Creating Transactions for Projects

You can create various transactions for a project in Zoho Books. Let’s take a look at some of them.


Estimate

You can send an estimate of the project details to your customers. They can either accept, reject or comment on the estimate. After an estimate is confirmed, it can be converted into an invoice.

To create an estimate for a project:

Estimate Project


Invoice

You can directly charge your customers for the time you have spent on their projects.

To create an invoice for a project:

Invoices from Projects

Project Invoice Information
Options Description
Single line for the project This will show the entire project information in a single line on the invoice.
Show all timesheet entries individually All the unbilled timesheet work item will be individual entries on the invoice.
Group by tasks Every task worked on will be a separate line item.
Group by users Every task worked by an user will be in a single line item.
Group by tasks and users Individual users and their tasks will be shown in a single line item.

Note:

New Invoice


Expense

Projects do have expenses. It can be anything from buying a coffee for your user to purchasing tools for a task. Record these expenses for your projects.

To record expenses for a project:

New Expense

At the bottom of the page, you can find Customer Name and Projects. The project will be marked Billable by default as it incurs an expense.

Project Expense

Lean more about expenses.


Tracking Expenses

The expenses that you’ve recorded for a project can be tracked in the Reports module of Zoho Books. You can view the expenses incurred in each project separately. To track your expenses:

Expenses by project report

Detailed Summary

You can customize the report by clicking Customize Report on top of the report.


Advance Payments or Retainer Invoices

At times, you might have to take an advance payment to buy tools or arrange resources for the project you are going to work on. Create a retainer invoice for the project and accept advance payments. You can later adjust them with the invoice you create from the project. Here’s how:

Retainer Invoice

Learn more about Retainer Invoces.


Associate Projects to Bills

When you are working on projects for your customers, you could incur various bills. You can associate customers and projects to these bill and mark them as billable. Here’s how:

The next time you create an invoice for that customer the number of unbilled bills will be displayed and you can choose to add them to your invoice.

Sort your invoices


See Also:
Other Actions in Timesheets
Weekly / Monthly Log Time

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