Invoicing Time Spent - Zoho Desk Knowledgebase

How to create invoices from time entries?

If you're into the practice of billing or invoicing your customers for the time spent on their tickets, you must first integrate with either of Zoho Books or Zoho Invoice. This integration enables you to generate an invoice against a customer for time spent on support. You can learn more about setting up this integration here.
Now coming back to submitting invoices, follow the steps mentioned below:
  1. Click to open a ticket you want to create an invoice for.
  2. Open the Time Entry tab at the top of the page.
    You'll find a list of time entries added for the ticket.
  3. Select the time entries you want to add to the invoice.
    Hover over the agent's photo to reveal the checkbox.
    Note: You can only select billable entries.
  4. Click Add Invoice.
    The Invoice Preferences window will slide open.



  5. On the Invoice Preferences window, do the following:
    1. Select the time entries to be invoiced.
      You can choose only to invoice the selected time entries, or all unbilled time entries of tickets, or all unbilled time entries of tasks or simply all unbilled times entries.
    2. Select how to sort data on invoice.
      You can choose to combine charges into one single line item or add the entries as individual line items, or group time spent by each agent and list them as individual line items.
    3. Select the ticket specific information to be included in the item name.
      You can choose to include details like ticket number, subject, and agent name.
    4. Select the ticket specific information to be included in the item description.
      You can choose to include details like agent name, executed time, duration, additional cost, subject, description, agent cost per hour, etc.
    5. Click Next on the window.
  6. The selected items will be added to the invoice. You can further customize the particulars on the Create Invoice page.
  7. After entering the required details on the invoice, do one of the following:
    1. Click Save - to send it to your customer later
    2. Click Save and Send - to assign an invoice number, save the invoice, and email a copy to the customer.



Note:
  1. There are chances that the contact for which you want to send an invoice is not yet available in your Zoho Finance Suite account. If that is the case, you can add them to your contacts by clicking +Add New Contact or +Add New Contact and Contact Person and filling in the details.

Invoicing from a Contact
You can also select all billable time entries for a customer through a specific period and have those selected time entries added to an invoice. To do this follow the steps mentioned below:
  1. Click the Customers module.
  2. Open a contact to view its details.



  3. Open the Time Entry tab at the top of the page.
    You'll find a list of time entries added for the contact.
  4. Select the time entries you want to add to the invoice.
  5. Click Add Invoice and then follow the regular steps to save and send an invoice.

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