## Zoho Billing - Product, solutions, integrations, support, and resources Index Access the complete documentation index at: https://www.zoho.com/ke/billing/llms.txt Use this file to discover all available documentation pages before proceeding. # Organization Profile The organization profile lets you manage the core details of your business like the organization name, address, industry, and other such details. When you created the organization, you would have entered some of these details, and they will be auto-populated here. These details automatically appear on your transaction PDFs and email notifications. In this document, you’ll learn how to edit and update them. **Prerequisite:** To make any changes to the Organization Profile, you must be the Admin of the organization or your custom role must have access to _Update Organization Profile_ under Settings. To set up your organization profile: * Log in to your Zoho Billing account. * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * In the _Organization Profile_ page, fill out the necessary details. The fields that are marked with an asterisk (\*) are mandatory. * The fields are grouped into the following sections: * [**Basic Details**](/ke/billing/help/settings/organization/organization-settings.html#basic-details) * [**Address Details**](/ke/billing/help/settings/organization/organization-settings.html#address-details) * [**Contact Details**](/ke/billing/help/settings/organization/organization-settings.html#contact-details) * [**Regional Settings**](/ke/billing/help/settings/organization/organization-settings.html#regional-settings) * [**Additional Settings**](/ke/billing/help/settings/organization/organization-settings.html#additional-settings) * Click **Save** to update your preferences. **Insight:** If this organization is set up in other Zoho Finance applications (Books, Checkout, Commerce, Expense, Inventory, Invoice, Payroll, Practice, Vikra, and Zakya) altering any information on the _Organization Profile_ page will automatically reflect in those apps as well. For example, if you have the same organization in Zoho Billing will update the same in Zoho Inventory as well. This ensures consistency across all applications. * * * ## Basic Details The **Basic Details** section allows you to define your company’s primary information, including its name, logo, industry, and location. ### Edit Organization Name You can edit the organization name that was entered during the initial setup of your organization. * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Enter the full legal name of your organization in the **Organization Name** field. The name can contain up to 100 characters. ### Upload Organization Logo You can upload your organization’s logo in Zoho Billing to display it in your transaction PDFs and email notifications. This will strengthen your brand identity and improve visibility. **Pro-tip:** If you have enabled [Locations](/ke/billing/help/settings/locations/basic-functions.html#enable-locations) for your organization, you can upload individual logos for each **Business Location**. To do this, navigate to _Settings > Organization > Locations._ Select the business location for which you want to change the logo. On the following page, choose **Upload a New Logo** from the _Logo_ dropdown. Click the **Upload your Location Logo** button, select your image file, and click **Open**. The **Head Office** or **Primary Location** will continue to retain the same logo as your organization logo. **Note:** \* Preferred image dimensions for the logo: 240px \* 240px at 72 DPI \* Maximum file size: 1 MB \* Supported formats: JPG, JPEG, PNG, BMP, GIF To upload your organization logo: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the **Upload Your Organization Logo** button on the _Organization Profile_ page. * In the popup that follows, select your image file and click **Open**. The uploaded logo will automatically appear on your transaction PDFs and all email notifications sent from Zoho Billing. This logo will also reflect in the **Branding** section under _Organization_. To delete your organization logo: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the **Delete** icon located below your logo. * In the popup that follows, click **Delete** to confirm. Once deleted, the logo will be removed from all transactions and email notifications in Zoho Billing. However, it will still appear on any PDFs that were previously downloaded or sent. ### Upload Company Seal **Note:** Adding a company seal is available only for the **Global** edition of Zoho Billing with their country set to **Japan**. The **Hanko**, or company seal, is a legally recognized form of authentication in Japan and serving a similar purpose of a handwritten signature. Uploading your company seal in Zoho Billing ensures that your official documents comply with traditional Japanese business standards. Once uploaded, the seal will automatically appear on your transaction PDFs (invoices, quotes, purchase orders, and other transactions) and the email notifications sent. **Note:** \* Preferred image dimensions for the seal: 240px \* 240px at 72 DPI \* Maximum file size: 1 MB \* Supported formats: JPG, JPEG, PNG, BMP, GIF To upload a company seal for your organization: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the **Upload Your Company Seal** button on the _Organization Profile_ page. * In the popup that appears, select the image file, and click **Open**. Now, the company seal will be auto-applied to your sales and purchase transaction PDFs, reducing the need for manual stamping. To delete your organization’s company seal: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the **Delete** icon located below your company seal. * In the popup that appears, click **Delete** to confirm your action. ### Industry * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Select or enter the industry sector in which your business operates in the **Industry** field. For example: Automotive, Construction, Financial Services, and the like. ### Change Organization Location The organization location is auto-populated based on the country selected during the initial setup process. If you are using the **Global** edition of Zoho Billing, you can modify your organization’s location. To change your location: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Organization Location** on the _Organization Profile_ page. * Now, choose your preferred