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An item, in Zoho Invoice, is anything that your company sells. It could be a service that you provide to your clients for a fee, a physical product that your customers' purchase, a legal consultation, a website you designed or anything that you charge your customers and needs to be shown on an invoice.

  1. Go to the 'Invoices' tab.
  2. Click on the 'items' sub-link.
  3. Click on the 'New Item' button on the sidebar of the item list page.
    Select New item

    Enter the values of the following fields

    New item
    Item Name Enter a name for the item or a code that you want to choose while creating invoices.
    Description Enter a brief description for the item you are adding.
    Rate Enter the item price in your home or base currency.
    Taxes Enter the taxes you collect while selling this item. You can enter up to two taxes.
    Tax1 Associate a tax that you need to collect while selling this item. When you select this item while creating an invoice, this tax will be the default value of 'Tax1' on the invoice.
    Tax2 Associate a tax that you need to collect while selling this item. When you select this item while creating an invoice, this tax will be the default value of 'Tax2' on the invoice.

    If you can't find a suitable tax, then click on the 'New Tax' link and enter the tax details in the screen that pops up.

    After entering the values of the above fields, click on the 'Save Item' button to complete the process.

  1. Go to the 'Invoices' tab.
  2. Click on the 'items' sub-link.
  3. Go to the item you want to delete.
  4. Click on the 'delete' icon shown the image below.
    Select delete item
  1. Go to the 'Invoices' tab.
  2. Click on the 'items' sub-link.
  3. Go to the item you want to edit.
  4. Click on the 'edit' icon shown the image below.
    Select edit item

To view the list of all items that you sell go to the 'Invoices' tab and click on 'items' sub-link. Alternatively, you can go to the 'Estimates' tab and click on the 'items' sub-link. You can filter and sort this view as you desire. You can perform actions on multiple items from this page. The list of items you sell will be shown as in the image below:

All items

Bulk Actions

Mark as Inactive
Select mark as inactive Mark an item as inactive if you do not want an item to be listed in drop-down while creating invoices, but you still want to retain its details. To do this, go to the item list view. Select the item(s) you want to mark as inactive and click on the 'Mark as Inactive' button on top of the list view.
Create an Estimate
Select create invoice You can select multiple items and create an estimate for these items by clicking on 'Create Estimate' button.
Create an Invoice
Select create invoice You can select multiple items and create an invoice for these items by clicking on 'Create Invoice' button.
Delete
Select bulk delete items You can select multiple items and remove them from Zoho Invoice by clicking on the 'Delete' button. Be careful while deleting multiple items as the items will be removed forever.

Filtered And Sort Views

Filtered View
List items filters

By default, Zoho Invoice displays all the items. Zoho Invoice provides you a set of criteria based on which you can filter the item list view. The list of filters are shown as links with underlined blue text on right corner of item 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 items.
Inactive - Lists only the inactive items.

Sort View
List items sort by By default, the list is sorted by the item name. To apply a different sort criteria just click on the 'Sort By' button on the top of the item list page and select your preferred sort. See image below.
Sidebar on the item list page

The sidebar on the item list page provides links to import item related information into Zoho Invoice. Apart from this the sidebar has a search box to locate items easily. You can also create an estimate or an invoice from the sidebar. See image below.

List items side bar

You can perform a search to find an item. Based on what you know about the item, you can either choose a simple or advanced search.

Simple Search
If you know any of the words that might have been a part of the item name or description, 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.

Item simple search

Advanced Search
If you either lack the information that is required to perform a simple search or you want to narrow down the search results to more relevant items, make use of advanced search. Just click on the advanced search link below the search box.

You need to enter one or more of the following fields to perform an advanced search. The fields that you enter here will be a part of 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

  • Item Name
  • Item Description
  • Rate

You need to select the following fields to add them to the search criteria

  • Tax1 - Click on this drop-down to find item(s) to which you have associated this tax as Tax1.
  • Tax2 - Click on this drop-down to find item(s) to which you have associated this tax as Tax2.

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 Zoho products for which we pay GST.

Item advanced search
  1. Go to the 'Invoices' tab.
  2. Select the 'items' sub-link.
  3. Click on the 'Inactive' filter link to show the list of items that are inactive.
  4. Select the item(s) you want to mark as active.
  5. Click on the 'Mark as Active' button shown in the image below.
    Select mark as active

Yes, you can add a zero cost item. Just specify the rate (price) of the item as zero when you add it.

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