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 Available in Editions: All Editions

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Create an Invoice

1. Select Invoices from the Work Order Management menu and click Create.
   
2. Select the work order whose service line items you want to create the invoice for.
   
   
   
   
3. Select the service line items you want to create the invoice for and click Next.
   If an invoice has been generated for a service line item, then that service line item cannot be selected.
   
   
   
   
4. Provide the necessary details and click Generate Invoice.
   In the Sales person dropdown, the sales persons added in Zoho Books/Invoice will be listed under Sales Persons and all active Zoho FSM users will be listed under FSM Resource. The Payment Terms set as default for a customer in Zoho Books/Invoice will be populated here.
   
   
   
   The invoice will be created with the status Draft.
   
   
5. Click the invoice you want to send. Click Send Invoice.
   You can also record the payment. Click Open In ZohoInvoice to view the invoice in Zoho Invoice. The billing address of the work order will be used here.
   
   
   
   
6. Click Send to dispatch the email.
   By default, the checkbox for Add Invoice PDF will be selected. If you do not wish to include the invoice PDF in the email, deselect it. To rename the invoice PDF, click on its name and enter a new value. Click on Attachments to add any other files that you want to send in the invoice email. You can add up to three files each with a maximum size of 3 MB.
   In the To field, you can use one of the following email addresses. Please note that all these email addresses will be fetched from your integrated finance organization.
   - Contact email address
   - Company email address
   - Email addresses of the Company's Contacts
   In the Cc and Bcc fields, along with the email addresses available in the To field, all active confirmed users will also be listed. To include any other email address, just type in the value and press Enter. In each of these fields, you can include a maximum of five email addresses.
   
   
   

Add Salespersons

1. In the Create/Edit Invoice page, click Manage Salespersons in the Salesperson field.
   
   
   
   
2. In the Manage Salespersons popup, click New Salesperson.
   Click Save and Select to add the newly created salesperson to the invoice.
   
   
   

Set Default Payment Terms

1. In Zoho Books/Invoice, select the Customers menu from the left-hand side.
   
   
   
   
2. Click a customer and Edit it.
   
3. In the Payment Terms field, click Configure Terms.
   
   
   
   
4. Hover over the payment term and click Mark as Default and click Save.
   
   
   
   
5. Click Save.
   
   
   

How can I link an invoice to a work order? 

Besides being able to create invoices for a work order, you can also link an invoice to a work order. If you have already created invoices directly in Zoho Books or Zoho Invoice and now wish to associate them with a work order in Zoho FSM, you can easily do so using the Link Invoice feature.

 

To link an invoice to a work order:

1. Select the Work Orders module from the Work Order Management menu and click the work order to which you want to link the invoice.
   
2. Select the Invoices tab and click Link Invoice.
   
   
   
   
3. In the Link Invoice with Work Order popup, either select an Invoice Number or enter the Invoice ID and click Link.
   
   
   
   You can obtain the Invoice ID using the List Invoices API of Zoho Books/Invoice.

Note:

1. The linked invoice will be listed under the Invoices tab with the same status as in Zoho Books/Invoice.
   
2. All the service line items in the work order with the billing status Not yet Invoiced will be linked to this invoice. The status of these service line items will change to Invoiced.
   
3. The Billing Status of the work order will change according to the statuses of the invoices in the work order.
   
4. If you attempt to link an invoice to a work order where all the service line items have the billing status as Invoiced, then you will encounter the error message "Work Order has already been invoiced".

Make a Payment

1. Select the Invoices module from the Work Order Management menu and click the invoice you want to record the payment for.
   
2. Click Record Payment.
   
   
   
   
3. Click Record Payment.
   Any custom field added to the Payments Received form in Zoho Books/Invoice will also be listed under the Custom Fields section.
   
   
   
   The status of the invoice changes to Paid. The reference number entered here will be updated in the corresponding invoice record in Books/Invoice.
   
   
   

Using Invoice Credits 

1. Navigate to Sales > Payments Received and click New.
   
2. In the Customer Name field, select the customer for whom you want to record the excess payment and in the Amount Received field, enter the amount. Click Save.
   If there unpaid invoices present for this customer, a popover (Would you like this amount to be reflected in the Payment field?) will be shown. Click No for this amount to be considered as an excess payment.
   
   
   
   
3. Click Continue to Save.
   
   
   

1. Select the Invoices module from the Work Order Management menu and click the invoice you want to record the payment for.
   
2. Click Apply Now in the Available Credits section displayed on top.
   
   
   
   
3. Enter the amount you want to use from the credits and click Apply Credits.
   
   
   

Invoice Actions

The following options are available for an invoice under more options [  ].

Download: You can download the invoice as a PDF

Print: You can print an invoice

Mark as Sent: When you email the invoice to the customer, the status of the invoice changes from Draft to Sent. If need be, you can mark the invoice as sent without sending the invoice to the customer. This option will be only available if the invoice is in the Draft state.