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The Settings page provides a place to configure preferences that suit your business and choose options that speed up invoice processing. You can specify details about your organization here, manage currencies in which you raise invoices, add taxes that you collect and add templates that decide the look and feel of your invoices.

What does organization Profile refer to?
Your Organization Profile is the general information about your organization like your name, your physical as well internet address, contact details e.t.c.

How do I update my organization profile?

  1. Go to the 'Settings' tab.
  2. Select the 'organization' sub-link.
  3. This opens the 'organization settings' page.
  4. Click on the 'organization profile' link shown in the image below.
    Select organization profile
  5. This opens the 'organization profile' screen. See image below.
    Organization profile

    Enter values for the below fields and click on the save button

    Organization Information
    Organization Name Enter the legal name of your organization.
    Contact Name Enter the name of person whom you have designated as your organization's contact.
    Email The email address of your organization.
    Industry The industrial or business category to which your organization belongs.
    Fiscal Year Starts In The start month of your financial year. The default is January. Change this as required.
    Language, time and date
    Language The language in which you communicate to your customers, business partners and authorities.
    Time Zone The timezone of the region in which your business is located.
    Date Format The format in which the date will be displayed on the invoices and estimates that will be sent to your customers.
    Organization Address
    Address Enter the postal address where your organization is located.
    City The city in which your organization is located.
    State The state or province in which your organization is located.
    ZIP/Postal Code Enter the ZIP or postal code of the address at which the customer is located.
    Country The country in which your organization is located.
    Phone Enter your organization's phone number.
    Fax Enter your organization's fax number.
    Website Your organization's website.

    Can I make changes to my organization profile later?
    Yes. It is similar to entering your organization details for the first time as explained above.

LOGO

Now with Zoho Invoice, you can send branded invoices i.e.invoices stamped with your organization's logo. You can also customize the look and feel of the Zoho Invoice interface by choosing colors and themes that best suit your brand identity. Go for a green theme if your organization is involved in environment protection or choose an orange theme if your business is all about fun and vibrancy.

What are system/organization logo and Invoice logo?
System/Organization logo refers to the logo that you see on the top left corner of any page when you login to Zoho Invoice. Invoice logo is logo of your business that you like to be printed on invoices and estimates.

How do I change the Organization or Invoice logo?
To change the organization logo

  1. Go to the 'Settings' tab.
  2. Select the 'Organization' sub-link to open the 'Organization settings' page.
  3. Click on the 'Logo & Themes' link
    Select logo and themes
  4. It will open the 'Logo and Themes' page. Click on the relevant 'Choose File' button(see image below) to upload the Organization or Invoice logo of your choice.
    Upload organization and invoice logo

THEMES

By default, the Zoho Invoice interface follows the Black and Grey theme. The normal tabs are grey in color while the selected tab is black. The background is light brown which is common across all Zoho Products.

You can either continue invoicing using the default theme as shown in the image below

Default theme

Or you can customize the theme as you desire by selecting the colors of your choice.

How do I customize the theme
To customize your theme, say for example, you want to change the color of the selected tab to 'green'. You need to :

  1. Select the 'Custom' radio button
  2. Click on the 'Selected tab box'. This opens a color palette.
  3. Drag the cursor on the color palette until you see the color of your choice in the box below and click on the 'OK' button. Alternatively, if you know the code of the color you want to set, enter it directly and click on the 'OK' button.

Click on the 'Save' button for the theme to change.

The changes made will reflect in the selected tab. A sample is shown in the below image.

Sample Theme

Similarly, like the 'Selected tab' you can change the color for the following:

  • Selected Tab Font
  • Normal Tab
  • Normal Tab Font

CUSTOM FIELDS

While creating invoices and estimates, if you wish to enter any additional information on them like for example, delivery date or the sales representative's name, you can make use of the Custom Fields feature. You can create a maximum of three custom fields for each entity (invoice/estimate).

How do I create Custom Fields?

  1. Go to 'Settings' tab.
  2. Click on the 'Organization' sub-link.
  3. On the Organization Settings page, click on Custom Fields.
  4. custom fields
  5. If you want to create the custom field for estimate, then click on 'Estimate' found on the left side of the screen like in the image shown below. Ensure 'Estimate' is displayed in red colored font.

  6. custom field for estimate
  7. Or if you want to create the custom field for invoice, then click on 'Invoice'.

  8. custom field for invoice
  9. Enter the custom field name as shown in the images above.
  10. Click on the 'Save' button.

These custom fields will now be available for all the estimates/invoices that you create. In the case of the above example, the custom field 'Delivery Date' will appear when you create a new invoice.

 

What is Zoho Service Communication Key?

The Zoho Service Communication Key or the ZSC Key is a key to communicate with other Zoho services. Invoices and estimates created in Zoho Invoice can be viewed in other Zoho Services using the ZSC Key. For example, if you are a Zoho CRM user, from within the CRM account, you can view all the invoices and estimates created for a contact using the ZSC Key.