location from the dropdown. * * * ## Address Details You can edit and manage your organization’s address details, including the primary address and an additional address for payment stubs. ### Edit Organization Address The organization address is pre-filled based on the details provided during the initial setup process. To edit the organization address: * Go to **Settings** in the top-right corner of the page. * Select **Profile** under _Organization._ * Scroll down to the **Organization Address** section on the _Organization Profile_ page. * Click the **Edit** icon next to _Organization Address._ * Enter the new address in the _Edit Organization Address_ pop-up and click **Proceed**. * Set your preference for how the updated address should apply in the organization: * **Update New Transactions:** Applies the new organization address only to transactions created from this point onward. * **Update All Transactions:** Applies the new organization address to both existing and future transactions. * Once you’ve selected, click **Save Preference**. **Note:** If you have enabled Locations for your organization, you can add or edit specific addresses from the Locations section under Organization in Settings. ### Add a Different Address for Payment Stubs Enable this option to add a remittance address that appears only in the payment stub section of invoices, separate from your primary business address. This is useful for businesses that have a different address for receiving payments. The address can contain up to 255 characters. **Pro-tip:** To view the remittance address on your invoice PDF, enable them by navigating to **Settings > Customization > PDF Templates > Invoice**. On the _Edit Template_ page, go to **General** and check the box next to the _Include Payment Stub_ option. * * * ## Contact Details You can manage your organization’s contact details, including the primary contact person and the website URL. ### Change Your Primary Contact The **Primary Contact** displayed in the _Organization Profile_ is the email address that you had provided while signing up for Zoho Billing. It serves two key purposes: * **Communication from Zoho**: You’ll receive important updates related to your Zoho Billing subscription, usage alerts, and account-related notifications at this address. * **Default Sender Email**: This address is also used as the default “**From**” field when sending invoices, estimates, and other communications from Zoho Billing, unless you manually change them. If you want to use another email address as the primary contact in Zoho Billing, you can change it. Here’s how: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Scroll down to the **Primary Contact** section. * Click the **Gear** icon next to the _Email_ field and you’ll be redirected to the Sender Email Preferences page. Here, you can add a new sender email address, verify it, and mark it as the primary contact in Zoho Billing. Once marked, all of your transaction-related communications will be sent from this email by default. **Warning:** \* Using an email with an **unauthenticated domain** as your primary contact in Zoho Billing may cause your emails to be flagged as spam. In such cases, emails will be sent on your behalf via: **message-service@sender.zohobilling.com.** To send emails from your primary contact’s address, click **Authenticate Now** to verify your domain. \* Likewise, if the email address belongs to a **public domain** (For example, Gmail, Yahoo), it will also be replaced with **message-service@sender.zohobilling.com**. To continue using public domains: \* Click **Change Settings** in the banner displayed. \* In the following popup, select either the **Zoho Billing Email Address** or the **Sender's Email Address** as the preferred sender. \* Click **Save** to update your sender preferences. ### Website URL * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Enter your company’s website in the **Website URL** field. This information is useful for customers who want to learn more about your business. * * * ## Regional Settings You can configure your organization’s regional preferences such as base currency, fiscal year, report basis, language, time zone, and date format. ### Change Base Currency Changing your base currency is allowed only in the **Global** edition of Zoho Billing. As mentioned in the initial setup, it cannot be changed if transactions are recorded. The currency you select when you sign up is displayed here. All transactions are recorded, and all financial reports (Profit & Loss, Balance Sheet etc) are generated in this currency. All foreign currency transactions will be converted back to this base currency for reporting. **Prerequisites:** \* **Delete all existing transactions:** Go to each module and manually delete all transactions that have been recorded. Make sure you take a [backup](/ke/billing/help/settings/developer-space/backup-your-data.html) of your organization's data. \* **Delete all custom accounts in the Chart of Accounts:** \* Navigate to _Chart of Accounts_ under _Accountant_ in the left sidebar. \* Click **New Custom View** from the _All Accounts_ dropdown. \* Set the filter criteria: **Is System Accounts is False**. \* Bulk select the custom accounts and click the **Delete** icon. \* **Remove the Opening Balances** \* Go to _Opening Balances_ under _Organization_ \* Delete the opening balances listed. To change the base currency: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Now, go to **Base Currency** on the _Organization Profile_ page. * Choose your preferred currency from the dropdown and click **Save**. You can edit your currency settings to customize how your currency appears in transactions, such as the symbol, name, decimal places, format, and rounding method. Here’s how you can do it: * Click the **Gear** icon next to the _Currency_ field. * In the following popup, you can update the following: * **Currency Symbol**: Edit in this field to customize how your currency appears in transactions. (For example, you can edit **₹** and replace it with **Rs**) * **Currency Name**: Edit the display name of the currency chosen. * **Decimal Places**: Select the number of digits that should appear after the decimal point in monetary values from the _Decimal Places_ dropdown. Most currencies use 2 decimal places (For example, 123.45). * **Format**: Choose your preferred number grouping format from the _Format_ dropdown (For example, 