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Organization Profile

The organization profile lets you manage the core details of your business like the organization name, address, industry, and other such details. When you created the organization, you would have entered some of these details, and they will be auto-populated here. These details automatically appear on your transaction PDFs and email notifications. In this document, you’ll learn how to edit and update them.

Prerequisite: To make any changes to the Organization Profile, you must be the Admin of the organization or your custom role must have access to Update Organization Profile under Settings.

To set up your organization profile:

Insight: If this organization is set up in other Zoho Finance applications (Checkout, Commerce, Expense, Inventory, Payroll, Practice, Vikra, and Zakya) altering any information on the Organization Profile page will automatically reflect in those apps as well. For example, if you have the same organization in Zoho Invoice and Zoho Inventory, updating the organization address in Zoho Invoice will update the same in Zoho Inventory as well. This ensures consistency across all applications.


Basic Details

The Basic Details section allows you to define your company’s primary information, including its name, logo, industry, and location.

Edit Organization Name

You can edit the organization name that was entered during the initial setup of your organization.

You can upload your organization’s logo in Zoho Invoice to display it in your transaction PDFs and email notifications. This will strengthen your brand identity and improve visibility.

Note:

  • Preferred image dimensions for the logo: 240px * 240px at 72 DPI
  • Maximum file size: 1 MB
  • Supported formats: JPG, JPEG, PNG, BMP, GIF

To upload your organization logo:

The uploaded logo will automatically appear on your transaction PDFs and all email notifications sent from Zoho Invoice. This logo will also reflect in the Branding section under Organization.

To delete your organization logo:

Once deleted, the logo will be removed from all transactions and email notifications in Zoho Invoice. However, it will still appear on any PDFs that were previously downloaded or sent.

Upload Company Seal

Note: Adding a company seal is available only for the Global edition of Zoho Invoice with their country set to Japan.

The Hanko, or company seal, is a legally recognized form of authentication in Japan and serving a similar purpose of a handwritten signature. Uploading your company seal in Zoho Invoice ensures that your official documents comply with traditional Japanese business standards. Once uploaded, the seal will automatically appear on your transaction PDFs (invoices, quotes, and other transactions) and the email notifications sent.

Note:

  • Preferred image dimensions for the seal: 240px * 240px at 72 DPI
  • Maximum file size: 1 MB
  • Supported formats: JPG, JPEG, PNG, BMP, GIF

To upload a company seal for your organization:

Now, the company seal will be auto-applied to your sales transaction PDFs, reducing the need for manual stamping.

To delete your organization’s company seal:

Industry

Change Organization Location

The organization location is auto-populated based on the country selected during the initial setup process.

If you are using the Global edition of Zoho Invoice, you can modify your organization’s location. To change your location:


Address Details

You can edit and manage your organization’s address details, including the primary address and an additional address for payment stubs.

Edit Organization Address

The organization address is pre-filled based on the details provided during the initial setup process. To edit the organization address:

Add a Different Address for Payment Stubs

Enable this option to add a remittance address that appears only in the payment stub section of invoices, separate from your primary business address. This is useful for businesses that have a different address for receiving payments. The address can contain up to 255 characters.

Pro-tip: To view the remittance address on your invoice PDF, enable them by navigating to Settings > PDF Templates > Invoice. On the Edit Template page, go to General and check the box next to the Include Payment Stub option.


Contact Details

You can manage your organization’s contact details, including the primary contact person and the website URL.

Change Your Primary Contact

The Primary Contact displayed in the Organization Profile is the email address that you had provided while signing up for Zoho Invoice. It serves two key purposes:

If you want to use another email address as the primary contact in Zoho Invoice, you can change it. Here’s how:

Warning:

  • Using an email with an unauthenticated domain as your primary contact in Zoho Invoice may cause your emails to be flagged as spam. In such cases, emails will be sent on your behalf via: message-service@sender.zohoinvoice.com. To send emails from your primary contact’s address, click Authenticate Now to verify your domain.

  • Likewise, if the email address belongs to a public domain (For example, Gmail, Yahoo), it will also be replaced with message-service@sender.zohoinvoice.com. To continue using public domains:

    • Click Change Settings in the banner displayed.
    • In the following popup, select either the Zoho Invoice Email Address or the Sender’s Email Address as the preferred sender.
    • Click Save to update your sender preferences.

Website URL


Regional Settings

You can configure your organization’s regional preferences such as base currency, fiscal year, report basis, language, time zone, and date format.

Change Base Currency

Changing your base currency is allowed only in the Global edition of Zoho Invoice. As mentioned in the initial setup, it cannot be changed if transactions are recorded. The currency you select when you sign up is displayed here. All transactions are recorded, and all financial reports (Profit & Loss, Balance Sheet etc) are generated in this currency. All foreign currency transactions will be converted back to this base currency for reporting.

Prerequisites: Go to each module and manually delete all transactions that have been recorded. Make sure you take a backup of your organization’s data.

To change the base currency:

You can edit your currency settings to customize how your currency appears in transactions, such as the symbol, name, decimal places, format, and rounding method. Here’s how you can do it:

Fiscal Year

The fiscal year is the accounting period for your organization, which may differ from the calendar year. Different companies and businesses follow different fiscal years. Select the one that aligns best with your organization’s accounting practices and regulatory requirements.

To change the fiscal year:

Language

You can change the language of your Zoho Invoice interface to suit your preference. This will affect the language used in menus, buttons, and other interface elements. To change the language of your organization:

Pro-tip: If you change the language used in Zoho Invoice, you will also need to update the fonts in your existing templates to ensure they support the selected language.

Note: Changing the language will not change the language of Email Templates, Template Customizations, Payment Modes, and Default Tax Rates. These will remain in the language set during the organization’s initial setup.

Time Zone

Zoho Invoice sets the time zone automatically based on the location you select during sign-up. You can edit if required. To change your time zone:

Date Format

Select the date format that is most commonly used in your country or specific to your organization from the dropdown. This format will be applied to all transactions you create and their PDFs. Here’s how:


Additional Settings

You can store extra information about your organization.

Company ID

The Company ID is a unique identifier assigned to your business by the government or an official regulatory body. This field is a jurisdictional requirement and varies by country. For example, SIRET in France, ACN in Australia, BN in Canada and the like.

If you want to include this company ID in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address format which is under Settings > General Preferences. Now, it will appear along with your organization address.

Tax ID

The Tax ID field is specific to your company’s regulatory requirements. For example, EIN in the US, GSTIN in India, VAT number in the UK and the like.

If you want to include the Tax ID in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address format which is under Settings > General Preferences. Now, it will appear along with your organization address.

Note: Following a recent update in the Global edition, the Tax ID field will only be displayed if it was filled when you created the organization. For new users or those who did not enter it during organization creation, the field is now available under Tax Settings as Tax Registration Number. You can access it by navigating to Settings > Taxes and Compliance > Taxes > Tax Settings > Tax Registration Number.

Add Additional Fields to Organization Address

If you wish to record any extra information to your organization’s profile that isn’t available in the standard fields. These are user-defined label-value pairs. To add additional fields:

If you want to include this additional field in your transaction PDFs, you’ll need to include its corresponding placeholder in the Organisation Address format which is under Settings > General Preferences. Now, it will appear along with your organization address.


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