Setup and Admin Console - Books
I have associated a payment gateway to an invoice. My client is unable to find the option to pay for it. What should I do?
When you email an invoice to your client, the invoice PDF is attached to it and a link to view the invoice (“Click to view Invoice”) will be available in the email content. When your client clicks on this hyperlink it will open the invoice in a new ...
How can I record multiple invoice or bill payments at once?
Most of the time you choose to cover the payments due on multiple bills to a particular vendor in one go. Most of your customers may do the same in order to save time and hassle. In Zoho Books, you can record multiple payments associated with a ...
How will I know if my client has enabled autocharge through the portal?
Your client can log into the customer portal and enable autocharging while making payments for his recurring invoices. Once he does this, a small icon next to the recurring invoices associated with him in Zoho Books will indicate that Autocharge has ...
Can my customers edit their credit card details?
Your customers can edit their card details anytime if you’ve set up a customer portal to interact with them. To update their card details, your customers will have to: Log in to the portal using the portal URL. Go to Home in the left sidebar. ...
How can I import and export invoice payments?
Not just Invoice payments, you can import and export any data into and out of Zoho Books. To Import Invoice Payments, Go to Sales > Payments Received. Click on the Import Payments option from the actions drop down. You will be directed to another ...
How do I send out customized reminders for my invoice payments?
Zoho Books offers both automatic and manual reminders, 1) Automatic reminders can be enabled automatically by going to Settings – More Settings – Reminders . Go to Automated Reminders and select ‘Turn On’. Upto 30 automatic reminders can be enabled, ...
How do I set my invoice due date?
The due date of an invoice can be set during the invoice creation by choosing the payment terms, labelled ‘Terms’ in the invoice creation page. The options available for selection are, Net 15 - Due 15 days from Invoice date. Net 30 - Due 30 days from ...
How can I adjust my invoice total to include shipping charges and miscellaneous adjustments?
Any miscellaneous amount you may want to associate to your quotes or invoices, can be added as ‘Adjustments’. The amount entered as adjustment is added to the invoice total. The ‘Adjustments’ field is displayed right at the bottom of the ...
How do I add or delete a payment mode?
Open the Contacts tab and select a customer Click on New Transaction and select Invoice Payment or Bill Payment as required. You can select the payment modes from the Payment Mode drop down. You can also type to add a custom payment mode. To delete a ...
How do I record an advance payment from my customers and apply them to their future invoices?
To record advance payment for your customer: Click on the Contacts tab present on the left sidebar, and select the contact against whom you wish to record an advance payment. Click on the New Transaction button and select the Invoice Payment option ...
How can I remove the online payment link from my invoice notification mail?
You can tackle this problem in many ways, depending on how commonly you receive online payments from your customers. 1) In case you require your customer to make an offline payment for the invoice (and hence need to temove the online payment link) ...
I have configured payment gateways under my settings, but they’re not working for me.
Ensure you’ve followed the following two steps to receive online payments from your customers. 1) Include the payment gateway in your invoice - At the time of creating the invoice, select the payment gateway you have set up. You can do this in the ...
How do I receive payments online?
Zoho Books supports several payment gateways that make it easy for you to receive your payments online. Once you integrate with a payment gateway, you can associate it with an invoice to receive online payments through it. Here’s how: Go to Sales > ...
How do I record an advance payment I’ve made to a vendor?
You can record an advance payment made to a vendor as credits and apply this amount on a bill that you later raise in his name. Select the concerned vendor from the Contacts tab. Click on New Transaction and select Bill payment. Enter the amount and ...
How do I record a refund for the advance payment I received from a customer?
To record a refund for the advance payments received from a customer: Go to the Sales tab on the left sidebar and select Customers. Select the customer for whom you want to record a refund. On the customer details page, click the Unused Credits. A ...
Can I change the Cost per Hour of a user effective from a particular date?
You can change the cost per hour of a user effective from a certain date. Here’s how: Go to Time Tracking > Projects. Select a project for which you wish to change the effective from date. Click Edit. Edit the Cost Per Hour Rate. Click the Edit ...
How do I calculate the total cost of a time entry incurred for the hours worked by a user?
You can calculate the total cost incurred for the hours worked by a user. Here’s how: Allocate a cost per hour rate for a user. Go to Time Tracking > Timesheet/Projects. Log a time entry. Enter the necessary details in the New Log Entry pop up. Based ...
How do I include the indirect costs incurred, to my projects?
Indirect costs are usually referred to as overhead expenses and general and administrative expenses. Few examples are rent, legal fees, officers’ salary, etc., To associate these costs to a project in Zoho Books: Go to Time Tracking > Projects. ...
I’ve completed a certain part of the job and I want to invoice my customer for it. Can I do this in Zoho Books?
Yes, you can can invoice your customer for partial completion of a project. Here’s How: Go to the Invoices module. Create a new transaction or edit an existing one. In the Item Details section, click the More icon (…) next to the line item you have ...
How do I create a project quote and share it with my customer?
Zoho Books lets you create and send a quote for a job to your customer. To do this, you will have to create a quote and associate it to the project. Here’s how: Go to Time Tracking > Projects. Select the project for which you want to create a quote. ...
