Frequently Asked Questions
Listed below are some of the most frequently asked questions in Zoho Invoice. Please feel free to contact us if you don't find answers to the questions you have.
What are the prerequisites for using Zoho Invoice?
Zoho Invoice is software given as service through the internet (SAAS - Software As A Service). All you need to use this service is a personal computer with internet connection. Of-course you will need a browser, for which we recommend Internet Explorer or Firefox.
Do you have a document to help me get started with your service?
Please check our online user manual.
Do you provide any online tutorial or training?
If you need further assistance contact us at support at zohoinvoice dot com
Can I sign up for a trial?
We do provide free accounts, meaning you can sign up and use the service without paying for it. Also there is no time period associated with it (free forever :-)). You can use this to try our service. After trying it, if you are happy, you can choose to continue with the same or upgrade to one of our premium plans.
What is the limitation if I use the free account?
The one and only limitation with the free account is that, you will not be able to send more than five invoices per month.
Can I rebrand the service, that is can I replace the logo that appears on the screen during the service usage?
Refer Changing Service Logo for details.
How do I change the logo on the invoices?
Refer Changing Invoice Logo for details.
While adding a new invoice, it is shown that the invoice number will be automatically generated. How do I change this configuration?
You can either specify the invoice number manually or you can have the system generate the invoice number. For details refer Invoice Preferences settings.
Can you describe the logic behind invoice number generation?
Refer Invoice Preferences settings for details. You will also find Invoice Number Example helpful.
Can you explain the various status of invoice - when and how they change?
Refer Invoice Life Cycle document for details.
Do you support auto-billing or recurring invoices?
Yes, we do support auto-billing/recurring invoices.
Do you store all the E-mails that are sent through the service?
We don't store the E-mails that are sent through the service. We do have plans to do it, if this is a high priority feature to you, give us a buzz to help us prioritize this feature.
Can the system send overdue reminders automatically?
Zoho Invoice can send overdue reminders, but they have to be sent manually.
Does the system support multiple currencies?
Yes, we support raising invoices or quotes/estimates in multiple currencies.
How do I see the invoices that I have sent?
The invoices that you have sent to your customers through the system are listed under "Open Invoices". To look at the "Open Invoices" -
- Click on the "Invoice" tab.
- Click on the "Open Invoices" link on the left.
- This will list all the invoices that you have sent your customers.
- Remember the invoices that are past the due date are listed in the "Overdue Invoices" section.
- The invoices for which full payment has been received are listed in "Closed Invoices" section.
How do I see the invoices that are past the due date?
The invoices that are past the due date are listed under "Overdue Invoices". To look at the "Over Invoices" -
- Click on the "Invoice" tab.
- Click on the "Overdue Invoices" link on the left.
- This will list all the invoices that are overdue.
How do I see the invoices that I have created, but not yet sent?
The invoices that are yet to be sent to the customers are listed under "Draft Invoices". To look at the "Draft Invoices" -
- Click on the "Invoice" tab.
- Click on the "Draft Invoices" link on the left.
- This will list all the invoices that are yet to be sent.
Any tips to invoice faster?
Listed below are some tips, which will help you invoice faster.
- Enable auto generation of Invoice Number. Refer Invoice Preferences for details.
- Add the list of items (your product or service) to the system and have them ready before invoicing. This helps you from the pain of entering the product or service information again and again while adding a new invoice.
- Add the customers to whom you invoice your product or service. This list again avoids the pain of entering the customer information during invoice addition.
- Specify your payment terms while adding customer, so that you need not bother about it while adding invoice.
- Set up a generic customer message in your Invoice Preferences. You can customize it on those invoices, on which it is really necessary.
- Set up your invoice "Terms & Conditions" in your Invoice Preferences.
- Set up your product or service taxes (if any) in the tax settings and specify the same while adding the product or service.
- Customize the e-mail templates and have them ready.
Hope the above tips are useful. Let us know if you are looking for anything specific.
Does your service also help me track customer payments?
Yes, Zoho Invoice help track customer payments. It demarcates the un-paid invoices from the ones for which payment has been received. It tracks the amount paid and the outstanding balance for each and every invoice. Over and above tracking customer payments, Zoho Invoice also help receive payment online.
Can Zoho Invoice help receive payments online?
If you have an account with one of the online payment service provider that we support, we can help you receive online payments from your customers.
What are the online payment service providers that you support?
Currently we have support for PayPal, Google Checkout and Authorize.net; we do have plans to support other payment service providers. If you want us to integrate support for any particular payment service provider, give us a buzz. This will help us prioritize.
What do you mean when you say "help receive online payment"? What does Zoho Invoice do in specific?
When you have an account with one of the online payment service provider that we support and have specified the same in Zoho Invoice, we can embed the "online payment" link in the invoices that we sent to your customers, thereby making it easy for them to make the payment. Also we track and verify the payment with your service provider. Once the payment is verified, we adjust the invoice and customer balances in the system and also notify you about the same.
What are the configurations that I have to do in Zoho Invoice so that it integrates smoothly with my payment service provider?
