Other Actions for Invoice

There are a host of actions that you can perform upon an invoice in Zoho Books.

Edit Invoice

To change details of an existing invoice:

Edit Invoice


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:

Mark as Sent


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:

Mark as Sent

If you have enabled Client Portal for the customer, they can view the invoice in their portal and perform actions.


Share Invoice Link

You can generate a link for an invoice in Zoho Books and share it with your customers. Using this link, your customer can view and/or pay for that invoice.

To generate and share an invoice link:

Note: Only invoices with the Sent status can be shared.

Share Invoice Generate Link Private & Secure Link Client Portal

To print an invoice in Zoho Books:

Print Invoice

Additional Charges

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

To configure these charges:

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

Discounts

Discounts can be applied on two levels in Zoho Books:

To configure the discount preferences in Zoho Books:

Discounts

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:

Clone Invoice

Attach Files To Invoice

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

Client Portal
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 DownloadDelete 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

Void Invoice

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

Void Invoice

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:

Mark as active

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:

Write Off Invoice Write It Off

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

Export Invoices

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

Export Invoices

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.

Export Invoices


Next >
Troubleshooting

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