Function #48: Manage fixed installment payments using Zoho Books

Function #48: Manage fixed installment payments using Zoho Books



Hello everyone, and welcome back to our series!

Businesses offer installment payment options to their customers, particularly for expensive purchases, to ease the financial burden on them. By breaking down the total cost into smaller, more manageable payments, businesses can attract a wider audience who may not be able to afford large upfront payments. This approach not only increases the likelihood of making more sales, but also helps to spread revenue over time, improve cash flow, enhance customer satisfaction and loyalty, and provide a competitive advantage in the market.

We receive numerous requests from our users regarding the handling of these installment scenarios. We heard you loud and clear. Today, we are excited to share a solution that utilizes custom functions to manage installment payments in Zoho Books.

Let's take the example of Mr. John Hector, who wants to buy a 75-inch TV from Zylker Electronics, priced at a hefty $2,300. He is finding it difficult to pay the entire amount upfront. Therefore, Zylker Electronics offers him the option to pay in installments. They mutually decide that John will spread the payment over 5 months, committing to monthly installments of $460 until he settles the entire purchase amount. Let's delve into how this process can be efficiently managed within Zoho Books using custom functions.

Firstly, Zylker Electronics should create a sale invoice of $2,300 in their Zoho Books organization. While creating it, they should input the start date of the installment and the number of installments in two custom fields. For instance, if the sale was made on 01.04.2024 and Mr. John agreed to pay in 5 installments starting on 10.05.2024, the start date should be entered as 10.05.2024, and the number of installments as 5.

Two custom functions will come into play: one to generate the retainer invoices to collect the installment payments and another to apply the retainer payments to the sale invoice.

Based on the number of installments entered the function will determine the amount to be charged as monthly installments.
Installment amount = Total Amount Payable / No of installments = $2300 / 5 = $460.

On the specified start date, the first function will create and send the retainer invoice for the first installment. Once the payment for this installment is recorded, the second function will apply it to the sale invoice, reducing the balance accordingly. The process repeats each month, generating and sending retainer invoices for subsequent installments until all 5 are completed. Each retainer invoice will be for $460 and due on the 10th of every month for 5 consecutive months. As each retainer invoice is paid, the second function will automatically apply it to the sale invoice, thereby recognizing the income.

Prerequisites: 

1. Create a Connection named "zbooks" to successfully execute the scheduler. You can watch the GIF attached below to know how to create the connection.




2. Create a Date-type custom field called "Installment Start Date" for the Invoices. This field will be used to input the starting date for installment payments.



3. Create a Decimal-type custom field called "Number of installments" for the Invoices. Here, you'll specify the agreed-upon number of installments. Using this information and the total invoice amount, the function will determine the monthly installment amount.



4. Create a new Retainer Invoice template with the document title "Installment Payment". Then, copy the template ID (You can get the ID from the URL of the webpage) and substitute it into line 26 of the first function. This ensures that all the retainers sent for collecting installment amounts are correctly labeled.



(1) Custom Function to create Retainer Invoices:

Navigate to Settings -> Automation -> Workflow Actions -> Custom Functions -> +New Custom Function -> Module -> Select Invoice -> Add the function code from this GitHub Link -> Save. 



(2) Workflow Rule to create Retainer Invoices:

Go to Settings -> Automation -> Workflow Rules -> +New Workflow Rule and set up the workflow rule as shown below:-




In the final step of this workflow rule, associate the custom function you created and then hit Save.

(3) Custom Function to apply installment payments to the sale invoice:

Navigate to Settings -> Automation -> Workflow Actions -> Custom Functions -> +New Custom Function- > Module -> Select Retainer Invoice -> Add the function code from this GitHub Link -> Save. 



(4) Workflow Rule to apply installment payments:

Go to Settings -> Automation -> Workflow Rules -> +New Workflow Rule and set up the workflow rule as shown below:-






In the final step of this workflow rule, associate the custom function you created and then hit Save.

We really hope that today's functions help you streamline the process of handling installments in Zoho Books. If you need any assistance in customizing the functions to better suit your needs, please do not hesitate to contact us at support[at]zohobooks[dot]com. We are always happy to help you. 

Also, for those looking to collect varying percentages of the invoice total as installments, stay tuned! 

