Zoho Invoice

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Preferences

The Preferences section under Settings allows you to customise certain functions of Zoho Invoice. This section is broadly divided into General, Contacts, Items, Sales, Purchases and Timesheet.


General

To configure General Settings, click on the Gear Icon found on the top right hand side corner of the screen and click on More Settings. You will be taken to the Preferences section.

Through the General Settings, you can customise your Zoho Invoice account by selecting your preferences for the various options provided below.

Preferences

Preferences

Preferences

Preferences


Branding

Personalize your Zoho Invoice account to go with your brand.

The Branding section has three tabs:

General

Under this tab, you can:

Branding Themes

Note: The option to upload favicon will be available only if you’d configured a custom domain for your organisation.

Portal Settings

This tab allows you to configure your client portal.

Branding Portal

Custom Domain

The custom domain feature enables you and your users to access Zoho Invoice from a domain of your choice. You can also set unique domain name for your customer portal.

Custom Domain

Domain Mapping

The Domain Mapping feature enables you and your users to access Zoho Invoice and your customers to access thier Customer Portal from a domain of your choice. For example, if your company name is Zylker and your website is https://zylker.com/, you can create a sub-domain https://invoice.zylker.com/, and map it with Zoho Invoice.

Your customers can then access their customer portal at https://invoice.zylker.com/portal/ and you or your users can access Zoho Invoice at https://invoice.zylker.com/ instead of https://invoice.zoho.com/

Note: This feature is available only in the Professional edition of Zoho Invoice.

Mapping Your Domain

To map your domain, follow the steps mentioned below:

In your Domain’s Admin Portal,

Note: SSL certifiate will be renewed for the CNAME entry pointed during your initial purchase.

In Zoho Invoice,

You’ve now configured your domain for Zoho Invoice successfully. You and your users can access Zoho Invoice from the domain URL of your company.

Invalid Domain Address

Ensure that you provide a valid domain address in Zoho Invoice. Else, you will be redirected to an invalid domain throwing a 404 error. For example, you could see the error ‘404’ “This Web Page Is Not Available” while accessing Zoho Invoice.

SSL Error

Once you map your domain with Zoho Invoice, you may encounter an SSL error screen as listed below.

SSL Error

This is because, the process usually takes 3-5 business days. So please try after that. If you still face the error, contact us at support@zohoinvoice.com

Installing an SSL Certificate

After mapping your sub domain, we will install a group SSL certificate from our end. The process usually takes up to 3-5 business days.

Note: SSL certificates from third-party vendors cannot be installed in Zoho Invoice.


Contacts

Configure preferences related to the contacts module. Learn more.

Items

Configure preferences related to the Items module. Learn more.

Estimates

Configure preferences related to the Estimates module. Learn more.

Invoices

Configure preferences related to the Invoices module. Learn more.

Recurring Invoices

Configure preferences related to the recurring invoices module. Learn more.

Credit Notes

Configure preferences related to Credit Notes. Learn more.

Delivery Note Settings

If you ship or deliver the products you sell to your customers, then you can configure your Delivery Note settings here. A Delivery Note lists the contents of the package, what the recipient has ordered and what has been sent to them. Typically, a Delivery Note includes description and quantity of the items delivered. In some cases, a copy of the Delivery Note is signed by the recipient and then returned to the seller or consignor as a proof that the items have been delivered.

To configure Delivery Note settings, click on the Gear Icon found on the top right hand side corner of the screen and click on More Settings. Click on Preferences and select the Delivery Note Settings tab.

Delivery Note Settings Preferences


Packing Slip Settings

A packing slip will include details of the contents in a package you deliver. The purpose of a packing slip is to inform all the parties, i.e. transport agencies, government authorities and customers, about the contents of the package which is being delivered.

To configure Package Slip settings, click on the Gear Icon found on the top right hand side corner of the screen and click on More Settings. Click on Preferences and select Packing Slip Settings tab.

Packing Slip Settings Preferences


Custom Fields

Let us ruffle through the following topics on custom fields:

Custom fields - Overview

Custom Fields in Zoho Invoice allow you to quickly and easily add data against fields created by you. For example, let us consider that you are the owner of a bakery. You will have to buy 50 Kgs of flour every month for baking cakes. You might want to have a custom field called ‘Quantity’ against which you can enter the value “50 Kgs”. In this case, the Label Name will be ‘Quantity’ and the Data Type will be ‘Text’.

