Invoices
This section will help you learn more about creating invoices using Zendo.
Before working on your first invoice in Zendo, there are a few settings you need to take care of.
If you don't add a payment method, you won’t be able to create new Quotes, issue Invoices, and collect payments.
Find the cog icon on the left-hand side panel to reach Settings.
Then, select Finances and switch the tab to Payment methods.
You can choose to connect your Stripe account, provide details for bank transfers, or enable both methods of payment.
To learn more about connecting your Stripe, read our article on the topic.
To enable bank transfers, all you have to do is switch the toggle to enable that option and paste in the necessary details your clients need to complete a bank transfer, such as your address or bank account number.
If you don't complete the Finances settings, you won’t be able to create new Quotes and Invoices in Zendo.
Stay in the Finances settings and switch the tab to General.
Set the Default settings, including the currency you want to use, the default method of payment, default tax settings, as well as payment request and invoice sending settings.
Scroll down and find Document numbering and choose the preferred numbering for your Invoices and Quotes.
You can choose between these options:
##/DD/MM/YYYY
##/MM/YYYY
##/YYYY
The # will be replaced with actual numbers, starting with 1 for your first Invoice and going higher with each next Invoice.
Once that’s done, scroll down to Invoices and fill out the preferred Prefix and Suffix that will appear on all Invoices. You can also set a global Footer note you’d want all your invoices to have.
On the right, you will also see a document numbering preview field you can use to see the numbering you’re setting in action.
The Prefix you set precedes the document numbering of each Invoice, while the Suffix follows the document numbering of each Invoice.
For example, if you choose the Prefix to be INV and the Suffix to be the name of your company, the name of the Invoice would be INV1/04/2023CompanyName.
You can also add spaces or dashes to make it more readable.
If you don't complete the seller details, you won’t be able to create new Quotes, issue Invoices, and collect payments.
Switch to the third tab called Seller details and fill out a few required fields.
The required fields include your first and last name, as well as your country and zip code.
If you want your Invoices to have all your essential information, fill out the company name, full address, and tax ID fields as well.
You can create new Invoices in Zendo from within the Quote creator or automatically.
You have to select when and/or how you want the Invoice to be issued.
You can choose:
Never — not to issue an invoice at all
Issue and send the Invoice automatically after payment
Issue and send the Invoice manually
You can set the above-mentioned preferred settings globally for all Invoices as default in the Finances settings, set them as default for each Service you create, or change these settings for individual Invoices within the Quote creator.
If you choose the "Never" option, you won't be able to issue invoices manually at all for a specific Quote.
If you select to issue the Invoice automatically after the payment when creating a Quote, in the global Finances settings, or when creating a new Service, the Invoice will automatically be generated and sent to the client.
This option is the most convenient since it doesn’t require much action from you as a Seller.
Note that automatically generated and sent invoices are premium features, available for users on paid plans only.
Automatic Invoices are generated after the Quote they're connected to has been paid or has been marked as paid, in case of bank transfer payments.
If you choose to issue invoices manually, you’ll have to take a few steps to generate the invoice.
Create a new Quote and select the manual option for Invoice sending.
You can learn how to create new Quotes here.
Once the Quote has been sent and paid, you can either click on the Send invoice button directly from the message informing you that the Quote has been paid or when viewing the Quote and clicking on the Send invoice button.
Invoices for subscription services in Zendo are based on upfront payments provided by Stripe and therefore, are always issued automatically.
Subscriptions are a premium feature. You can learn more about this service type by reading this article.
You can also choose not to issue invoices for subscriptions, choosing the Never option under the Finance settings when creating a new subscription service.
If you choose to include a free trial for your subscription, the invoice will be issued automatically once the trial period ends.
Your clients can cancel the subscription before the free trial ends. In that case, the invoice will not be issued.
Find the left-hand side panel and click the invoice icon to get to the Documents section that stores your Quotes and Invoices.
Here you’ll find a list of all your invoices.
You’ll also get an overview of their status, the client for which it was issued, the invoice price, the issue date, and the payment date.
In this tab, you can also easily view and download your Invoices.
Invoices sent to clients through Zendo reach them in their Request chat box as a separate message.
Your customers can download each invoice as a PDF file.
