Just in: Withholding Taxes in Zoho Invoice & Zoho Books

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“When waiting gives you joy, that wasn’t much of a wait at all”

Wait we did, with bated breath to write this post! In this post we’d be introducing to you a brand new addition ”Withholding Tax” to Zoho Invoice & Zoho Books. We believe that most small business users will benefit from this feature at some point in time. Come along as we give you the low-down on this feature.

What is withholding tax?

In some cases your customers may need to withhold the tax due for an invoice. They would pay the tax to the tax authorities and send you the receipt of payment. Once you receive the receipt, you can deduct the withholding tax amount from your tax liability.

For instance, when Jorge, a Mexican business owner sells in the US, he qualifies for the 10% tax-withholding treaty rate between Mexico and the United States. 10% of the invoice amount will be withheld by Jorge’s customer and will be paid to the IRS on behalf of Jorge.

Before withholding taxes in Zoho Invoice:

When you didn’t have the option to record a withholding tax, you may have made a negative tax such that it is deducted from the total payment expected from the customer. This obviously wasn’t the most straightforward way of dealing with withholding taxes.

Withholding taxes are in:

You’ll find the entire process to be much simpler. While you record a payment, you’ll be asked the question if the tax has been withheld or not. If you select yes, you’ll be shown the option to record the amount withheld.

This is just a precursor to a host of fascinating additions coming to Zoho Invoice and Zoho Books very soon. Right when you are enjoying this addition, we are done and dusted on the next. We’ll be back with that soon. In the meantime, keep up with what’s making news in Zoho Invoice and Zoho Books via Twitter and Facebook.

ClearDrop’s Preferred Project Management Solution – Zoho Projects

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We’ve been talking about how various businesses choose Zoho Projects for their project management needs. Today, we’d like to talk about ClearDrop, a value-added reseller offering business consulting and implementation of Openbravo ERP. They were in search of a project management solution that can
  • quickly be learned and easily used by a hybrid team of distributed developers
  • scale to handle the company’s growth

ClearDrop evaluated several client-side and cloud-based project management solutions including 37signals’ Basecamp. Ultimately, the company selected Zoho Projects.

ClearDrop’s Challenge

“I like to keep things simple,” said Jan Hendrik Mensen, CTO and
consulting partner at ClearDrop. “We can’t afford to complicate our
developers’ lives with a project management tool that has too many
options and settings. All those bells and whistles are actually
user-unfriendly and just complicate things and clutter the screen. We
need a lightweight tool that does all the essentials and lets us manage
all of our projects with minimum effort.”​

For ClearDrop, those essential project management features include
logging and tracking bugs, tracking project progress, setting and
assigning tasks and milestones, and managing the overall project
workflow. And those features must be presented in a streamlined,
easy-to-use interface.

Why Zoho Projects?

Broader Suite of online applications

In addition to satisfying ClearDrop’s list of essential feature demands, Zoho Projects offered other, distinct advantages. It is part of Zoho’s broader online application suite that includes Zoho Creator Helpdesk and Zoho Reports, both of which ClearDrop expects to use going forward.

Google Apps Integration

Another key advantage of Zoho Projects, it integrates with Google Apps.

“The Google Apps integration makes it really easy for us to add users and give them access to Zoho Projects using their Google accounts,” said Mensen.

How ClearDrop uses Zoho Projects?

For now, ClearDrop uses the Tasks and Milestones features in Zoho Projects to keep projects and deliverables organized and manageable in a single, easy-to-access location. Project milestones give ClearDrop full control of what its developers are doing and how the various projects are progressing. The company also uses the Wiki, and of course, the Bugs module too.

“We’re in software development, so we need to be able to log bugs. That’s really important to us, and Zoho Projects is one of the few tools that combines project management with bug tracking,” said Mensen.

Zoho CRM Usage

ClearDrop also uses Zoho CRM. Mensen likes the fact that he can test the application for free yet still access most of the key CRM functions. As the company expands its use of Zoho CRM, Mensen expects to easily scale from the free to a paid version of Zoho CRM. “I like how Zoho enables small businesses to just use a freebie,” said Mensen, “and if you grow and have the budget, it’s not a big step up to a paid plan.”

Zoho Projects Impact

“Software development projects can really be a pain, especially when you’re working with offshore teams,” said Mensen. “As a manager, you need to feel that you control the situation. You need updates. You need visibility. And Zoho Projects gives you all that. I can go to my dashboard and see the latest updates, so I know what’s going on and what my team is doing. Now, we don’t have to worry about being in control. With Zoho Projects, we’re in control.”

