## Zoho Invoice — Product, features, payments, integrations, solutions, and help Index

Access the complete documentation index at:
https://www.zoho.com/om/invoice/llms.txt

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

# Managing Invoices

Manage invoices using the various features available in Zoho Invoice. You can view your invoice history and add comments, download invoices, print invoices, mail invoices, attach files to invoices and do a lot more. In this page, we’ll look at how to use these features.

**Common Invoice Actions**

**Invoice Actions**

**Description**

[Edit invoice](https://www.zoho.com/om/invoice/help/invoice/new-invoice.html#edit-invoice)

You can edit the invoice and update the information. However, if the invoice has been sent already, you need to send a copy of the invoice to your customer again.

[Download an Invoice as PDF](/om/invoice/help/invoice/managing-invoices.html#downloading-invoice-pdf)

This option allows you to download the invoice in PDF format.

[Print an Invoice](/om/invoice/help/invoice/managing-invoices.html#printing-invoice)

You can print your invoice to send or give a copy of the invoice to your customer.

[Mail an Invoice](/om/invoice/help/invoice/managing-invoices.html#mailing-invoice)

Send the invoice as an email to your customer.

[Attach Files to an Invoice](/om/invoice/help/invoice/managing-invoices.html#attaching-files-invoice)

You can attach relevant files related to the sale to the respective invoice.

[Share Invoice as a Link](/om/invoice/help/invoice/managing-invoices.html#share-invoice-link)

You can share the invoice as a link so that anybody with the link can access the invoice.

[Make an Invoice Recurring](/om/invoice/help/invoice/managing-invoices.html#make-invoice-recurring)

You can convert a normal invoice into a recurring invoice if the sale is going to be recurring over a specific period of time.

[Create Credit Note](/om/invoice/help/invoice/managing-invoices.html#create-credit-note)

You can create a credit note if you owe your customer any money.

[Clone an Invoice](/om/invoice/help/invoice/managing-invoices.html#clone-invoice)

If you want to create a new invoice with the exact copy of an already existing invoice, you can clone an invoice.

[Void an Invoice](/om/invoice/help/invoice/managing-invoices.html#void-invoice)

Void an invoice to maintain a record of the invoice while not allowing it to affect the accounts.

[Print Delivery Note](/om/invoice/help/invoice/managing-invoices.html#print-delivery-note)

Print a Delivery Note to send it along with the products to your customer.

[Print Packing Slip](/om/invoice/help/invoice/managing-invoices.html#print-packing-slip)

Print a Packing Slip to attach it with the product that you’re shipping to your customer.

[Delete an Invoice](/om/invoice/help/invoice/managing-invoices.html#delete-invoice)

Perform this action when you don’t want to have a record of the invoice in Zoho Invoice.

[Export Invoices](/om/invoice/help/invoice/managing-invoices.html#exporting-invoices)

You can export your invoices to download a copy of the invoices that you have in Zoho Invoice.

**Actions on Draft Invoices**

**Invoice Actions**

**Description**

[Mark an Invoice as Sent](/om/invoice/help/invoice/managing-invoices.html#mark-invoice-sent)

You can convert an invoice in the draft status to the open status without actually sending an invoice using this option.

**Actions on Open Invoices**

**Invoice Actions**

**Description**

[Send Payment Reminder](/om/invoice/help/invoice/managing-invoices.html#send-payment-reminder)

When you have a defaulted payment, you can send a payment reminder to your customer asking them to make the payment immediately.

[Set Expected Payment Date](/om/invoice/help/invoice/managing-invoices.html#set-payment-date)

You can record the expected payment date for an invoice if your customer had informed you regarding the payment date already.

[Stop Reminders](/om/invoice/help/invoice/managing-invoices.html#stop-reminders)

You can stop all the payment reminders that are sent to a customer anytime using this feature.

[Write Off an Invoice](/om/invoice/help/invoice/managing-invoices.html#write-off-invoice)

You can write off an invoice when your customer might not pay the due amount.

* * *

### History and Comments

You can view a brief history of all the actions performed on an invoice in the **History and Comments** section, at the top in the invoice details section. This allows you to review all actions performed on an invoice and also identify who performed them. You can [add your own comments](/om/invoice/help/invoice/managing-invoices.html#add-comments) whenever necessary to record any important information related to the invoice which might help you in the future. Let’s look at how you can add them.