12,34,567.89). * **Rounding Method:** Select how monetary values should be rounded off from the _Rounding Method_ dropdown (For example, Round Half Up). * Click **Save** to update your currency preferences. ### Fiscal Year The fiscal year is the accounting period for your organization, which may differ from the calendar year. Different companies and businesses follow different fiscal years. Select the one that aligns best with your organization’s accounting practices and regulatory requirements. To change the fiscal year: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Fiscal year** on the _Organization Profile_ page. Select your desired month range. (For example, April-March) * Click the **Start Date** dropdown and choose the starting day of the month. * Review the updated period in the field below the _Fiscal Year_ dropdown. ### Report Basis The **Report Basis** you choose in Zoho Billing determines when income and expenses are recognized in your accounting reports. Remember that your choice affects how your post-tax financials are calculated. If you’re unsure which basis to use, consult a tax advisor or accountant. To choose a report basis: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Report Basis** on the _Organization Profile_ page. * Here, you can choose any one of the following options: * **Accrual**: In the accrual basis, Income is recorded when it is earned, not when payment is received, and expenses are recorded when they are incurred, not when they are paid. Hence, tax is owed when an invoice is issued. This method provides a more accurate picture of your organization’s financial position by matching revenues with the expenses related to them within the same reporting period. For example, if you issue an invoice in January but receive the payment in February, the income is still recorded in January. * **Cash**: In the cash basis, income is recorded only when payment is actually received, and expenses are recorded only when they are paid. Hence, tax is owed only when payment is received. This method reflects the actual cash flow of your business, making it simpler to track money in and out, especially for small businesses. For example, if you issue an invoice in January but receive the payment in February, the income will be recorded in February. ### Language You can change the language of your Zoho Billing interface to suit your preference. This will affect the language used in menus, buttons, and other interface elements. To change the language of your organization: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Language** on the _Organization Profile_ page. * Choose the language in which you would like to maintain your organization. **Pro-tip:** If you change the language used in Zoho Billing, you will also need to update the fonts in your existing templates to ensure they support the selected language. **Note:** Changing the language will not change the language of Chart of Accounts, Email Templates, Template Customizations, Payment Modes, and Default Tax Rates. These will remain in the language set during the organization's initial setup. ### Time Zone Zoho Billing sets the time zone automatically based on the location you select during sign-up. You can edit if required. To change your time zone: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Time Zone** on the _Organization Profile_ page. * Select the appropriate time zone from the list. ### Date Format Select the date format that is most commonly used in your country or specific to your organization from the dropdown. This format will be applied to all transactions you create and their PDFs. Here’s how: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Date Format** on the _Organization Profile_ page. * Select your preferred format (For example, dd-MM-yyyy 23-06-2025). * Also, choose the separator from the adjacent dropdown (For example, -, /, or .). * * * ## Additional Settings You can store extra information about your organization. ### Company ID The **Company ID is** a unique identifier assigned to your business by the government or an official regulatory body. This field is a jurisdictional requirement and varies by country. For example, SIRET in France, ACN in Australia, BN in Canada and the like. * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Company ID** on the _Organization Profile_ page. * From the dropdown, select or enter the label (For example, SEC). * Enter the company ID number in the adjacent text box. If you want to include this company ID in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address format. Now, it will appear along with your organization address. ### Tax ID The **Tax ID** field is specific to your company’s regulatory requirements. For example, EIN in the US, GSTIN in India, VAT number in the UK and the like. * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Click the dropdown next to **Tax ID** on the _Organization Profile_ page. * From the dropdown, select or enter the label (For example, CST). * Enter the tax ID number in the adjacent text box. If you want to include the Tax ID in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address format. Now, it will appear along with your organization address. **Note:** Following a recent update in the Global edition, the **Tax ID** field will only be displayed if it was filled when you created the organization. For new users or those who did not enter it during organization creation, the field is now available under Tax Settings as Tax Registration Number. You can access it by navigating to _Settings > Taxes and Compliance > Taxes > Tax Settings > Tax Registration Number_. ### Add Additional Fields to Organization Address If you wish to record any extra information to your organization’s profile that isn’t available in the standard fields. These are user-defined label-value pairs. To add additional fields: * Navigate to **Settings** in the top-right corner and click **Profile** under _Organization._ * Scroll down to the **Additional Fields** section on the _Organization Profile_ page. * Click **\+ New Field**. * In the **Label Name** field, enter the name for the additional field (For example, Parent Company). * In the **Value** field, enter the corresponding information (For example, Zylker Group Ltd). If you want to include this additional field in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address format. Now, it will appear along with your organization address.