## Zoho Invoice — Product, features, payments, integrations, solutions, and help Index

Access the complete documentation index at:
https://www.zoho.com/za/invoice/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Use Report Functions

Zoho Invoice offers a set of functions you can perform in various reports, ranging from customizing the report according to your needs to exporting and sharing your reports. This document lists all the functions that are common to the reports in Zoho Invoice.

**Note:** Not all reports support every function listed in this help document. Refer to the specific report’s help document to check the functions supported by that report.

### Configure Report Layout

Zoho Invoice gives you the option to customize the layout of your reports according to your business preferences and needs. The customized layout can be exported and printed. You can choose what details you want to display in your reports, the density and design of the table, paper size, and other preferences.

**Insight:** Only users with admin access can change the layouts for reports.

**Note:** This function lets you configure a layout for your reports when you export or print them. You can modify the report layout separately for each report as well while exporting or printing them.

To customize a report:

*   Go to **Reports** on the left sidebar.
*   Select the report that you want to customize.
*   Click the **Export** dropdown and select the format in which you want to export.
*   Click **Customize the details in the export file**.
*   Click **Configure Report Layout** from the dropdown.
*   Configure the following:
    
    Field
    
    Description
    
    Choose Details to Display
    
    You can select which details you want to display in your reports:  
      
    
    *   **Organization Name** - This will display your organization’s name at the top center.
    *   **Generated By** - This will display the name of the user who generated the report in the bottom left.
    *   **Page Number** - Display the page number on the bottom.
    *   **Generated Date** - Display the generated date on the bottom right. This is particularly helpful to keep track of the date when the report was generated.
    *   **Generated Time** - You can display generated time only if you have enabled generate date. This will display the generated date next to the date on the bottom right.
    
    Choose How to Display the Details
    
    Check the **Column Headers on Each Page** checkbox if you want the column headers to be displayed on all pages of the exported report. This is particularly helpful to keep track of the relevant headers if you generate a multi-page report.
    
    Table Density
    
    The table density determines the amount of spacing between rows, which influences how much data is visible at once. Click the **Table Density** dropdown and select the desired density:
    
    *   **Classic** - The Classic table density provides the most space between two data entries. This is ideal when the data set is smaller and readability is priority.
    *   **Compact** - The Compact table density provides moderate spacing between data entries, allowing more data to fit on each page without compromising too much on readability. This is ideal for medium-sized datasets where a reasonable amount of data needs to fit on each page.
    *   **Super Compact** - The super compact density provides the least space between two data entries. This is ideal for large datasets to maximize data per page and reduce the total number of pages.
    
    Table Design
    
    You can select the table design from the following:
    
    *   **Default** - This is the default table design for reports. In this report, only the heading will be highlighted, and the data will be separated by a line. This is ideal for simple reports with minimal formatting.
    *   **Bordered** - This table design applies borders around every cell. This helps in enhancing clarity by distinctly separating each cell.
    *   **Alternate Rows** - This table design highlights every alternate row. This helps in improving readability, especially in larger horizontal data.
    *   **Alternate Columns** - This table design highlights every alternate column. This improves readability, especially in reports with multiple columns.
    
      
    

**Note:** Bordered, Alternate Rows, and Alternate Columns table designs will not be applicable for Business Overview and Tax Reports.  

| | Paper Size | You can set the paper size based on your printing preferences:

*   **A4** - This is the commonly used paper size used for printing outside North America.
*   **Letter** - This paper size is commonly used in the US and Canada.

| | Orientation | You can choose the orientation for your reports based on your preferences.

*   **Portrait** - This is a vertical layout, ideal with more rows.
*   **Landscape** - This is a horizontal layout, ideal for reports with multiple columns.

| | Font Family | Select your desired font family for your reports from the Font Family dropdown.

**Note:** Different font families support different language characters. You can check the list of supported languages below each language from the dropdown.  

| | Margins | Select the size of the top, bottom, left, and right margins according to your requirements. |

*   Click **Save**.

The changes that you make here will be applicable to all the reports when you print them or when you export them as PDF.

### Report Filters

Zoho Invoice allows you to customize your reports using filters to view the report according to your needs. This is particularly helpful if you want to view the report for a specific date range or reports for a specific product. To customize your report using report filters:

*   Go to **Reports** on the left sidebar.
*   Select a report.
*   Select the **Date Range** on the top left. You can select from the list of existing date ranges, or you can also select a custom date range.
*   Select the desired filters on the top of the report.
*   Click **\+ More Filters** to customize your report further using advanced filters.
    *   Select a field.
    *   Select a comparator.
    *   Select the value.
    *   Click **\+ Add More** to add more filters.
*   Click **Run Report**.