Regards,
Shireen Farhana
Zoho Books

    • Sticky Posts

    • Introducing Invoice Consolidation for Offline Subscriptions

      Hello Folks, Glad to announce the feature of Invoice Consolidation for Offline Subscriptions. If you are having multiple subscriptions for your customers, now, you can send a single consolidated invoice for all the Offline Subscriptions that are getting renewed on the same date. Advantage?  Customers will be receiving single invoice instead of multiple invoices upon renewal. Also reduces your efforts in follow-up with your customers for payment collections. For Example: If Customer has Subscription

    • New feature: Create back-dated subscriptions

      Hello from the Zoho Subscriptions team. :)   We’re happy to announce that today marks the launch of a much-awaited feature: creating back-dated subscriptions!   From here on out, whenever you create a new subscription with an activation date that is earlier than the present date, you’ll no longer get an error. Instead, you'll be creating a back-dated subscription. This means that the subscription started at that earlier point in time. The next billing date will be calculated automatically based on

    • Announcement Regarding Notification Emails

      Hello Everyone! This announcement is regarding the admin notification emails which you've been receiving from the email address "support@zohosubscriptions.com". From the 1st of October, 06:00 GMT, the emails with the following subjects will be sent from "no-reply@zohosubscriptions.com". Unable to send invoice for the profile - {profile_name} Unable to process auto payments. If you have set up any filters or workflow in your email account, please add "no-reply@zohosubscriptions.com” and  “support@zohosubscriptions.com”

    • Zoho Subscriptions plugin for WordPress

      Zoho Subscriptions plugin for WordPress allows you to easily embed your plan specific checkout page in an iframe with just a few mouse clicks and without a single line of code. How can WordPress Zoho Subscriptions Plugin boost your productivity? It's now easier to embed Zoho Subscriptions checkout page in your WordPress site. Forget the old method of logging in to Zoho Subscriptions, copying a URL and scripting to make adjustments. All this can be done automatically through this plugin. A great time

    • Indian GST organisation Migration Guide

      With respect to the new GST regime releasing on July 1, 2017in India, Zoho Subscriptions Indian edition is also gearing up to make your business GST Ready. This article focuses on how to get your existing organisation in Zoho Subscriptions to migrate to the new GST regime.    Note:  Any organisation created on or after July 1, 2017 will already be GST ready. You wouldn't have to migrate your organisation. Migrating your existing organisation to support GST To migrate your existing organisation to

    • Recent Topics

    • OAuth integration issues

      I'm experiencing persistent OAuth errors when trying to connect Make with Zoho API. I've tried multiple approaches but keep encountering the following issues: First error: 'Invalid Redirect Uri - Redirect URI passed does not match with the one configured'

    • Marketing Tip #16: Ideal sizes and formats for adding images to your online store

      Images can make (or break) your storefront experience. When your banners and product photos follow the right sizes and aspect ratios, your store looks cleaner, loads faster, and feels more trustworthy—especially on mobile. Here are recommended image sizes

    • Improve WhatsApp Module in Zoho CRM

      The current WhatsApp module UI in Zoho CRM feels cluttered and complex, especially when handling high volumes of conversations. It would be great to enhance the WhatsApp module UI/UX by adopting a clean and simplified interface similar to Bigin CRM’s

    • Blueprint transitions on locked records

      We use the ability to automatically lock records (quotes, sales orders, etc.) based on criteria, such as stage. For instance, if a quote has been sent to a client, the quote is then locked for further edits. Our ideal quote stage process is: Draft>Sent>Won.

    • Enhance productivity with the revamped Zoho Sheet View

      Hello folks, For some time now, you've been able to use the Zoho Sheet View to quickly edit multiple records or to insert a batch of new records. Its tabular interface allows users to engage in these tasks productively. Despite this, the existing Sheet

    • No OR Filter for Views with a Related Modules Criteria

      We would like to create a Deal View where the User can see all their deals. For that, we would need an OR to connect the criteria. One of the Fields is a "multiselect User", these (Related Modules Criteria) can only be Filter with an AND. Even between

    • Good news! Calendar in Zoho CRM gets a face lift

      Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activities

    • Chat to Lead

      Can I convert a Chat to a Lead?