The configuration is very specific to each and every service provider. For the list of supported online payment service providers and configuration details visit - Supported Online Payment Service Providers. If your service provider is not in the supported list, give us a buzz, we can prioritize and add support for that service provider.
Can you help me create a new PayPal account?
You can get details about creating new PayPal account from PayPal website.
How do I subscribe to Zoho Invoice?
Visit our Subscription & Pricing page and choose the plan that's right for you.
Can you give more details on your subscription and pricing?
Please visit Subscription & Pricing for details.
I have forgot my password, how do I sign-in again?
Click on the "Forgot Password" link in the "Sign In" area and follow the instructions.
How do I change my password?
Login to the service, click on the "My Account" link at the top. You can change your password and other details on the page that comes up.
Will my data be safe?
For details on data and its security visit Data Security
For any other queries or information, feel free to contact us any time at support at zohoinvoice dot com
test
Hi
I love the clean, simple interface of Zoho so great job on that front.
1. Are there any plans to have batch processing in the future? For example, selecting a group of invoices and selecting "Send" to send the Invoices to Customers.
2. Are there plans to track shipping status and tracking numbers within Invoice or ideally passed back to CRM from PayPal?
Regards,
Gregg
Hello Gregg,
Thanks for the post and for the encouraging words.
We have added your request for "batch processing to send invoices" in our TODO list and will be implementing soon.
Support for tracking numbers is already in our plans and will be supporting soon.
Currently we do not support adding custom fields in invoices, we have this in our plans and will keep you updated on the progress.
As of now you can use the "Comments” table in invoices for specifying the shipping status.
"ideally passed back to CRM from PayPal?"
It will helpful to us if you can elaborate this a bit.
Hope this helps you. Get back to us in case of any queries.
Regards
Purnima
Zoho Invoice Team
Hi Purnima
Thanks for the quick response. I see that the "Comments" field on the Invoice is not exported when selecting Invoices > Export > Spreadsheet > View - is there a reason for this?
Regards,
Gregg
Hello Gregg,
The reason for not showing the comments field in the PDF is that the text entered in the comments field is just for the company's reference and it will not be shown to the customer.
Currently we are not having any option to customize the comments field behaviour (appear in PDF or not). We may support this in the future.
As of now, if you want the message to appear on the PDF, use the "Notes" field.
Hope this helps you. Kindly get back to us in case of any queries.
Regards
Purnima
Zoho Invoice Team
Hi
I've searched the forum and help files, but can't find out how to convert an open invoice to closed - in a case where the customer decides to cancel the invoice.
I understand that as you apply a payment then it'll change the status to "Closed", but I need to track which invoices were canceled. It appears that the only two options are "Trash" and "Apply Payment" - is that correct?
Gregg
Hello Gregg,
Currently we do not support invoice cancellation. We do have this in our plans and will be implementing it soon. We understand its importance and will keep you updated on this regard.
Thanks for your understanding.
Regards
Purnima
Zoho Invoice Team
Hello, I am trialling the Zoho CRM app and i am wandering if there is any kind of integration between Zoho Invoice and CRM ??
I hear some people use CRM and Invoice, Why ? is it todo with Paypal ?
Kindest regards
Shane
Hello Shane,
Zoho CRM and Zoho Invoice is integrated. You can import all your "Accounts" and associated "Contact" details from Zoho CRM to Zoho Invoice and invoice your customers via Zoho Invoice.
For more details on Zoho CRM integration refer the following blog post :
http://blogs.zoho.com/general/zoho-invoice-integrates-with-zoho-crm/
Zoho CRM has a invoicing module but the service core focus is on CRM. Whereas Zoho Invoice is a service specifically meant for addressing the invoicing related problem.
Zoho Invoice is rich in invoicing related features, say for example you can track invoices for their payments, accept online payments, create recurring profiles etc. and we will be adding more new features.
Customers who want to maintain a good Customer relationship and also want to keep track of the invoices raised use both Zoho CRM and Zoho Invoice.
Paypal is also a reason for the customers to prefer Zoho Invoice.
Hope this helps you. Let us know if we can help you anyway.
Regards
Purnima
Zoho Invoice Team
I accidentally unsubscribed myself from zoho invoice. Now when I try to login to zoho invoice with my account again, it tells me that my account is disabled. Is there anyway to restore my access to zoho invoice?
Thanks
Kevin
I want to use the system with multiple employees. But now authentication goes via my google account. How can we change this?
Hello bartvanmaarseveen,
Thanks for the comments.
Currently we don't support the concept of users and roles (and sharing of access). Sorry for disappointing you on this. We do have plans to support it. We will keep you updated on the progress.
Regards
Jerald
Zoho Invoice Team
http://invoice.zoho.com
Hello,
Greetings from Zoho Invoice.
We are happy to announce support for Voiding invoices in our service. Now you can VOID an invoice and keep it for your reference. Till date the only way to exclude an invoice from reports is by "Trashing" it. Now instead of trashing it you can just mark it as void and the voided invoices will automatically be excluded from all the reports.
