## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/ke/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Other Actions in Invoices

## Edit Invoice

To change details of an existing invoice:

*   Go to **Sales** > **Invoices** and select the invoice whose details you want to edit.
*   Click the **Edit** icon.
*   Make the necessary changes and click **Save**.

![Edit Invoice](/books/help/images/invoice/edit-invoice.png)

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## Send Invoice to Customer

Usually, when you create an invoice, you would have saved it as a draft or sent it to your customer right away.

If you have saved it as a draft, you can send it to your customer manually. Here’s how:

*   Go to **Sales** > **Invoices** and select the invoice you want to send.
*   Click the **Mail / SMS** dropdown and select the way in which you want to send the invoice to the customer.
*   Go through the template and click **Send**.

![Mark as Sent](/books/help/images/invoice/mail-invoice.png)

**Note:** You need to purchase Snail Mail credits to send snail mails to your customers.

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## Mark Invoice as Sent

You can manually mark an invoice as sent. This allows you to record payments for the invoice. To mark an invoice as sent:

*   Go to **Sales** > **Invoices**.
*   Select the invoice which is in the Draft status that you want to mark as sent.
*   Select **Mark as Sent**.

![Mark as Sent](/books/help/images/invoice/mark-as-sent.png)

If you have enabled [Customer Portal](https://www.zoho.com/ke/books/help/customer-portal/) for the customer, they can view the invoice in their portal and perform actions.

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## Share Invoice Link With Customers

**Secure Link Sharing:** Since the invoice link can be accessed by anyone, Secure Link Sharing adds a layer of security to ensure only the intended recipients view the full invoice. To facilitate this, add your customer’s **Email Address** or **Phone Number** to their details in the **Customers** module. Next, when you generate and share the link, your customer can verify their identity by entering the same email address or phone number to view the full invoice. If they cannot provide these details, they can only **Accept**, **Reject**, or **Pay** the invoice.

**Prerequisite:** Ensure the invoice has the **Sent** status before you share it. You can either send it by email or through other methods like SMS or WhatsApp, and then choose **Mark it as Sent**.

You can generate a link for an invoice and share it with your customers. Using this link, the customer can view the invoice. To generate and share the invoice link:

*   Log in to your Zoho Books organization.
*   Go to _Sales_ on the left sidebar, and select **Invoices**.
*   Select the invoice you want to share.
*   In the _Details_ page, click **Share** at the top.

![Click Share](/books/help/images/invoice/click-share.png)

*   In the _Share Invoice Link_ popup, fill in the following fields:
    *   **Visibility:** Choose **Public** to allow anyone with the link to access the invoice before it expires, or **Private and Secure** to restrict access to the customer portal.
    *   **Link Expiration Date:** Set a date for the link to expire.

**Note:** By default, the link expires 90 days from the date it’s generated.

*   Click **Generate Link**.

![Generate Invoice Link](/books/help/images/invoice/generate-invoice-link.png)

Once the link is generated, click **Copy Link** to copy and share it with your customers.

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## Accept or Decline an Invoice as a Customer via Public Link

When you send an invoice link via **Email**, **SMS/Text Message**, **WhatsApp**, or messaging apps, customers can follow the steps below to review and respond to it:

*   Click the invoice link.
*   Choose to **Accept**, **Decline**, or click **Pay Now**.
*   To view the full invoice, click **View Invoice** next to the _Invoice Number_.

![View Full Invoice](/books/help/images/invoice/view-full-invoice.png)

*   In the _Verify your identity_ popup, the customer must enter the email address associated with the business or their contact person’s email, and click **Verify**.

![Verify Your Identity Popup](/books/help/images/invoice/verify-your-identity.png)

*   Once verified, view the full invoice, review the details, and click **Pay Now**.
    
    ![Full Invoice](/books/help/images/invoice/full-invoice.png)

Now, the customers can securely respond to the invoice based on their preference.

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## Print Invoice

To print an invoice in Zoho Books:

*   Go to **Sales** > **Invoices** and select that which you want to print.
*   Click the **PDF/Print** dropdown and select Print.
*   Check the invoice preview and click **Print**.

![Print Invoice](/books/help/images/invoice/print-invoice.png)

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## Additional Charges

In Zoho books, you have the option to add two additional charges:

*   Shipping Charges
*   Adjustment

To configure these charges:

*   Go to **Settings** on the top right corner of the page.
*   Select **General** under _Preferences_.
*   Scroll down to **Select additional charges you’ll like to add**.
*   Mark the box **Shipping Charges** and **Adjustments** as per your requirement.
*   Click **Save** at the bottom of the page.

Now, you will find these fields in the transactions below the item table.

**Note:** Shipping Charges and Adjustments won’t be displayed in Retainer Invoices and Payments Received.

![Additional Charges](/books/help/images/invoice/additional-charges.png)

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## Discounts

Discounts can be applied on two levels in Zoho Books:

*   **Item level** - Discount is applied individually on each item in a transaction.
*   **Invoice level** - Discount is applied on the total amount of the invoice.

To configure the discount preferences in Zoho Books:

*   Go to **Settings** on the top right corner of the page.
*   Select **General** under _Preferences_.
*   Scroll down to the **Do you give discounts?** section.
*   Select **At line item level** for item level discounts or **At invoice level** for invoice level discount.
*   Select **I don’t give discounts** if you don’t wish to give discounts in any of your transactions.
*   Click **Save** at the bottom of the page.