How do I generate a ZSC Key?
Follow the steps below to generate the ZSC Key:

  1. Sign in as an admin user in Zoho Invoice.
  2. Go to 'Settings' tab.
  3. Click on the 'Organization' sub-link.
  4. On the Organization Settings page, click on 'Zoho Service Communication (ZSC) Key' as shown in the image below.

  5. zsc key
  6. On this page, the email associated with the account will be displayed along with the ZSC Key. You can use this key in other Zoho services to view invoices and estimates created in Zoho Invoice.

  7. zsc key

Does each organization has a unique ZSC Key?

The ZSC key for all your organizations will be the same. The ZSC key is specific to a user. There is a unique ZSC key for each admin user in your Zoho Invoice account.

Zoho Invoice handles multiple currencies. Simply put, if you sell products or services in more than one country you can record the invoices in the currency in which you have to send them to your customers.

This ensures that you need not go through the hassle of converting the foreign currency invoices to your base (home) currency to track them.

What do I need to do to get started with invoicing in foreign currencies?
All you need to do is add the foreign currencies and assign them to your customers.

What is a base currency?
Base currency is the currency of the region in which your business is located. For example, if you are located in the United States, your base currency will be USD - United States Dollar.

Where can I select my base currency?
You need to select your base currency when you login to our service for the first time - in the quick setup page.

Do you provide a list of currencies?
Yes, to find the list of default currencies

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link. This opens the 'Currency & Tax Settings' page.
  3. Click on the 'Currencies' link shown in the image below .
    Select currencies

You can find the list of popular currencies Zoho Invoice provides by default and the currencies you have added here.

Why do you restrict changing the base currency?
When transactions (like invoices, estimates, etc.) are recorded, a lot of calculations are done behind the scenes. These calculations are reflected in your reports in your base currency.

If we provide an option to change the base currency over and over, then all these calculations have to be reworked on, every time there is change. This may tamper with the accuracy of the reports. To keep the reports as accurate as possible, we do not permit changing the base currency once transactions are recorded in your account.

Can I change my base currency in future?
Yes, only if you have not input any transactions in Zoho Invoice. If you already input some transactions, delete them prior to changing your base currency.

How do I add a currency?
To add a currency follow the below instructions

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link. This opens the 'Currency & Tax Settings' page.
  3. Click on the 'Currencies' link shown in the image below.
    Select currencies
  4. Click on the 'New Currency' button on the side bar (see image below)
    Create new currency Select the appropriate values for the following fields
    Create new currency
    Currency code

    The currency code is the standard three letter code that defines the name of a currency. The drop-down list displays the currency code alongside the currency name. Select the currency that you want to add.

    You may not be required to change any of these fields below, as Zoho Invoice defaults these based on the currency you have selected. For example, say you selected Japanese Yen (JPY) as the currency to add, you can see that the currency symbol will default to ¥, the decimal places to 0 and the format will appear as 1,234,567. Change this only under special circumstances.

    Currency Symbol A currency symbol is just the symbolic representation of the currency. Zoho Invoice would automatically default it to the appropriate symbol based on the currency you select.
    Decimal places The number of digits after the decimal point.
    Format The format in which the amounts in this currency will be displayed.

    Click on the 'Save ' button to add the currency.

How do I edit a currency?

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link.
  3. Click on the 'Currencies' link to open the 'Currency Settings' page.
  4. Go to the currency you want to edit. Click on the 'edit' icon shown in the image below.
    Edit currency
  5. This opens the 'Edit Currency' screen. Make changes as required and click on the 'Save' button.

How do I delete a currency?

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link.
  3. Click on the 'currencies' link to open the 'Currency Settings' page.
  4. Go to the currency you want to delete. Click on the 'delete' icon shown in the image below.

  5. Delete currency
  6. A message pops up asking for your confirmation. Click on the 'Ok' button to go ahead with the delete.
  7. Note: You cannot delete currencies which you have assigned to customers. Also, you cannot delete your base currency. The 'delete' icon will be disabled for your base currency.


How do I set an exchange rate for a currency?

Zoho Invoice lets you set exchange rates for each of the foreign currencies that you transact in. When you record any transactions in a foreign currency, Zoho Invoice pulls up the last set exchange rate for that currency.

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' settings sub-link.
  3. Click the 'currencies' link to open the 'Currency Settings' page.
  4. Mouse over the currency to which the exchange rate is to be added and click the 'more actions' icon
  5. In the 'actions menu', click the 'add exchange rate' option
  6. This brings up a pop-up where you must select the date on which this exchange rate is to be used
    Set exchange rate
  7. Enter the exchange rate
  8. Click the 'Save' button

How do I view and edit the exchange rate set?