How to Void an invoice :
1. Login to Zoho Invoice.
2. Click on "Invoices" tab.
3. Click on specific "Invoice #" to drill down to the invoice details page.
4. Click on "Void" to Void the invoice.
Note: You will not be able to edit or add payments to a voided invoice. However if you wish you can bring it back to life by clicking on "Convert to Draft" link in its details page, after which it will follow the usual "Invoice life cycle".
Please try this feature and let us know if it was helpful.
Happy Invoicing!
Regards
Nagendra
Zoho Invoice Team
Can multiple users use on instance of the invoicing app - each having their own email to respond to?
Hi sethamelnick,
We are yet to support multi-user feature. We are working on it and hope to add it in the subsequent update. Thanks for your patience.
Regards
Nagendra-Zoho Invoice Team
We are new users of Invoice and wish to add our vote for supporting multiple users. In our small company, there are two of us who regularly send invoices to clients, and it is therefore of utmost importance that we be able to share access to Invoice. Given that everyone in our company has a user account for Zoho Projects, it makes sense to share access for our other Zoho components and to provide access levels as we do in Projects.
We hope that the multi-user access feature is a very high priority for you.
Cheers,
John Lee
BlueGenie.net
One other thought: is QuickBooks integration on your to-do list?
Cheers,
John Lee
BlueGenie.net
Dear John,
Multi-user feature is definitely in our top priority and we are working on it aggressively. We are hearing you and will be releasing the multi-user feature within a couple of months.
We also have the QuickBooks integration in our TODO list. Once the multi-user feature is released we can focus on other features. We also have the Zoho CRM integration enhancement as a top priority, hence I am not in a position to commit a time frame.
We will update you as we progress. Please bear with us until then.
Happy Invoicing.
Regards
Nagendra
I will have some staff come into do invoice. I don't see anywhere to add users to Zoho Invoice. Please advise how to do that. Furthermore, can I block some information from that user (i.e. may be some invoices I don't want her to see)?
@jaxchentw@gmail.com
Hi,
We are yet to support multi-user feature. We are working on it aggressively and hope to add it in 2 months time. We will update you as we progress.
Please bear with us until then.
Regards
Nagendra-Zoho Invoice Team
Hi,
Is it possible to display in the exported invoice per line item what the tax rate is, instead of only applying the tax to the total amount?
Hello,
We are yet to support displaying individual taxes for line items on the invoice PDF. We have it in our TODO list. Once we add a placeholder to display individual taxes, we will update you.
Please bear with us until then.
Regards
Nagendra - Zoho Invoice
Wondering on status of batch processing for sending multiple invoices, rather than one at a time? Our workflow is to key in all the invoices (many of which are similar), then review, and THEN send the batch.
Same deal with statements, would be good to automatically be able to send a statement every 30 days to active customers.
We also use MYOB accounting software and eWAY payment gateway in Australia, would be great to see some closer integration with those.
Hi level91 ,
Greetings from Zoho Invoice support.
"Batch processing to send invoices" and "sending statement to active customers" are nice suggestions. We have taken note of it in our TO DO list. As we are working on certain prioritized features, I am unable to commit a time frame. I will update you as we progress.
Currently we support three online Payment Gateways - Google Checkout, Authorize.net and PayPal payment Gateways. Based on the number of customer requests, we will be taking up the next payment gateway integration.I will definitely add your vote to eWAY Gateway.
Happy Invoicing.
Regards,
Raji - Zoho Invoice Team
Last week I set up Recurring Profiles for the Start Date of Oct 1, 2009. I also created invoices from those recurring profiles and emailed them out to my clients. Today I received messages saying there are drafts for each of these clients again. How can I email a recurring batch of invoices out 1 week prior to invoice start date and have Zoho recognize that the batch is now valid?
Thank you
Ann Marie
Is there a setting to receive a return receipt from customers when invoices are emailed out?
@rajgoelbl,
Hi,
As of now we are yet to provide an option to request a return receipt from customers. We have taken note of it in our TODO list. Once our current priorities are over we can focus on your requirement.
Please bear with us until then.
Thanks
Nagendra
Zoho Invoice
@rajgoelbl,
Regarding recurring profile invoices:
As I understand you have manually sent the invoices to your clients using the "Create Invoice" button in the recurring profile. You would like the system to consider the sent invoices as the child invoices instead of the system generated invoices.
Our system is automated and as of now it will not check if you have created and sent an invoice manually from the recurring profile. Even though you have sent an invoice from the recurring profile, the system will not recognize it and will continue to generate the child invoices as per the schedule.
We have taken note of your request in our TODO list. As we are working on certain priority features, I am unable to commit a time frame. We will update you as we progress.
Thanks
Nagendra
Zoho Invoice
Hello Zoho team
congrats! this invoice module is a really nice piece of work, my favorite from Zoho so far (the invoice feature of the CRM is lousy in comparison with this one).
Anyway, I was wondering if I can configure a payment term of that kind: "50% at 15 day and 50% at 30 days"?
It would be awesome!
Thank you