Note:

  • Custom fields for all supported modules will only be available for organisations created after 22nd November 2015.
  • For the older organisations, this feature will only be available for the Expenses and Payments Received modules. If you wish to have custom fields with data type enabled for all the modules, send in an email to support[at]zohoinvoice[dot]com, to check if it is feasible for your organisation.

Taking the Expenses module as an example, this is the method by which you can create custom fields from the Preferences section:

Custom fields - Actions

Custom fields can also be marked as “Inactive” by hovering your cursor over the custom field in the Preferences section, and clicking on Mark as Inactive.

You can also mark a custom field as a mandatory field, by checking the option “Is Mandatory field” as Yes, in the custom field editing or creation page.

The custom fields can be made to appear on all of your PDFs by selecting the Show in all PDF option as Yes in the custom field creation or editing page.

Custom fields - Labels

New Custom Field

The 12 data types supported by Zoho Invoice are:

Data Type Name Description
Text Enter a word or a short phrase against the field name.
Email Enter an email address against the field name.
URL Enter a URL to a file or a website against the field name.
Phone Enter a contact number against the field name.
Number Enter any positive or negative number against the field name.
Decimal Enter any positive or negative decimal number against the field name.
Amount The amount you enter will be displayed along with the currency you wish to display. It may be your organisation’s base currency or the currency for that particular transaction.
Percent Enter a value to denote a percentage against the field name.
Date Select a date from the calendar for this field.
Checkbox You can add a checkbox with a small text or description to tell what it is for. For example, it may be used to confirm an action or make a choice. If it is selected, the value ‘true’ is passed, if not ‘false’ is passed.
Auto-Generate Number While creating transactions, you can create a custom field with this data type if you wish to automatically generate the data. For example, you can create a custom field called ‘Expense Reference’ and enter the values as shown in the image below,
auto number
Henceforth, for every expense you create, this field will be generated automatically.
Drop-down Enter a set of options for a field and select them from a drop-down.

Finally click on Save to save the custom field.

Custom Fields - Limitations

Kindly note that adding custom fields of different data types have some limitations. The maximum number of custom fields that can be created for each data type is mentioned below inside the ( ):

For easy understanding let’s split the datatypes into four sections.

Section 1

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 20.

Section 2

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 12.

Section 3

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 4.

Section 4

Note: Sum of the custom fields created for the above mentioned datatypes should not exceed 3.

Adding Custom fields to Items

The default input fields you come across while creating an item such as the item name, price, etc. is designed to capture information that is common to all businesses. But, apart from the available fields, you would want to store additional information that is unique to your business. Custom fields for items will allow you to do that.

With custom fields, you can receive input in different forms such as number, text, email, etc.

You can also choose whether you want your custom field to be one of the following:

Let’s take an example where you supply printing paper to small and medium businesses. You sell different types of paper based on your customer’s requirements.

You would usually want to enter more information about your items apart from item name and price. You would want to display information such as Net weight, Quality of the paper, no.of.sheets per pack, etc.

You can create custom field with drop-down datatype and enter all the available options for Net. Weight, Quality of paper, etc. So, while creating an item, you can choose the net weight or quality of the paper from the drop-down menu. This will save you time and will also reduce the margin or error during input.

Note: As of now, you can display only a maximum of 5 custom fields in an invoice.

Creating item custom fields

To create custom fields for items,

Item Custom Field

Item Custom Field

Adding information to custom fields

Adding additional information to your items can be done in two ways:

While creating an item

Enter Additional Information - Item

Now, when you include the item in your estimate/invoice, you will see the custom field and the related value displayed as a column in the item table.

While creating an invoice

Additional information - invoice creation

Editing an item custom field

An item custom field can be edited in two ways:

Deleting an item custom field

To delete an item custom field,

Additional information - invoice creation

Note: A custom field cannot be deleted if it is used while creating a transaction.

Custom Buttons

Zoho Invoice allows you to create new button actions with the help of an advanced feature called Custom Buttons.

Users can create new buttons and define a set of actions based on their requirements.

For example, You wish to apply a discount of 10% to your regular customers, on their monthly purchase amount. You can define this action in a function and create a button Discount10. Likewise, you can create new buttons and define a set of actions based on your necessity.

Create Custom Button

To create a custom button:

Adding a custom button

Adding custom button details

Note:

Viewing a custom button


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