![Discounts](/books/help/images/invoice/discounts-invoice.png)

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## Clone Invoice

If you want to create an invoice with the same details as an existing one, you can choose to clone it rather than create a new invoice. Here’s how:

*   Go to **Sales** > **Invoices** and select the invoice to clone.
*   Click **•••** and select **Clone**.
*   Make necessary changes in the **New Invoice** page.
*   Click **Save** to create a new cloned invoice.

![Clone Invoice](/books/help/images/invoice/clone-invoice.png)

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## Attach Files To Invoice

You can attach up to 5 files of 5MB each to an invoice. To attach files to an invoice:

*   Go to **Sales** > **Invoices** and select the invoice for which you want to attach the file(s).
*   Click **Attach File(s)** on the top right corner of the page.
*   Select your upload option.

![Customer Portal](/books/help/images/invoice/attach-files-to-invoice1.png)

**Upload options**

**Description**

Drag & Drop

Upload files from your device.

Cloud

Upload files from your cloud account.

Documents

Upload files from documents saved in your Zoho Books account.

You can **Download**, **Delete** or **Remove** the files by clicking the options below the uploaded files.

**Note:** If you **Delete** a file, it will be permanently deleted from your account. If you **Remove** a file, it will be removed from the transaction but will still be present in your documents tab.

![Attach Options](/books/help/images/invoice/attach-files-to-invoice.png)

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## Void Invoice

Once you void an invoice, it will not reflect on any of your sales transactions or reports. To void an invoice:

*   Go to **Sales** > **Invoices** and select the invoice to void.
*   Click on **•••** and select **Void**.
*   Enter a reason and click **Void it**.

![Void Invoice](/books/help/images/invoice/void-invoice.png)

In case you want to make the invoice valid again, you can mark it as active. This is a better alternative to deleting an invoice permanently, letting you retain any information in the invoice.

To make an invoice active:

*   Go to **Sales** > **Invoices** and select the invoice which is in the Void status.
*   Click **Convert to Draft**.
*   Enter a reason and click **Convert to Draft**.

![Mark as active](/books/help/images/invoice/void-mark-as-active.png)

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## Write Off Invoice

When your customer doesn’t pay you for an invoice and all attempts at making them pay has failed, you can write it off. The amount of the invoice that you write-off will reflect on the **Bad Debt** account in the **reports**.

To write-off an invoice:

*   Go to **Sales** > **Invoices**.
*   Select the invoice you want to write off.
*   Click **Record Payment > Write Off**.

![Write Off Invoice](/books/help/images/invoice/write-off.png)

*   Enter the **Reason** for the write off.
*   Click **Write it off**.

![Write It Off](/books/help/images/invoice/confirm-write-off.png)

If you want to revert the write off, click the **Cancel Write Off** button in the top right corner of the page.

![Cancel Write Off](/books/help/images/invoice/revert-writeoff.png)

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## Export Invoices

You can export all your invoices to your system in CSV, XLS, or XLSX formats. Here’s how:

*   Go to **Sales** > **Invoices**.
*   Click the **More** icon in the top right corner of the page.
*   Select **Export Invoices**.

![Export Invoices](/books/help/images/invoice/export-invoices.png)

Fill in the following fields:

**Fields**

**Description**

Select Status

By default, all invoices will be exported. If you want to export invoices based on their status, you can select the status here.

Date Range

Select a **From** and **To** date between which you want to export the invoices. This will filter all Invoice with the invoice date in between the from and to dates.

Fields in Export File

 If you want to export only certain fields, you can select a template under **Fields in Export File**. If you don’t have an export template, you can create a new template by clicking **\+ Add New**.

Export As

Select the format of your export

Personally Identifyable Information (PII)

If you want to export the PII along with the export file, mark the **Include Sensitive Personally Identifiable Information (PII) while exporting** option. The PII fields such as your customer’s address, email address, phone number, bank account number, and any sensitive custom field will be included in the export file.

Password

Enter a password to secure your export file.

*   Click **Export**.

![Export Invoices](/books/help/images/invoice/export-invoices1.png)

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## Bulk Update Invoices

If you need to update a specific field in multiple invoices at once, you can use the bulk update option. To update in bulk:

*   Go to _Sales_ on the left sidebar, and select **Invoices**.
*   Select the invoices you want to update.
*   Click **Bulk Update** at the top of the page.
*   In the _Bulk Update Invoices_ popup, choose the field you want to update from the dropdown and enter the new information.
*   Click **Update**.

Now, the selected invoices will be updated with the new information.

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## Download Invoices in Bulk as a PDF File

You can download the selected invoices as a PDF file, with each invoice on a separate page. To download:

*   Log in to your Zoho Books organization.
*   Go to _Sales_ on the left sidebar, and select **Invoices**.
*   Select the invoices you want to download in bulk.
*   Click the **PDF** icon at the top of the page.

Now, the selected invoices will be downloaded onto your device as a PDF file, with each invoice as a separate page.

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## Download Invoices in Bulk as a ZIP File

You can download the selected invoices as a ZIP file, which will contain individual PDFs of each invoice. To download:

*   Go to _Sales_ on the left sidebar, and select **Invoices**.
*   Select the invoices you want to download in bulk.
*   Click the **ZIP** icon at the top of the page.

Now, the selected invoices will be downloaded onto your device as a ZIP file containing individual PDFs of each invoice.

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**Next >**  
[Troubleshooting](/ke/books/help/invoice/troubleshooting.html)