.

    Attachments
    You can attach an associated document like a purchase order, expense receipt, a project document, etc. to an invoice. To do this, click on the 'Attach a file' button at the bottom of the email content and browse your local folders to select the document you want to send with this invoice. The document size should not exceed 10 MB.

Deleting Vs Voiding
When you delete an invoice, the record will be removed leaving no trace of the invoice for any future reference, also your invoicing sequence will get disturbed.

On the other hand when you mark the invoice as void, it won't be removed from the system and will not be reflected in your sales figures. The invoicing sequence will undisturbed.

When to void an invoice?

  • Void an invoice, if the sale described on the invoice has been cancelled and is no longer valid.
  • The regulations you need to comply with require keeping a record of all invoices, even cancelled ones.
  • Keep track of all invoices that you have raised. Voiding an invoice does not disturb your invoice numbering.

Voiding an invoice

  1. Go to the 'Invoices' tab.
  2. Go to the invoice that you want to void.
  3. Click on the cog wheel of the invoice and select 'void' from the drop-down as shown in the below image.
    Select void invoice
  4. Click the void link. This voids the invoice.

You can clone or duplicate an existing invoice to create a new invoice if most of the data is the same.

To clone a new invoice.

  1. Go to the 'Invoices' tab.
  2. Go the invoice you want to clone or duplicate.
  3. Click on the 'details' link
  4. Click on the 'clone' link on the sidebar.
    Select clone invoice
  5. This will open a 'New invoice' page. All the fields from the original invoice will be completed for you in the new invoice. You can make the changes as required and click on the 'Save' button.
  1. Go to the 'Invoices' tab.
  2. Go to the invoice you want to print.
  3. Click on the 'print' link shown in the below image.
    Select print invoice
  4. This will generate a PDF file that you can print.
  1. Go to the 'Invoices' tab.
  2. Select all the invoices you would like to print as shown in the image below.
    Select invoice
  3. Click on the 'print' button shown in the below image.
    Select print
  4. This will generate a single PDF file of all the invoices selected.
  5. Once you confirm the print settings, invoices will be printed.

Please note, you can print upto 25 invoices at any given point.

  1. Go to the 'Invoices' tab.
  2. Go to the invoice you want to delete.
  3. Click on the cog wheel of the invoice and select 'delete' from the drop-down as shown in the below image.
    Select delete invoice
  4. Click on the 'delete' link.
  5. A message box as shown below will appear asking for your confirmation.
    Delete invoice message
  6. Click on the 'Ok' button if you are sure you want to delete the record.

You can create invoices for hours logged in Zoho Projects. To do this

  1. Go to the 'Invoices' tab.
  2. Click on 'New Invoice for project' on the side bar shown in the image below.
    Select new invoice project
  3. A window pops up where you need to select the information of the project that you want to invoice. See image below.
    New invoice from Zoho Project

    Enter values for the following fields

    Project Click on the drop-down icon to select the project for which you want to bill your client.
    Rate Enter the rate per hour that you charge your client for this project.
    Date Range Select the date range for the time billed.
    Invoice Type If you and your client are fine with just displaying the cost of the entire project on the invoice, select the 'Projects' option. If you need to provide a break-up of the various tasks and their cost select the 'Task' option.

    Click on the 'Create Invoice' button. This opens the 'New Invoice' page with task details populated in the item grid section.

    The 'description' field will be populated with the task details. The 'item' name is left blank as the tasks are not maintained in Zoho Invoice.

    Click on 'Save' to complete the process.

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