How to manage invoices and bills efficiently in Zoho books?

November 14, 2024

Setting up Zoho Books is a helpful step for any business that wants to make accounting easier and keep clear financial records. Zoho Books is a cloud-based tool that helps you manage money, automate tasks, and stay updated with taxes. Whether you run a small business, work as a freelancer, or manage a larger company, these tips for managing invoices in Zoho Books can be adjusted to fit your needs.

Managing Invoices

An invoice is a document that shows the sale of goods or services between a seller and a customer.

Create an Invoice

You can create efficient bill management in Zoho Books in Zoho Billing from the Sales module or the dashboard.

From the Sales Module

Go to Sales > Invoices.
Click the + New button in the top right corner.
Choose the Customer Name, Invoice Date, and other necessary details.
Enter the Item Details.

Fields	Description
Customer Name	The customer the invoice is for.
Place of Supply	Where the supply happens.
Invoice#	The invoice number, usually created automatically. You can also type it in by clicking the Settings icon next to this box.
Invoice Date	The date the invoice is made.
Terms	The time the customer has to pay the invoice.
Salesperson	The salesperson assigned this invoice.
Item Details	Type or choose items from the Item Details list.
Tax	Pick a tax type from the list to add to the item.

Once everything is filled in, choose one of these options:

Save as Draft – to send it to your customer later
Save & Send – to send it to your customer immediately

How to Import Invoices in Zoho Billing?

Open the Dashboard.
Click the + icon at the top of the page.
Select Invoices under Sales.
Go to Sales > Invoices.
Click the Hamburger icon in the top right corner.
Select Import Invoices.
Click Choose File under Upload File.
(Optional) Download a sample CSV or XLS file for reference.
Choose Character Encoding and File Delimiter.
To auto-generate invoice numbers, mark Auto-generate Invoice Number.
To link invoices with Sales Orders, check Link Invoices to Sales Orders.
Click Next to complete the import process.

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Managing Bills

You can filter and sort vendor bills in various ways.

Bill Status in Zoho Books

A bill in Zoho Books can have one of these statuses:

Draft: The bill is created but not yet active.
Pending Approval: If transaction approval is enabled, each bill requires approval from someone with the proper access before becoming active.
Open: The bill is active and awaiting payment.
Overdue: The bill’s due date for payment has passed.
Unpaid: No payment has been recorded for the bill.
Partially Paid: Part of the bill amount has been paid.
Paid: The bill amount is fully paid.
Void: The bill is canceled and is no longer active.

tips for managing invoices in Zoho Books

How to Filter Bills in Zoho Books?

Filter by Status

Go to Purchases > Bills.
Click the All Bills dropdown at the top of the page.
Select the type of bills you want to filter by status.

Use Custom Views

For more specific filtering, you can use Custom Views.
Custom Views allow you to set your own criteria to filter bills based on your preferences.

Custom View Settings in Zoho Books

Enter a name for your custom view.
Mark as Favorite if used frequently.
Add criteria based on bill fields.
Click + Add Criteria to add more.
Choose which fields to display.
Move fields from Available Columns to Selected Columns by clicking +.
Select who can access the custom view.
Your custom view will appear in the All Bills dropdown in the Bills module.
Click the Pencil icon to edit the custom view.
Edit the custom view, scroll to the bottom, and click Delete.
Click Yes to confirm.

How to Rearrange Columns in Zoho Books?

Go to Purchases > Bills.
Click the Table icon on the left.
Select the fields you want to display.
Drag and drop to rearrange columns.
Click Save to apply changes.

Calendar View for Overdue Bills

Go to Purchases > Bills.
Click the Calendar icon in the top right corner.
Switch between months or years by clicking the Calendar icon within the view.
To return to the current month, click This month in the top right corner.
To go back to the regular view, click the List icon next to the Calendar icon.

Export Current View of Bills

Go to Purchases > Bills.
Click the Hamburger icon in the top right corner.
Select Export Current View.
Choose the export format under Export As and enter a Password to secure the file.
Click Export.

Refresh the List of Bills

Go to Purchases > Bills.
Click the Hamburger icon in the top right corner.
Select Refresh List to get the updated bills.

Benefits of Managing Invoices and Bills Efficiently in Zoho Books

Let’s read some of the tips for managing invoices in Zoho Books;

Easily create, send, and track invoices and bills, saving time.
Keep track of due dates and payments to make sure everything is included.
Filter and sort invoices and bills according to your preference.
Quickly find invoices and bills using filters like amount or status.
Receive automatic reminders for overdue bills.
Import and export invoices and bills in CSV or XLS formats.
Syncs with other software for smooth data flow.
Share invoices and bills with team members or clients for easy collaboration.
Generate helpful financial reports to track your finances.

These tips for managing invoices in Zoho Books helps you manage your invoices and bills efficiently, saving time and keeping your finances organized. Learning accounting online courses helps learners to know more about handling zoho books properly.