Read more about ClearDrop and Zoho Projects here.

If you would also like to share your project management success story, do contact support[a]zohoprojects.com or connect with us on Facebook and Twitter.

Xero and 1ShoppingCart Integrate with Zoho CRM

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This is a guest post by Vinay Joshi, CEO of Suvichar Technologies. Suvichar Technologies is our partner and they have already integrated MailChimp with Zoho CRM. Here are two more additions to the integration list.

If you use Xero as your Accounting Software and Zoho CRM for managing your Customer Information, you have something to rejoice. We have developed an integration utility that’ll let you sync your Zoho CRM accounts, contacts, invoices with Xero.

What are the benefits of this integration?

  • Seamless integration of CRM and accounting system
  • Increase the productivity of accounts and sales departments
  • Sales team can get real time view of accounts receivables in Zoho CRM
  • No software to install, no hardware to maintain, we manage everything for you

Read more about this integration here.

Using 1ShoppingCart ? Well, we have also developed a utility that lets you integrate your shopping cart orders, clients and products with Zoho CRM.

The features include:

  • Seamless integration between e-Commerce and CRM system
  • Sync clients of 1shoppingcart with Zoho CRM accounts and contacts
  • Sync product details  to Zoho product
  • Map client orders with Zoho sales orders

Learn more about this integration here.

Try these integrations and let us know what you think.

- Vinay

Manage Your Cash Flow Right With Zoho Books

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As Small-Business owners, we sometimes unknowingly do things that can hurt our business. A recent article at openforum.com talks about 6 such ways in which business-owners might be sabotaging their own businesses. We’d like to encourage all Entrepreneurs to work towards avoiding all 6 of these costly mistakes. But, there’s one in particular, that we feel can help you with.

Losing focus on Cash-Flow. It’s critical to keep track of the money flowing in and out of your business. At any point of time, you as a business-owner, should have a clear picture of your business investments and spending, in order to be able to take immediate steps if and when the cash-flow slows down. And of course, what better way to achieve this than with
Zoho Books
‘ integrated

Cash-Flow Management feature
that helps you constantly monitor and measure your cash-flow and stay on top of your business. The cash-flow statement helps you keep your business financially healthy by measuring the impact of accounting activities from three major activities that drive your business – operating, investing and financing.

Besides the cash-flow statement, Zoho Books also lets you generate

other important reports
that can help you make insightful decisions about your business.

For a complete experience of how Zoho Books can help you stay in control of your business finances, take the
30-day free trial or start by watching this video:

Web Design and App Development Company M2i3 Uses Zoho for Quick and Effective Invoicing

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Are you one of those people who spend hours sending invoices manually? This post is just for you!
Find out how

Jean-Marc Lagace, principal partner at M2i3 managed to

save quality time

by switching over to online invoicing with Zoho Invoice.

A little about M2i3

 is a web design and application development company based in La Prairie, Quebec, Canada. Founded in 2003, the company has extensive expertise in software development, including e-commerce, content management, and customer management applications. M2i3 takes pride in its ability to deliver application solutions backed by 20 years of experience, with strength in PHP, Ruby on Rails, Python, and Perl as well as Agile software development.

M2i3’s Challenge

For years, M2i3 prepared its client invoices manually, using Microsoft Excel spreadsheets and Microsoft Word documents. All invoice amounts were calculated by hand, including fees and taxes – both provincial and federal. Basically, M2i3 would calculate the two taxes together and then, after three months, pull reports and do more math to recoup some of the provincial taxes charged on the federal taxes.


The primary complaint with manual invoices was the time it took to generate them. “Invoicing was just a pain,” says Jean-Marc Lagace. “We were using Excel and Word, and it would take forever just to do the invoicing.” 

Zoho’s Solution

Simple Invoicing:

Three years ago, M2i3 began using the free edition of Zoho Invoice, which gave the company a chance to investigate the service without risk. The investigation paid off as M2i3 found Zoho Invoice very simple and easy to use. In fact, the calculations that M2i3 used to perform to figure its federal and provincial taxes are performed by Zoho Invoice. “Now, doing the invoicing is something we can do in just a few minutes,” said Lagace. “I don’t like spending time preparing invoices. Nobody does. Zoho Invoice really takes the sting out of the whole process.”

Recurring Invoice:

For most clients, M2i3 sends between two and three invoices – one before the project starts, one at the end of the project, and occasionally one at the project’s midway point. The company uses the recurring invoice feature of Zoho Invoice for support and maintenance.