Can I fix the cost for a user in Zoho Books?
Yes, you can fix the cost to a user in Zoho Books. Here’s how: Go to Settings > Users and Roles. Invite a new user or select the user you want to add the rate to or create a new user. Click the Edit button. Enter the Cost Per Hour. Click Save. This ...
Can I clone a particular timesheet entry?
Yes, you can clone a particular timesheet entry by clicking on the gear-shaped icon, present on the right of the entry, and clicking on Clone.
Can I add bulk time entries?
Yes, in Zoho Books you can add bulk time entries for projects and tasks, Navigate to the Timesheet module and select All Timesheet. Click on the Weekly Log present on top of the window. Here you can record your time entries by selecting the Project ...
How can I permit my Timesheet Staff to record expenses?
First you will need to create a new role by cloning the existing TimesheetStaff role, and provide permission to record expenses for associated project(s). To create this role, Click the Gear icon and select Users & Roles. Go to Roles tab under Users ...
How do I delete a time entry?
Time entry can be deleted in two ways, 1) From the Timesheet window, Navigate to Timesheet -> All Timesheet. Check the box for the time entries you wish to delete. Click on the ‘Delete’ icon present on top of the timesheet window. 2) Projects, Select ...
Can I log time for other users?
You can log time for other users only if you are an Admin user. If a new role has been created for you, then your Admin can grant you the permission to manage time entry for others, Click on the edit option present next to the role created under ...
How do I give new users/supervisors timesheet access?
If you want to give a new user timesheet access, you’ll have to invite the user first. Go to the Timesheet tab and select the desired project. Click More Actions and select Add User. Click the [+] Add new user in the Add users popup. This will lead ...
How can I restrict timesheet user(s) from viewing or recording expenses associated to the project(s) they are working on?
By default, users with the role “TimesheetStaff” ( i.e timesheet user ), will be able to record expenses for their associated projects and view expenses that were created by them. But, if you, as an admin, do not want to make this option available to ...
How do I start the timer for a project?
To start the timer for a project, follow the instructions as follows: Click on the Timesheet tab on the left sidebar. Select the Projects tab and choose the project for which you wish to start the timer. Click on the Log Time button present on the ...
Billing Methods and their Description
Fixed Cost for Projects - A fixed cost is set while starting the project. You bill your customer only for the total fixed cost on completion of the project. Based on Project Hours - This type of billing method can be used for service based projects ...
How can I maintain a common task list and use it for all the projects?
A common task list cannot be created in Zoho Books. As a workaround, Create a project with the common task lists you wish to have. Under Tasks, click on Import tasks from existing projects whenever you create a new project and wish to have the same ...
How do I create an invoice for multiple projects?
To create an invoice with multiple projects, Start creating a new invoice. As soon as you select the customer name, under the Items section you will find a notification to include the unbilled expenses and projects to the invoice. Click on the ...
How can I duplicate the details of an existing project onto a new one?
Project duplication can be done by cloning a project in Zoho Books, and this will create a new project retaining the same tasks,users, billing method and customer details from an existing project. The new project can be edited after creation to ...
How can I compare billed and unbilled hours?
Go to the Reports tab and select the Projects and Timesheet sub-tab. Select Project Summary from the list of options that open up. You’ll find that you are able to view the comparison of logged and budgeted hours as well.
Can I change the Cost per Hour of a user effective from a particular date?
You can change the cost per hour of a user effective from a certain date. Here’s how: Go to Time Tracking > Projects. Select a project for which you wish to change the effective from date. Click Edit. Edit the Cost Per Hour Rate. Click the Edit ...
How do I calculate the total cost of a time entry incurred for the hours worked by a user?
You can calculate the total cost incurred for the hours worked by a user. Here’s how: Allocate a cost per hour rate for a user. Go to Time Tracking > Timesheet/Projects. Log a time entry. Enter the necessary details in the New Log Entry pop up. Based ...
Can I fix the cost for a user in Zoho Books?
Yes, you can fix the cost to a user in Zoho Books. Here’s how: Go to Settings > Users and Roles. Invite a new user or select the user you want to add the rate to or create a new user. Click the Edit button. Enter the Cost Per Hour. Click Save. This ...
How do I create a project quote and share it with my customer?
Zoho Books lets you create and send a quote for a job to your customer. To do this, you will have to create a quote and associate it to the project. Here’s how: Go to Time Tracking > Projects. Select the project for which you want to create a quote. ...
I’ve completed a certain part of the job and I want to invoice my customer for it. Can I do this in Zoho Books?
Yes, you can can invoice your customer for partial completion of a project. Here’s How: Go to the Invoices module. Create a new transaction or edit an existing one. In the Item Details section, click the More icon (…) next to the line item you have ...
How do I include the indirect costs incurred, to my projects?
Indirect costs are usually referred to as overhead expenses and general and administrative expenses. Few examples are rent, legal fees, officers’ salary, etc., To associate these costs to a project in Zoho Books: Go to Time Tracking > Projects. ...
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