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 any existing invoice:

Go to Sales > Invoices and select the invoice whose details you want to edit.
Click the Pencil icon in the right side of the page
Make the necessary changes and click Save.

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:

Go to Sales > Invoices and select the invoice you want to send.
Click the Mail icon in the right side of the page.
Go through the template and click Send.

Send Invoice

Mark Invoice as Sent

You can manually mark an invoice as sent. Here’s how:

Go to Sales > Invoices.
Select the invoice which you want to mark as sent (it should be in the Draft status).
Select More > Mark as Sent.

Mark as Sent

Note: To record payment for invoices, it must first be marked as Sent.

You can share an invoice which you have created in Zoho Books with your customers. All you have to do is generate a link for that invoice and send it to them. Using this link, your customer can view and/or pay for that invoice.

Here’s how you can do it:

Go to the Sales > Invoices.
Select the invoice for which you want to share the link.
Click More > Share Invoice Link.

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

You can generate the link for Public or Private & Secure access.

If you have selected Public, click Generate Link.
Copy the link URL and share it with your customer.

If you have selected Private & Secure, your customer can view the invoice from their Client Portal.

Print Invoice

To take a print out of an invoice in Zoho Books:

Go to Sales > Invoices and select the invoice which you want to print.
Click the Print icon in the right side of the page.
Check the invoice preview and click Print.

Print Invoice

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 > Preferences > General.
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

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.
Select More > Clone.
Make necessary changes in the New Invoice page.
Click Save.

Clone Invoice

Attach Files To Invoice

You can attach up to 5 files for each invoice. The size limit for each file is 5 MB. To attach files to your invoice:

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

Attach Files To invoice

Upload options	Description
Drag & Drop	Upload files from your system.
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 Files To invoice

Void Invoice

What does voiding an invoice do?
It makes it no longer valid. The invoice won’t be reflected in any of your sales transactions or reports.

To void an invoice:

Go to Sales > Invoices and select the invoice to void.
Select More > Void.
Enter a reason and click Void it.

In case you want the invoice to be 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 in the top right corner of the page.
Enter a reason and click Convert to Draft.

Void Invoice

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.

To write off an invoice:

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

Enter the Reason for the write off.
Click 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.

Note:
The amount on the invoice which has been written off will reflect in the Bad Debt account in Reports.

Export Invoices

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

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

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 it here.
Date Range	Select a From and To date between which you want to export the invoices
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 one by clicking + Add New.
Export As	Select the format of your export
Personally Identifyable Information (PII)	If you have any PII that you are exporting, mark the box Include Sensitive Personally Identifiable Information (PII) while exporting.The PII fields include your customer’s address, email address, phone number, bank account number and any sensitive custom field.
Password	Enter a password to secure your export.