The recurring invoice feature is great because every month, I get an email that tells me an invoice was created. I review it and then, with the press of a button, I can send it as an electronic invoice or as a paper invoice that gets delivered by snail mail. I don’t have to stuff any envelopes or lick any stamps. Zoho Invoice takes care of that for me.

Payment Followup:

And Zoho Invoice makes it easy for M2i3 to issue follow up invoices when customers fall behind in their payments. The company has set up criteria for payment, including grace periods, interest charges, and late fees.

Having Zoho Invoice calculate late fees makes it much easier to charge them. If we still did our invoicing manually – calculating the late fees and sending out Word documents – clients would be much more inclined to question the fees even though they agreed to them in their contracts. When the late fee is calculated and invoiced with Zoho Invoice, clients don’t think twice about it.

Google Apps Integration:

M2i3 relies on Zoho Invoice integration with Google Apps to streamline its invoicing workflow. Users access Zoho Invoice through their Google desktops, using the same menu they use to access their Google Docs files. And M2i3 users sign in, just once to gain access both vendors’ applications. The Zoho/Google integration meant that the contacts M2i3 had in its Google address book could be easily transferred to its Zoho contact list, eliminating the need to re-enter that information by hand.

Zoho Invoice Impact​

In addition to professional looking invoices created by Zoho Invoice, M2i3 enjoys time savings that can’t be overstated. Compared to preparing invoices manually, Zoho Invoice takes a job that used to average 30 minutes per invoice and compresses it down to five minutes for a one-time invoice and to two minutes for a recurring invoice. Likewise, Zoho Invoice greatly accelerates the process of recovering provincial taxes paid on federal taxes.

In the past, we had to calculate all the taxes by hand and that took forever. With Zoho Invoice, we just run two reports. The tax reports are actually within the product itself. It’s very useful and a huge time saver.

If you’d like to share your Zoho story, write to us at support@zohoinvoice.com or connect with us on Facebook and Twitter.

New in Zoho CRM Workflow Rules: Time Based Actions, Notify Contacts and more

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‘When was that task due?’
‘Oh, I missed that appointment again!’
‘What was the closing date of this deal?’
‘How many tasks do I have for today?’

For all executives in Sales or Customer Support Departments, these lines may sound very familiar.

If you are familiar with Zoho CRM’s Workflow Rule feature, you’d know that you can create Alerts, Tasks and Field Updates whenever a record is created or edited. But then, consider this scenario where you are a sales representative handling multiple deals with their closing dates spread over almost 2 months! You want to receive a reminder about each deal just 3 days before the closing date. Not possible with Zoho CRM, you’d think. But wait.. with the latest updates that we have made to Workflow Rules, this is now possible for all Enterprise Edition users!

We call this new functionality “Time Based Actions“, which can be simply defined as: “alerts, tasks, and field updates that are triggered on a specified time after the rule is executed.”

That’s not all. You can now send email alerts to your contacts and leads too. Send that Welcome Email right on time and without delay from your Workflow Rule itself.

And in case you want to assign your leads to a different person after they reach a particular stage in the sales pipeline, you can do so with the Workflow Field Updates. The Record Owner field can now be updated too.

Learn more about this feature but before you proceed, here’s a presentation on how you can use Zoho CRM’s updated Workflow Rules to handle a simple business case.

A overdue task or a missed closing date.. for all those in the Sales and Customer Support Departments, this is no longer the case. We believe these updates would be useful.

We would also like to know about all those use cases that you handle with this feature. Join our user community and let us know!

Just in: Custom Fields for Invoices and Estimates

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“All good things come to he who wants and asks”. 
Ask you did. That’s why Zoho Invoice and Zoho Books now support ”Custom Fields” for invoices and estimates. Come along as we run you through this much requested for feature.

Before Custom Fields:

had to make do with the notes section to include any additional
information to your invoices & estimates. This means, you may need
to enter them manually invoice by invoice, there’s a good chance that
you may miss out adding that information.

Now that there are custom fields:

get to add custom fields to your invoices. The custom field could hold
any information like the name of the sales person associated with an
estimate; the delivery date for the items on an invoice; the discount
code used on the invoice; or even a personalized tag for that customer. 

Setting up custom fields is as easy as a pie:

to Settings and you’ll see the option to add “Custom Fields” for
invoices & estimates. You can set up three custom fields each for
invoices and estimates. In the example here, let’s set up a custom field called “Delivery Date”.


The new custom field “Delivery Date” will now appear on all new invoices that you create.

Enjoy using custom fields while we get our elbows greasy on another feature that’s been on our minds for the longest time.

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