#### Adding Comments to an Invoice

To add a comment:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice to which you want to add a comment.
3.  Click the **Comments & History** and type your comment.
4.  Check the **Display in portal** option, if you’ve enabled Customer Portal for your customer and want to display the comment in the Customer Portal.
5.  Click **Add Comment**.

### Downloading an Invoice as PDF

At times, you would want to download an invoice as a PDF to keep a hard copy record for future references or to share it with someone else. Whatever your need may be, you can easily download the invoice as a PDF from Zoho Invoice.

To download an invoice as a PDF:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to download as a PDF.
3.  Click the **PDF/Print** dropdown and select **PDF** or press **d** to download it to your device.

### Printing an Invoice

You can print an invoice directly from Zoho Invoice. To print an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to print.
3.  Click the **PDF/Print** dropdown and select **Print** or press **p** to print the invoice.
4.  Choose the appropriate settings and click **Print**.

### Mailing an Invoice

You can share your invoices via email to the concerned people. To email the invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to email.
3.  Click the **Send** dropdown and select **Send Email** or press **m** to email the template. A template of the content that would be sent is shown as a preview where you can enter your message.
4.  Check the addressee’s email address and click **Send**.

### Attaching Files to an Invoice

Zoho Invoice allows you to attach files to an invoice in Zoho Invoice. To attach files to an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice to which you want to attach a file.
3.  Click **Upload Files** and again click **Upload your Files** to select the file you wish to attach from your device.

**Pro Tip:** You can also click the dropdown next to _Upload your Files_ to upload files directly from cloud pickers like Zoho WorkDrive, Google Drive, Dropbox, OneDrive, and more.

Upload options

Description

Attach From Desktop

Upload files from your device.

Attach From Cloud

Upload files from your cloud 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.

**Warning:** You can attach a maximum of 3 files to an invoice with a file size limit of 10 MB each.

### Sharing Invoices through WhatsApp

You can share invoices with your customers directly through WhatsApp from Zoho Invoice. This allows you to send invoices quickly in just a few clicks, making it easier for customers to view and process them instantly.

**Prerequisite:** To share invoices through WhatsApp, the customer’s contact number must include the country code. Here’s how to add a country code to a contact number:

*   Go to **Customers** on the left sidebar.
*   Select the customer to whom you want to share the invoice.
*   Click **Edit** at the top.
*   Enter the appropriate country code next to the contact number.
*   If you are sharing the invoice with a contact person associated with the customer, navigate to the _Contact Persons_ tab and select the country code for their number.

To send an invoice through WhatsApp:

*   Go to **Invoices** on the left sidebar or press **shift + i** to navigate to the Invoices module instantly.
*   Select the invoice that you want to share.
*   Click the **Send** dropdown and select **WhatsApp Message**.

**Note:** Invoices can be shared through WhatsApp only after they are sent or marked as sent. If an invoice is not yet sent, a pop-up will appear in which you can click **Proceed** to mark it as sent.

*   Click the **Send To** dropdown and select the contact with whom you want to share the invoice.
*   Review the _Message Content_ and make the required changes.
*   Click **Share**.
*   Select **Continue to Chat** to share the invoice to the selected contact.

### Sharing Invoice as a Link

*   Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
*   Select the invoice to which you want to attach a file.
*   Click **Share** and a pop-up appears.
*   In the **Visibility** dropdown choose either **Public** or **Private & secure.**
    *   **Public** - The invoice can be viewed by anyone who has got access to the link. You can set an expiration date for that link from the **Link Expiration Date** field. The invoice will not be available after the expiration date. After setting the expiration date, click **Generate Link** to generate the link. You can also disable all the active links by clicking **Disable All Active Links** button.
    *   **Private & secure** - The invoice will be sent via customer portal to customers and their contact persons. They can view it privately in their portals.

**Note:** If you choose **Private & secure**, transactions can be shared only via Customer Portal. So, please ensure that you have added email addresses to your contacts and their contact persons and then enable Customer Portal to all of them.

### Marking an Invoice as Sent

An invoice will be marked as sent, as soon as you send it to your customer. However, if you haven’t sent the invoice as an email but would like to mark the invoice as sent, you can do so.

**Insight:** Only an invoice in **Draft** status can be marked as **Sent**.

To mark an invoice as Sent:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the draft invoice you want to mark as sent.
3.  Click the **More** icon and select **Mark as Sent**.

The invoice will be marked as Sent immediately, but it won’t be sent as an email to the customer.

### Sending Payment Reminder

After you’ve sent your invoice to your customers and if they haven’t paid the invoice amount to you, you can send them a payment reminder email requesting them to pay the amount.

