Support for pre paid taxes in Zoho Invoice

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Sometime back one of our beloved customer had asked us to support “ritenuta d’acconto” in Zoho Invoice.  Yes, you read it right!  “ritenuta d’acconto” in Italian stands for tax that is pre-paid by the seller.

In some countries (especially Italy) it is a common practice for the sellers to pre-pay the tax.  Say for example (I am using the same example posted by our customer) a $1000 consultancy made by a professional would have a +20% VAT on its price and a -20% “ritenuta d’acconto” (a pre-tax paid by the seller) on its price.  The total would amount to $1000.  The law however requires both the tax and the pre-paid tax be shown on the invoices.

Now you can do that!  Just add the tax as is it and add the pre-paid tax as a negative tax.  Shown below is a snap of invoice that I had created for the above example.

Pre-paid Tax Invoice

You can see the original request here.

Hope this feature will come handy for our other customers also.  Give this a try and let us know your comments.

Happy Invoicing
Siva

Importing/exporting contacts from/to your mail clients (Address Book) – Announcing support for vCards in Zoho Invoice

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Now it is easy for you to move your contacts between Zoho Invoice and your mail clients (address books) like Microsoft Outlook, Mac Address Book, GMail, Yahoo mail etc.  Yes, we are happy to announce the support for vCard import and export, the most commonly used standard to manage and transfer contact information.

How do I import the contacts from my mail client to Zoho Invoice?

  1. The first step will be to export the contacts from your mail client in vCard format.  The procedure to export contact information as vCard differs for each mail client.  Here I have explained the procedure for one of the most popular mailing service – GMail.  Shortly we will be publishing the procedure for other popular mail clients in our help docs.
    • Sign-in to your GMail account.
    • Click on the “Contacts” link and select the contacts you want to export.
    • Click on the “Export” link and select “vCard format” for exporting the data.
    • Click on the “Export” button and save the file.
  2. Now Sing-in to your Zoho Invoice account.
  3. Click on the “Customers” tab and click on the “Contacts” link on the left.
  4. Click on the “Import Contacts” link at the top right.
  5. Click on the “Import” link next to “vCard”.  Browse and give the file that you have saved from your mail client.
  6. All your contacts will be imported into Zoho Invoice.

Note: We will re-use the “last name” of the contact for Company/organization name if it is not specified for the contact.

How do I export the contacts from Zoho Invoice?

  1. Sign-in to your Zoho Invoice account.
  2. Click on the “Customers” tab and click on the “Contacts” link on the left.
  3. Now click on the “Export Contacts” link at the top right.
  4. In the export page that comes up, click on the “Download” link next to “vCard”.
  5. All your contacts will be exported as a single vCard file.

You also have to option to import or export your contacts individually from the contact’s details page.

Hope you find this feature useful; don’t forget to share your comments with us, as it goes a long way in improving our service.

Regards
Siva

Freedom to move your data whenever and wherever you need to – Support for Import and Export in Zoho Invoice

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Now you have complete flexibility and freedom to move your data in and out of Zoho Invoice at your will.  Yes, we are happy to announce the support for import and export functionality in Zoho Invoice, a feature long awaited but well worth the wait.

What can you import or export?

Your complete set of data!

Yes, you can import or export your customer information, contacts, the items you sell (products or services), invoices and quotes.

What are the formats supported?

We have support for most of the standard formats.

  • Data can be exported in CSV (Comma Separated Values), TSV (Tab Separated Values), XLS (Spreadsheet) and JSON formats.  Additionally we also support exporting of customer and contact information in vCards (.vcf files) format.
  • You can import your data in CSV (Comma Separated Values) or TSV (Tab Separated Values) formats.  Additionally we also support vCard format for importing your contacts or customer information

If you feel, we have missed out any important format drop us a note.  We will be more than happy to add support for that format.

Couple of screenshots for a quick look:

Importing contact information into Zoho Invoice:

Importing contacts in Zoho Invoice

Exporting invoices from Zoho Invoice:

Exporting invoices from Zoho Invoice

Please feel free to share your comments.  You can try out this feature by signing into Zoho Invoice now.

Happy invoicing,
Siva

Sending your first invoice – Video

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Reading documents is a pain, watching and learning is easy and fun. Yes, we understand this. That is why we have come up with a video to demonstrate the basic features of our invoicing service.

The video obviously does not walk you through each and every feature of the service, but quickly demonstrates how to create and send invoices to your clients. I have embedded the video below for a quick view-

For better quality checkout #

Hope you find this useful. We would like to hear from you, feel free to share your comments.

This is just our first video, we have more to follow!

Happy Invoicing!
Siva

Attach purchase order, expense receipts and other supporting documents with your invoices

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We are happy to announce the support for attaching documents while sending your invoices. Now you can attach your purchase order (PO), expense receipts and other supporting documents with your invoices.

How to attach documents?

You can attach documents while sending the invoice to your client. It is like attaching documents to your e-mail.

  1. Click on the “Send” button in the invoice details page.
  2. In the “Send Invoice” screen that comes up, click on the “Add” link in the attachment window to add your attachments.

Look at the image below for details:

Attaching PO with Invoice

What Next?