### Customize Report Columns

You can rearrange, show, and hide columns in your reports to customize how your report looks according to your needs. To customize report columns:

*   Go to **Reports** on the left sidebar.
*   Select the desired report.
*   Click **Customize Report Columns**.
    *   Click the **+** icon next to a column header in the _Available Columns_ to add it to your report.
    *   Click the **\-** icon next to a column header in the _Selected Columns_ to remove it from your report.
    *   Click and drag the column headers in the _Selected Columns_ to rearrange the columns according to your needs.
    *   Click the **Gear** icon next to the supported columns to show or hide additional columns.
*   Click **Apply**.

### Compare By

Zoho Invoice allows you to compare the existing report using predefined filters. This is particularly helpful to evaluate performance by comparing current data to the relevant filter.

**Note:** The predefined filters may vary from report to report.

**Scenario:** Patricia, the head of Zylker, wants to view the Sales by Customer report for the current year and compare how sales have performed, compared to the previous two years. Zoho Invoice allows Patricia to view this comparison directly in the Sales by Customer report, without manually adjusting date ranges.

To compare a report:

*   Go to **Reports** on the left sidebar.
*   Select the desired report.
*   Click the **Compare With** dropdown.
*   Select the desired filters.
*   Click **Apply**.

### Performance Overview

The Performance Overview section is available in metric-based reports and displays how your business has performed in the latest period, compared to other periods.

Based on the selected date range, you can view the following details:

*   **Current Month** - The metric for the latest period in the selected Date Range.

**Insight:** For example, if the date range is selected as last quarter, the data shown here will be for the last month of the last quarter.

*   **Month on Month** - The growth percentage in the selected period’s metric compared to the previous month.
*   **Quarter on Quarter** - The growth percentage in the selected period’s metric compared to the previous quarter.
*   **Year on Year** - The growth percentage in the selected period’s metric compared to the previous year.

### Favorite Reports

Zoho Invoice allows you to mark certain reports as favorites, which will be displayed in the **Favorites** section in the _Reports_ module. This is particularly helpful in cases when you want to view some reports on a regular basis and do not want to scroll through all the reports in the module.

To mark a favorite report:

*   Go to **Reports** on the left sidebar.
*   Click the **Star** icon next to the desired reports.

The reports will be marked as favorites and can be accessed from the _Favorites_ section directly.

### Export Report

If you want to download your reports for business purposes, Zoho Invoice offers you the feature to export your reports.

To export reports:

*   Go to **Reports**.
*   Select the desired report.
*   Click the **Export** dropdown on top.
*   Enter the export file name.
*   Select the file format under **Export As**:
    *   **XLS** - Microsoft Excel 1997-2004 compatible. This is particularly helpful when working with older versions of Excel.
    *   **XLSX** - Microsoft Excel file format. This is particularly helpful when working with recent Excel versions.
    *   **CSV** - Comma Separated Value. This is a lightweight, plain-text file, ideal for importing larger datasets.
    *   **PDF** - Portable Document Format. This is particularly helpful to share finalized reports that require consistent formatting and easy printing.
    *   **Export to Zoho Sheet** - This is particularly helpful for real-time cloud-based collaboration.
*   Select the export option.

**Insight:** This option will be shown only when the report has more than 20,000 data rows.

*   **Export Latest Report** - Select this option to export the first set of rows.

**Note:** The total number of rows that can be exported using this option may vary based on your plan.

*   **Export Complete Report** - Select this option to export the entire report. This might take a couple of minutes to export. Zoho Invoice will notify you once the process is completed. Once completed, you can download the export file from the _Report history_ by clicking **View History**.

**Note:** The total number of rows that can be exported may vary based on your plan.

*   Check **I want to protect this file with a password** if you want the exported file to be password protected.
*   Check **Export this report based on my current view** to export the report with the data you can see in the report while exporting.
*   Click **Customize the details in the export file** to [customize the layout of the report](/za/invoice/help/reports/report-functions.html#configure-layout) when you are exporting it as **XLS**, **XLSX**, **PDF**, or exporting it to **Zoho Sheet**.
*   Enter a **Temporary Note** if you want to add any additional information about the report to be displayed at the footer of the report.

**Note:** The details you select above will be displayed only for this export.

*   Click **Export**.

The report will be exported in the selected file format.

### Print Report

You can print your reports directly from Zoho Invoice.

Before printing your report, you can also configure the layout of your report from print preferences. To manage your print preference for a report:

*   Go to **Reports**.
*   Select the report that you want to print.
*   Click the **Export** dropdown.
*   Select **Print Preference**.
*   Configure your [layout](/za/invoice/help/reports/report-functions.html#configure-layout).
    *   Enter a **Temporary Note** if you want to add any additional information about the report to be displayed at the footer of the report.

**Note:** The configured layout will be reflected for this report only.

*   Click **Preview**.

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