Zoho Invoice

Help Docs

Back to Settings Overview

Preferences

The Preferences section under Settings allows you to customize certain functions of Zoho Invoice. This section is broadly divided into General, Contacts, Items, Sales, Purchases and Timesheet.


General

To configure General Settings, click on the Gear Icon found on the top right hand side corner of the screen and click on More Settings. You will be taken to the Preferences section.

Through the General Settings, you can customize your Zoho Invoice account by selecting your preferences for the various options provided below.

Preferences

Preferences

Preferences

Preferences


Branding

Personalize your Zoho Invoice account to go with your brand.

The Branding section has three tabs:

General

Under this tab, you can:

Branding Themes

Note: The option to upload favicon will be available only if you’d configured a custom domain for your organization.

Portal Settings

This tab allows you to configure your client portal.

Branding Portal


Contacts

Configure preferences related to the contacts module. Learn more.

Items

Configure preferences related to the Items module. Learn more.

Estimates

Configure preferences related to the Estimates module. Learn more.

Invoices

Configure preferences related to the Invoices module. Learn more.

Recurring Invoices

Configure preferences related to the recurring invoices module. Learn more.

Credit Notes

Configure preferences related to Credit Notes. Learn more.

Delivery Note Settings

If you ship or deliver the products you sell to your customers, then you can configure your Delivery Note settings here. A Delivery Note lists the contents of the package, what the recipient has ordered and what has been sent to them. Typically, a Delivery Note includes description and quantity of the items delivered. In some cases, a copy of the Delivery Note is signed by the recipient and then returned to the seller or consignor as a proof that the items have been delivered.

To configure Delivery Note settings, click on the Gear Icon found on the top right hand side corner of the screen and click on More Settings. Click on Preferences and select the Delivery Note Settings tab.

Delivery Note Settings Preferences


Packing Slip Settings

A packing slip will include details of the contents in a package you deliver. The purpose of a packing slip is to inform all the parties, i.e. transport agencies, government authorities and customers, about the contents of the package which is being delivered.

To configure Package Slip settings, click on the Gear Icon found on the top right hand side corner of the screen and click on More Settings. Click on Preferences and select Packing Slip Settings tab.

Packing Slip Settings Preferences


Field Customization

Let us ruffle through the following topics on custom fields:

Custom fields - Overview

Custom Fields in Zoho Invoice allow you to quickly and easily add data against fields created by you. For example, let us consider that you are the owner of a bakery. You will have to buy 50 Kgs of flour every month for baking cakes. You might want to have a custom field called ‘Quantity’ against which you can enter the value “50 Kgs”. In this case, the Label Name will be ‘Quantity’ and the Data Type will be ‘Text’.

Note:

  • Custom fields for all supported modules will only be available for organizations created after 22nd November 2015.
  • For the older organizations, this feature will only be available for the Expenses and Payments Received modules. If you wish to have custom fields with data type enabled for all the modules, send in an email to support[at]zohoinvoice[dot]com, to check if it is feasible for your organization.

Taking the Expenses module as an example, this is the method by which you can create custom fields from the Preferences section:

Custom fields - Actions

Custom fields can also be marked as “Inactive” by hovering your cursor over the custom field in the Preferences section, and clicking on Mark as Inactive.

You can also mark a custom field as a mandatory field, by checking the option “Is Mandatory field” as Yes, in the custom field editing or creation page.

The custom fields can be made to appear on all of your PDFs by selecting the Show in all PDF option as Yes in the custom field creation or editing page.

Custom fields - Labels

New Custom Field

The 12 data types supported by Zoho Invoice are:

Data Type Name Description
Text Enter a word or a short phrase against the field name.
Email Enter an email address against the field name.
URL Enter a URL to a file or a website against the field name.
Phone Enter a contact number against the field name.
Number Enter any positive or negative number against the field name.
Decimal Enter any positive or negative decimal number against the field name.
Amount The amount you enter will be displayed along with the currency you wish to display. It may be your organization’s base currency or the currency for that particular transaction.
Percent Enter a value to denote a percentage against the field name.
Date Select a date from the calendar for this field.
Checkbox You can add a checkbox with a small text or description to tell what it is for. For example, it may be used to confirm an action or make a choice. If it is selected, the value ‘true’ is passed, if not ‘false’ is passed.
Auto-Generate Number While creating transactions, you can create a custom field with this data type if you wish to automatically generate the data. For example, you can create a custom field called ‘Expense Reference’ and enter the values as shown in the image below,
auto number
Henceforth, for every expense you create, this field will be generated automatically.
Drop-down Enter a set of options for a field and select them from a drop-down.

Finally click on Save to save the custom field.

Custom Fields - Limitations

Kindly note that adding custom fields of different data types have some limitations. The maximum number of custom fields that can be created for each data type is mentioned below inside the ( ):

For easy understanding let’s split the datatypes into four sections.

Section 1

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 20.

Section 2

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 12.

Section 3

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 4.

Section 4

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 3.

API Field Name

Once you save a custom field, you can edit it to find the API Field Name. This name will be used when referring to this custom field for an API call.