To send a payment reminder:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the **Invoices** module.
2.  Select the invoice for which you want to send the payment reminder.
3.  Click the **More** icon and select **Send Reminder**.
4.  Edit the email content and click **Send** to send the reminder. The email will be sent to the customer’s email address.

**Insight:** If there are multiple invoices for which you want to remind your customers, you can send payment reminders in bulk. Learn more about [sending payment reminders in bulk](/om/invoice/help/invoice/managing-invoices.html#send-payment-reminder-bulk).

Instead of reminding your customers about payments manually, you can [automate reminders](https://www.zoho.com/om/invoice/help/settings/reminders.html#automated-reminders) for all invoices in Zoho Invoice.

### Setting Expected Payment Date

When you invoice your customers, at times, they might inform you in prior that they will make the payment at a certain date. In such cases, you can record the expected payment date for the invoice and [configure the reminder based on the expected payment date](https://www.zoho.com/om/invoice/help/settings/reminders.html#expected-payment-date). We will remind you before or after the expected date based on your reminder configuration.

To set the expected payment date:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice for which you want to set the expected payment date.
3.  Click the **More** icon and click **Expected Payment Date**.
4.  Choose a date and enter a description for setting the payment date.
5.  Click **Save**.

### Stopping Reminders for an Invoice

Reminders are sent to your customers when they are yet to pay for the invoice, requesting them to make payments. If you want to stop the reminders that are yet to be sent to your customers, you can do so by following the steps below:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice for which you want to stop reminders.
3.  Click the **More** icon and click **Stop Reminders**.

With this, all the reminders pertaining to the invoice will be stopped.

### Making an Invoice Recurring

When your customer purchases the same items from you regularly every month or every week, you can convert their invoice to a recurring invoice.

To make an invoice recurring:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to make it recurring.
3.  Click the **More** icon.
4.  Select **Make Recurring** and a new recurring invoice creation page opens with information pre-populated from the invoice.
5.  Set the recurring frequency and click **Save** to create a recurring invoice.

Once you’ve set up the recurring invoice, invoices will be raised at the set regular interval automatically based on your preferences. Learn more about [Recurring Invoice](https://www.zoho.com/om/invoice/help/recurring-invoice/).

**Insight:** When you make an invoice recurring, a recurring invoice is created with the details of the invoice. However, this invoice will not be included as part of the recurring profile. That means, only the invoices created in the future as part of the recurring invoice will be included in the recurring profile.

### Creating a Credit Note

At times, your customers might return some of the goods that you’ve sold to them. In such cases, you would have to refund the amount for the returned items. Now, you can create a credit note for the amount to be returned and save it. You can apply this credit note to a future invoice or you can refund the amount to the customer.

To instantly create a credit note from an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice for which you want to create a credit note.
3.  Click the **More** icon.
4.  Select **Create Credit Note** to record the credit you owe to your customer. A new credit note creation page opens.
5.  Edit the details and click **Save as Open**.

You can apply this credit note to an invoice of the same customer or refund it. Learn more about [Credit Notes](https://www.zoho.com/om/invoice/help/credit-note/).

### Cloning an Invoice

If you need to use the information in an invoice to create another invoice, you can clone it. This enables you to create a new similar invoice instantly and you can save it after making the necessary changes.

To clone an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to clone.
3.  Click the **More** icon.
4.  Select **Clone** to clone the invoice. A new invoice creation page opens with details pre-populated from the previous invoice.
5.  Make the necessary changes and click **Save as Draft** or **Save and Send** to create the invoice.

### Writing-off an Invoice

In doing business, there could be customers who default from making the payments or make partial payments for the invoice. Instead of the due remaining as it is, you can write-off the balance due and convert the status of the invoice to **Paid**.

To write-off an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to write off.
3.  Click the **Record Payment** dropdown.
4.  Select **Write Off** to write off the invoice amount that your customer owes you.
5.  Select a write-off date and enter a reason for writing off.
6.  Click **Write Off**.

**Insight:** The written-off amount will not reflect in the **Payments Received** report. You can view the **Bad Debt** report to know the details of the written off amount.

### Voiding an Invoice

If an invoice is obsolete but you want the record to be stored, you can void the invoice. A voided invoice will not reflect in the reports.

To void an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice that you want to void.
3.  Click the **More** icon and select **Void** to void the invoice.
4.  Enter a reason for voiding the invoice for future reference.
5.  Click **Void it** to void the invoice.