All the rates set for a particular currency are listed under the 'exchange rate history'. To get to this:

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' settings sub-link.
  3. Click the 'currencies' link to open the 'Currency Settings' page.
  4. Mouse over the currency to which the exchange rate is to be added and click the 'more actions' icon
  5. In the 'actions menu', click the 'exchange rate history' option
  6. On the following screen that comes up, you will see all the rates that have been set so far for that currency. The most recent exchange rate set will be specified as "Current Rate"

  7. Edit exchange rate
  8. Clicking the rate lets you edit it. Once you are done editing, click the 'Save' button

Importing exchange rates

If you would like to import historical rates from another source into Zoho Invoice, follow the three step import process to get them imported in.

  1. In "Step 1", you are asked to select the file containing the data. Zoho Invoice at this time, supports importing data in the CSV or TSV file formats. Downloading a sample file and comparing the file in hand to the sample, should help you rule out the possibilities of error

  2. Import exchange rate
  3. The columns in your import file are matched to the appropriate field in Zoho Invoice. For instance, if the column on your file says, Ex.Rate you must match it to the exchange rate field in Zoho Invoice.
  4. On moving to 'Step 3', you are shown the outcome of the import. If there are any records that would be skipped during the import, clicking the number reveals the reason as to why that record would be skipped. Make the necessary changes, until you see that there are no records skipped and continue to import

Exporting exchange rates

To export an exchange rate, go to the 'exchange rate history' page and click the 'Export Rates' link on the right hand side of the page


Depending on tax requirements of the region in which your business is located, you need to configure taxes in Zoho Invoice. Using Zoho Invoice, you can configure simple sales tax - both value added and non-value added - as well as compound or stacked taxes like PST or Quebec Sales Tax.

How do I add a tax in Zoho Invoice?
To add a tax,

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link.
  3. Click on the 'Taxes' link shown in the image below to open the 'Tax Rates' page.
    Select taxes
  4. Click on the 'New Tax' button the sidebar to open the 'New Tax' page.
  5. Enter the following fields in the 'New Tax' page.

    Tax Name Enter the tax name you are going to collect on the items that you sell.
    Percentage The tax rate that you need to charge your customers.
    Is Compound Tax Check this box, if the tax is to be treated as a compound or stacked tax. Click here for more details on compound taxes.
    New tax detail

How do I edit a tax?
To edit a tax,

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link.
  3. Click on the 'Taxes' link shown in the image below to open the 'Tax Rates' page.
    Select taxes
  4. Go to the tax you want to edit. Click on the edit icon shown in the image below. This opens the 'Edit Tax' page.
    Edit tax
  5. Make changes as required and click on the 'Save' button.

Tax Groups

If there is a need to include more than one tax for a single line item, then you can group the applicable taxes into a single tax group instead of individual taxes. For example: In the US state of Alabama, three taxes are applicable. The federal tax, the state tax and the local tax. The three taxes can be grouped together as 'Alabama Taxes' (a single tax group) while creating invoices for customers. Let's see how to create a group tax.


Create a Tax Group

  1. Go to the 'Settings' tab.
  2. Select the 'Currency and Tax' sub-link.
  3. Click on the 'Taxes' link to open the 'Tax Rates' page.
  4. Click on the 'New Tax Group' on the right hand side bar as shown in the image below.

  5. Create Group Tax
  6. The 'New Tax Group' page opens. You can select the associated taxes as shown in the image below and then click on save.
    Group Tax Details
  7. In the example above, the overall tax rate is 24.1%. On the invoice, a clear break up of each of the individual taxes is displayed.

    Invoice with Alabama Tax Group

What is a compound or stacked tax?
If your business is located in the EU or Canada you may be required to collect two kinds of taxes - one that you need to pay to your local province and one to the federal authority. In certain provinces, the provincial tax is applied on the total that includes the item or invoice amount as well as the federal tax amount. Such taxes are called Stacked or Compound taxes. They are sometimes referred to as piggyback taxes.

If the provincial tax is applied just on item or invoice amount, then we refer to it as a simple tax.

Let's illustrate the two tax scenarios with an example:

Scenario 1: Total Price = Provisional Sales Tax (PST) is charged on just the selling price (Simple tax)

Invoice simple tax

You can see that in the above invoice, the PST is charged just on the item amount and not on GST as well.

Scenario 2: Total Price = PST is charged on the selling price + GST (Compound tax)

Invoice compound tax

A quick glance at the above invoice shows that PST is charged not just on the item amount, but on the total amount that includes GST amount as well as the Item Amount. The effective PST rate in this case is 7.88 %.

Prepaid Taxes
In certain countries like Italy it is a common practice for the sellers to pre-pay the tax('ritenuta d'acconto' in Italian). Say, for example a $1000 consultancy made by a professional would have a +20% VAT on its price and a -20% 'ritenuta d'acconto' (a pre-tax paid by the seller) on its price. The total would amount to $1000. The law requires that both the tax and the pre-paid tax be shown on the invoices.

To do this, just add the tax as is it and add the pre-paid tax as a negative tax. See the image below.

Prepaid tax

My tax rate has changed? How do I handle this in Zoho Invoice?
You just need to edit the tax and change it to reflect the new rate. Once it's saved, the new rate will reflect for future invoices. Existing invoices will remain unaffected.

Got more questions?

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

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