API Custom Field

Adding Custom fields to Items

The default input fields you come across while creating an item such as the item name, price, etc. is designed to capture information that is common to all businesses. But, apart from the available fields, you would want to store additional information that is unique to your business. Custom fields for items will allow you to do that.

With custom fields, you can receive input in different forms such as number, text, email, etc.

You can also choose whether you want your custom field to be one of the following:

Let’s take an example where you supply printing paper to small and medium businesses. You sell different types of paper based on your customer’s requirements.

You would usually want to enter more information about your items apart from item name and price. You would want to display information such as Net weight, Quality of the paper, no.of.sheets per pack, etc.

You can create custom field with drop-down datatype and enter all the available options for Net. Weight, Quality of paper, etc. So, while creating an item, you can choose the net weight or quality of the paper from the drop-down menu. This will save you time and will also reduce the margin or error during input.

Note: As of now, you can display only a maximum of 5 custom fields in an invoice.

Creating item custom fields

To create custom fields for items,

Item Custom Field

Item Custom Field

Adding information to custom fields

Adding additional information to your items can be done in two ways:

While creating an item

Enter Additional Information - Item

Now, when you include the item in your estimate/invoice, you will see the custom field and the related value displayed as a column in the item table.

While creating an invoice

Additional information - invoice creation

Editing an item custom field

An item custom field can be edited in two ways:

Deleting an item custom field

To delete an item custom field,

Additional information - invoice creation

Note: A custom field cannot be deleted if it is used while creating a transaction.


Validation Rules

Validation Rules in Zoho Invoice help you create new rules that set restrictions for the data being recorded. So, when a user tries to enter data in a field that you have set a restriction for, it passes through the validation rule. If the value you enter in the field violates the condition you’ve set, an alert message is displayed and the transaction is not created. The user will also be able to set multiple criteria for a single validation rule.

Currently, Validation Rules are available only for the Estimates module.

Note: This feature is available only for the users in the Premium Plan (India) and Professional Plan (all other editions) of Zoho Invoice.

Let us understand how validation rules work with the help of few scenarios.

Scenario 1: Peter runs a catering business where he takes orders from his clients and provides them services. When customers enquire for the details, he sends out an estimate to the customer and also provides a small discount. When Peter is unavailable, his team reaches out to the customers. Sometimes, his staff tends to quote a higher discount that Peter might not really approve of. Peter wonders how he can prevent this, and immediately sets up a validation rule to not create an estimate with more than 10% discount.

Scenario 2: Peter also wants his employees to enter the terms and conditions of an ongoing-offer in the transaction. He creates a rule and ensures that the users are not able to create a transaction without entering the terms and conditions.

In this section:

Create Validation Rule

You can create a validation rule by setting certain criteria for the fields in a transaction. Here’s how:

Create Validation Rule

Set Conditions for Validation

If you want to create a new validation rule for the same field:

Add another validation

Multiple Criteria and Subrules

A validation rule is applicable for all transactions. However, if you would like to apply it for specific transactions based on multiple criteria, or create a new rule with the same condition, refer the following:

Adding Multiple Criteria

When you create a validation rule, it will be applicable for all transactions by default. You can also choose the rule to be applied to transactions based on specific criteria.

Scenario: (Based on Scenario 1) Peter had created a validation rule where the Discount cannot exceed 10% for the transactions created. However, he would like to customize this further as all transactions cannot have a maximum discount of only 10%. So he sets the criteria that the rule should be applicable only when the transaction total is under 100 and when there are shipping charges too.

Here’s how you can add multiple criteria:

Add another criteria

Edit Pattern

Adding Subrules

If you would like to include an additional rule to your existing condition, you can add Subrules. This is applicable only when you’ve chosen to apply the rule to transactions based on specific criteria.

Scenario: Peter had created a rule where the Discount cannot exceed 10% while creating transactions and had also customized it by adding certain criteria. Now, he’d like to use the same condition (<= 10% discount) but create a new rule that this condition is applicable only during off-seasons (July-Nov). So he creates a new subrule with the transaction date to be > July 1.

Here’s how you can create subrules:

Create Subrule

View Subrule

Execute Validation Rules

Once a Validation Rule is created and saved, it will be applicable for all transactions created henceforth. When any new transaction violates a validation rule, an alert message will be displayed to the users.

Other Actions for Validation Rules

Once you’ve created a validation rule you will be able to edit, mark it as inactive or delete them. Here’s how:

Edit/Delete/Mark as Inactive


Custom Buttons

Zoho Invoice allows you to create new button actions with the help of an advanced feature called Custom Buttons.

Users can create new buttons and define a set of actions based on their requirements.

For example, You wish to apply a discount of 10% to your regular customers, on their monthly purchase amount. You can define this action in a function and create a button Discount10. Likewise, you can create new buttons and define a set of actions based on your necessity.

Create Custom Button

To create a custom button:

Adding a custom button

Adding custom button details

Note:

Viewing a custom button


Was this document helpful?
Yes
No
Thank you for your feedback!
Want a feature?
Suggest