### Printing a Delivery Note

To print a delivery note for an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Select the invoice for which you want to print a delivery note.
3.  Click the **PDF/Print** dropdown and select **Print Delivery Note**. A preview of the delivery note is displayed in a pop-up.
4.  Click **Print** to print the delivery note.

**Pro Tip:** You can show or hide the fields that are displayed in the delivery note. You can do that in **Settings** > **Delivery Note**.

### Printing a Packing Slip

To print a packing slip for an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the **Invoices** module.
2.  Select the invoice for which you want to print a packing slip.
3.  Click the **PDF/Print** dropdown and select **Print Packing Slip**. A preview of the packing slip is displayed in a pop-up.
4.  Click **Print** to print the packing slip.

**Pro Tip:** You can show or hide the fields that are displayed in the packing slip. You can do that in **Settings** > **Packing Slip**.

### Deleting an Invoice

At times, you would want to delete invoices that you’ve created mistakenly or obsolete invoices. If it’s a paid invoice, you need to delete the recorded payment before deleting the invoice.

To delete an invoice:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the **Invoices** module.
2.  Select the invoice that you want to delete.
3.  Click the **More** icon.
4.  Select **Delete**.
5.  Click **Delete** again in the pop-up to delete the invoice.

**Warning:** The invoice you delete cannot be recovered again once it is deleted.

### Exporting Invoices

If you want to store a copy of all the invoices separately, you can do that easily by exporting the invoices. You can also export invoices belonging to a specific period. You can export them in either **CSV** _(Comma Separated Values)_ or **XLS** _(eXceL Spreadsheet)_ formats.

To export invoices:

*   Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the **Invoices** module.
*   Click the **More** icon and select **Export Invoice** or press **alt** + **e** to export them.
*   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 Identifiable 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** and save the file in your device.

**Insight:** You can export a maximum of only 25,000 rows at a time. If there are more than 25,000 rows of invoices, you can export them with multiple attempts.

### Bulk Actions

You can perform an action over a lot of invoices at a single attempt in Zoho Invoice. You can mark them as sent, download them as PDF, print them or delete them in bulk.

*   [Marking Invoices as Sent](/om/invoice/help/invoice/managing-invoices.html#marking-invoice-as-sent)
*   [Emailing Invoices](/om/invoice/help/invoice/managing-invoices.html#email-invoices)
*   [Downloading Invoices as PDF](/om/invoice/help/invoice/managing-invoices.html#downloading-pdf-bulk)
*   [Printing Invoices](/om/invoice/help/invoice/managing-invoices.html#printing-invoices-bulk)
*   [Deleting Invoices](/om/invoice/help/invoice/managing-invoices.html#deleting-invoices-bulk)
*   [Sending Payment Reminders in Bulk](/om/invoice/help/invoice/managing-invoices.html#send-payment-reminder-bulk)

#### Marking Invoices as Sent

To mark invoices as sent:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Mark all the draft invoices that you want to mark as sent.
3.  Click **Mark as Sent** at the top to mark all the selected invoices as sent.

#### Downloading Invoices as PDF

To download invoices in PDF:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Mark all the invoices that you want to download as PDF.
3.  Click the **Download** icon at the top and click **Export as PDF** or press **alt** + **d** to download the selected invoices.
4.  Choose an appropriate location and save them to your device.

#### Printing Invoices

To print invoices in bulk:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Check the invoices that you want to print.
3.  Click the **Print** icon at the top or press **alt** + **p** to print the selected invoices.
4.  Configure the print settings and click **Print**.

#### Deleting Invoices

To delete invoices in bulk:

1.  Go to the **Invoices** module in the left sidebar or press **shift** + **i** to instantly navigate to the _Invoices_ module.
2.  Check the invoices that you want to delete.
3.  Click **Delete** at the top.
4.  Click **OK** to delete the invoices.

**Warning:** The invoices that you delete cannot be retrieved again.

## You might also find these helpful

[

### Recurring Invoices

Create recurring profiles for transactions that occur regularly.

](/om/invoice/help/recurring-invoice/new-recurring-invoice.html?src=help-other-resources)[

### Preferences

Configure organization settings, module options, and field customizations in Zoho Invoice.

](/om/invoice/help/settings/preferences.html?src=help-other-resources)[

### Data Backup

Learn about taking a backup of all your data in a single file.

](/om/invoice/help/settings/backup-your-data.html?src=help-other-resources)