    • Limit maximum entries for subform - depending on fields entry

      Hi Zoho! I have a form with a subform in it. I'd like to have limitation for the row number depending on an entry in a drop-down field in the main form (If the field in the main form is marked "Answer1" - Limit the entries to 1 row, if the field is "Answer2" to have 2 rows limitation, "Answer3" = no limitation at all) Can this be done? Thanks Ravid

    • Save HTML Snippet Page as PDF with Dynamic Data in Zoho Creator (Working Solution)

      Hi Zoho Creator Community 👋, I faced a common challenge while working with HTML Snippet Pages — I needed to generate a PDF with dynamic data and save it back into the record automatically. Here’s the working solution that might help others. Use Case

    • Make Camera Overlay & Recording Controls Visible in All Screen-Sharing Options

      Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request an improvement to the screen-recording experience in Zoho WorkDrive. Current Limitation: At the moment the recording controls are visible only inside the Zoho WorkDrive tab. When

    • Write-Off multiple invoices and tax calculation

      Good evening, I have many invoices which are long overdue and I do not expect them to be paid. I believe I should write them off. I did some tests and I have some questions:  - I cannot find a way to write off several invoices together. How can I do that,

    • Rebranding Options for Zoho One

      We need the addition of rebranding and white-labeling settings directly within the Zoho One Admin Panel. This feature should allow organizations to customize the unified portal with their own logo, brand colors, and custom domain mapping (e.g., portal.company.com).

    • Tip #57- Accessibility Controls in Zoho Assist: Mobility- 'Insider Insights'

      Remote support should be easy to navigate for everyone. For users with mobility-related accessibility needs, long sessions and complex navigation can be challenging. Zoho Assist’s Mobility Accessibility Controls simplify interaction through keyboard-based

    • Total Cost in reports showing zero

      The image below shows my issue. The column Total Cost should show the cost to our company based on hours logged and the employee's rate. For instance, if the person working on Subtask 1 is paid 20/hr, then Total Cost should display $160 ($20x8 logged

    • To print Multiple delivery notes in batches

      In Zoho Books, we can print a Delivery Note from an Invoice using the Print Delivery Note option, but it is non-editable and always prints all line items from the invoice. Our requirement is to deliver invoiced items in batches and print delivery notes

    • Invoices not arriving and mail server settings

      I am having an issue where some clients are not receiving invoices. I have configured Zoho Books to send on my behalf and configured the appropriate SPF, DKIM and DMARC settings on my mail server and tested these as working. I get the CC'd copies so I

    • UPLOAD A CREATED PDF AUTOMATICALLY

      Using the html header pdf+print button, I have managed to find a way to have a user create a pdf using entered form data. Using the schedule button, I can have a "file uploaded" pdf mailed to someone as an attachment. The missing piece is to be able to add the pdf, created in that html page to a file upload field automatically? Right now one has to save it to computer and then upload it in a FILE UPLOAD FIELD. Any help would appreciated !  

    • Consolidated Department-wise Payroll Cost Summary Report

      Hello Zoho Payroll Team and Community, I am writing to discuss a reporting requirement regarding department-level expense tracking within Zoho Payroll. As we scale and manage salary distribution for employees across multiple departments, such as Accounts,

    • How to remove chat icon from knowledge base?

      I have set up a knowledge base to hold FAQs and documentation. It is currently standalone, and not integrated into our website. On every page there is a chat button in the bottom left corner that says "We're offline, please leave a message." How can I

    • Missed chats on WhatsApp closing after one minute

      Hi, we have added WhatsApp as a channel. However, if a chat is not picked up within 2mins, the chat is marked as missed and is closed within a minute. Why are they not staying in our "missed" queue for 24 hours as per our WhatsApp preference settings?