We will be enhancing this feature further. Instead of searching and attaching the documents while sending invoice to your client. We will give you options, to attach documents to the invoice as and when they are ready. Say for example, you will be able to attach an expense receipt to an invoice upon incurring that expense. While sending the invoice, the documents will be automatically attached to the invoice; of course you will have the option to remove the attachments.

Hope you find this feature useful. We would like to hear from you, feel free to share your comments.

Check into this feature by signing into Zoho Invoice now.

Happy invoicing,
Siva

Support for Stacked or Compound taxes in invoices

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We are happy to announce the support for stacked or compound tax feature in our invoicing service. Now it is very easy for you to specify your QST (Quebec Sales Tax) or PST (Provincial Sales Tax) or other similar compound taxes in the invoices.

Where and how to specify, that a particular tax is a compound tax?

You can specify this in the tax settings page while adding or modifying taxes. Make use of the “Apply On” field in the tax settings.

If the tax is a compound tax, do the following -

  • Select “Item Amount + Tax1″ as the value for “Apply On” field. Refer the image below for details (here PST is a compound tax)
Compound Tax
  • Specify the tax as the second tax (Tax2) while associating it to an item (product/service). Refer the image below for details
Product Compound Tax

If the tax is not a compound tax then select “Item Amount” as the value for the “Apply On” field. Nothing specific needs to be done while associating the tax to an item.

Here is a example as to how it works:

In certain provinces you are required to charge two taxes, the best example is GST (Goods and Services Tax) and PST (Provincial Sales Tax).

GST is generally charged on the selling price before PST, whereas PST depending on the province may be charged either on the selling price or on the total of selling price plus GST. Now you can handle both these scenarios easily in Zoho Invoice.

Scenario1: PST is charged on the selling price + GST

Item/Service Price $100.00
GST @ 5% of $100 $5.00
Sub Total $105.00
PST @ 7% of $105 $7.35
Total $112.35

To achieve this, add both the taxes (PST & GST) in the tax settings, for the “Apply On” field select “Item Amount” for GST and “Item Amount + Tax1″ for PST. Now associate them to the item (product/service) for which you want to charge the taxes. While associating the taxes to the item specify GST as Tax1 and PST as Tax2.

Scenario2: PST is charged on the selling price

Item/Service Price $100.00
GST @ 5% of $100 $5.00
PST @ 7% of $100 $7.00
Total $112.00

To achieve this, add both the taxes (PST & GST) in the tax settings, for the “Apply On” field select “Item Amount” for both these taxes. Now associate them to the item (product/service) as Tax1 & Tax2.

Note: While associating compound tax to an item (product/service) you will always have to associate it as the second tax (Tax2).

For further details on tax settings refer our help.

Hope you find this feature useful; feel free to share your comments.

Check into this feature by logging into Zoho Invoice now.

Zoho Invoice integrates with Zoho CRM

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Continuing the Zoho Apps integration series, we are pleased to announce the integration between Zoho Invoice and Zoho CRM. Users can now use the customer information in Zoho CRM while raising invoices or estimates using Zoho Invoice.

A few points before you read on:

  • This is just a first step towards our goal of complete integration.
  • You will be able to use the customer information from Zoho CRM in Zoho Invoice but not vice versa. That is the invoice information from Zoho Invoice will not be available in Zoho CRM.

To import customer information, what you should do?

Importing customer information from Zoho CRM to Invoice is very simple, just three simple steps -

  1. Go to the “Settings” page and click on the “Import” link on the left under “Import/Export” section.
  2. Specify your Zoho CRM login name and API key. If you don’t have an API key, you can request for one from your Zoho CRM account. For further details refer – Getting API Key.
  3. After filling in the necessary details, click on the “Save & Import” button.

How to get the latest customer information from Zoho CRM to Zoho Invoice?

After the import, keeping the customer records updated in Zoho Invoice is very simple. Click on the “Sync” link on the left. That’s it! All the records will be automatically updated!!

When I say, we will be updating the records, we will be syncing up only those records that have been modified, but still this update is costly, use it judiciously. You also have options to -

  • Sync up the records individually.
  • Sync up a selected set of records.

Soon, we will be providing you options to synchronize the custom views defined in Zoho CRM.

How does this integration work?

When you click on the import button, we use the “Login Name” and the “API Key” that you have provided to connect to Zoho CRM. Then we pull up the records using Zoho CRM’s APIs.

Customer information in Zoho CRM will be considered the master. So, in case of conflicts the records in Zoho Invoice will be updated with the one from Zoho CRM.

Some specific details:

There is no concept like contact’s address in Zoho Invoice, so we will not be pulling out this information from Zoho CRM. Remember, contact’s address is different from customer’s address. We do make use of the customer’s address.

What next?

Our next immediate priority on this front includes (but not necessarily limited to) -

  1. Help import product and pricing information.
  2. Help map custom fields defined for various entities – customers, products etc.
  3. Once our (Zoho Invoice) APIs are ready, we will be targeting a much tighter integration whereby it will be possible to see invoices generated in Zoho Invoice from the Zoho CRM client.

Hope you find this integration useful; please feel free to share your comments.

Check into this feature by logging into Zoho Invoice now.