    • [ZohoDesk] Improve Status View with a new editeble kanban view

      A kanban view with more information about the ticket and the contact who created the ticket would be valueble. I would like to edit the fields with the ones i like to see at one glance. Like in CRM where you can edit the canvas view, i would like to edit

    • Automated Dismissal of Specific Notifications and Centralized Control of Toast Notification Settings

      Dear Zoho Team, I hope this message finds you well. We would like to request two enhancements related to notification handling within Zoho Desk: Automatic Dismissal of Specific Notifications: Currently, when certain actions are taken in the ticket list

    • Show field in spreadsheet view depending on other field value

      Hello. Not sure if this is possible but let's say i have spreadsheet view in Creator with four different fields Field A, B, C and D Then i have a field named Response which for one record could contain only one of the pre-definde choices below A, B, C

    • Intergrating multi location Square account with Zoho Books

      Hi, I have one Square account but has multiple locations. I would like to integrate that account and show aggregated sales in zoho books. How can I do that? thanks.

    • Zoho Learn Zapier Integration

      Hello all, Is there any plan to integrate Zoho Learn with Zapier? It seems almost all Zoho products are in Zapier, with the exception of Learn and Marketing Automation.

    • Notice: SalesIQ integration paused on Zoho Sites

      I have this notice on my Zoho Sites in the SalesIQ integration setup. Can someone assist? "This integration has been temporarily paused for users. Reconnecting SalesIQ after disconnection will not be possible until we provide further updates." thank

    • Differences between Zoho Books and Zoho Billing

      Without a long drawn out process to compare these. If you were looking at these Books and Billing, what made you opt for one and not the other. Thanks

    • New Feature : Copying tickets with all the contents such as conversations/history/attachments etc

      Sometimes our customers and distributors do create tickets (or send emails) which contain more than one incident in them and then also some of the further conversations which are either created by incorrect new tickets or replies to old tickets are being created as combined tickets. In such cases we require to "COPY" the contents of the tickets into separate tickets and merge them into their corresponding original tickets. The "CLONE" feature doesn't copy the contents (especially the conversations

    • Como se agregan los empleados

      Necesito saber si para agregar empleados los mismos necesitan tener licencias

    • Deluge Error Code 1002 - "Resource does not exist."

      I am using the following script in a Custom Button on a Sales Return. Basically, the function takes the information in the sales return (plus the arguments that are entered by the user when the button is pushed) and creates a return shipping label via

    • Adding multiple Attendee email addresses when adding a Zoho Calendar event in Zoho Flow

      I am trying to integrate Notion and Zoho Calendar via Zoho Flow. However, the Attendee email address supported by Zoho Calendar - Create event only supports one email address, so I am having difficulty implementing automation to automatically register

    • Graceful Handling of Exceeded Option Limits

      Hi Zoho SalesIQ team. I would like to submit a feature request to deal with a bug in salesIQ Current Behavior (Bug): When a dynamic list passed to the Single Select Option Card contains more than 20 options, the Zobot stops responding (freezes/hangs)

    • System default SLA descriptions can't be modified

      The system default SLAs have identical descriptions for all SLA levels, but their settings differ. However, I am facing an issue where I cannot modify these descriptions and save the changes. The content of the description box can be edited but the changes

    • Adding non-Indian billing address for my Zoho subscription

      Hey Need help with adding a non-Indian billing address for my Zoho subscription, trying to edit the address to my Singapore registered company. Won't let me change the country. Would appreciate the help. Regards, Rishabh

    • Vendor legal and DBA names for USA users

      I would like to hear how Zoho Books users are handling DBA names in the vendor profile. If the Company name in the vendor profile has to be the legal name (line 1 of the W-9), whare are you entering the DBA name (the name that checks are made out to)

    • How to create one ZohoCRM organisation out of a multi-organization?

      Hi, we have a multi-org including two different Zoho CRM organizations for two companies using respectively EUR and USD as default currency. I was wondering if there is any easy way to merge the two organizations into just one, so that users may access

    • Gray screen while signing documents

      We are all getting a "gray" screen when trying to sign documents in Zoho sign. Anyone else having issues?

    • Projects custom colors replaced by default orange

      Since yesterday, projects uploaded to Zoho, to which I had assigned a custom color, have lost the customization and reverted to the default color (orange). Has anyone else had the same problem? If so, how did you resolve it?

    • Interview booked through Invite but no Notifications

      We have a workflow that was developed through a developer/partner that was tested and worked. Today, we pushed a candidate through the process and invited them to an in-office interview. They were sent the booking link (as usual and as tested before successfully)

    • Next Page