Invoices are also sent to clients via email.
All Invoice notifications settings, in-app, web browser, and email notifications, are by default enabled for all new clients.
Your clients can change their notifications preferences in the Notifications section of their Account settings.
First, head to General settings by clicking on the cog icon located on the left-hand side panel. Next, choose the Finances settings and stay in the General settings tab.
Scroll down to find Documents logo.
You can select or drop JPG, PNG, BMP, GIF, or WEBP files that are not bigger than 200px in height.
The logo you upload will then be visible on all Invoices you create.
Already generated invoices cannot be edited. Make sure all the details on the connected Quote are correct before sending a payment request to the client. Quotes that have been paid also cannot be edited.
Yes! You need to complete the Invoice settings before creating any Invoice. You can find the Invoice settings by clicking on the cog icon on the left-hand side panel of your workspace, choosing Finances, and completing the General settings, adding payment methods in the Payment methods tab, and filling out the Seller’s details in the Seller details tab.
Invoices are generated only for paid Quotes. This rule applies to all invoices generated automatically and manually in Zendo.
Roles That Can Manage Invoices: Agent, Manager, Admin, Owner
A Few Important Settings For Invoices
Before working on your first invoice in Zendo, there are a few settings you need to take care of.
Add Payment Methods
If you don't add a payment method, you won’t be able to create new Quotes, issue Invoices, and collect payments.
Find the cog icon on the left-hand side panel to reach Settings.
Then, select Finances and switch the tab to Payment methods.
You can choose to connect your Stripe account, provide details for bank transfers, or enable both methods of payment.
To learn more about connecting your Stripe, read our article on the topic.
To enable bank transfers, all you have to do is switch the toggle to enable that option and paste in the necessary details your clients need to complete a bank transfer, such as your address or bank account number.
Finances
If you don't complete the Finances settings, you won’t be able to create new Quotes and Invoices in Zendo.
Stay in the Finances settings and switch the tab to General.
Set the Default settings, including the currency you want to use, the default method of payment, default tax settings, as well as payment request and invoice sending settings.
Scroll down and find Document numbering and choose the preferred numbering for your Invoices and Quotes.
You can choose between these options:
##/DD/MM/YYYY
##/MM/YYYY
##/YYYY
The # will be replaced with actual numbers, starting with 1 for your first Invoice and going higher with each next Invoice.
Once that’s done, scroll down to Invoices and fill out the preferred Prefix and Suffix that will appear on all Invoices. You can also set a global Footer note you’d want all your invoices to have.
On the right, you will also see a document numbering preview field you can use to see the numbering you’re setting in action.
The Prefix you set precedes the document numbering of each Invoice, while the Suffix follows the document numbering of each Invoice.
For example, if you choose the Prefix to be INV and the Suffix to be the name of your company, the name of the Invoice would be INV1/04/2023CompanyName.
You can also add spaces or dashes to make it more readable.
Seller Details
If you don't complete the seller details, you won’t be able to create new Quotes, issue Invoices, and collect payments.
Switch to the third tab called Seller details and fill out a few required fields.
The required fields include your first and last name, as well as your country and zip code.
If you want your Invoices to have all your essential information, fill out the company name, full address, and tax ID fields as well.
How To Create A New Invoice In Zendo?
You can create new Invoices in Zendo from within the Quote creator or automatically.
You have to select when and/or how you want the Invoice to be issued.
You can choose:
Never — not to issue an invoice at all
Issue and send the Invoice automatically after payment
Issue and send the Invoice manually
You can set the above-mentioned preferred settings globally for all Invoices as default in the Finances settings, set them as default for each Service you create, or change these settings for individual Invoices within the Quote creator.
If you choose the "Never" option, you won't be able to issue invoices manually at all for a specific Quote.
Invoice Sent Automatically
If you select to issue the Invoice automatically after the payment when creating a Quote, in the global Finances settings, or when creating a new Service, the Invoice will automatically be generated and sent to the client.
This option is the most convenient since it doesn’t require much action from you as a Seller.
Note that automatically generated and sent invoices are premium features, available for users on paid plans only.
Automatic Invoices are generated after the Quote they're connected to has been paid or has been marked as paid, in case of bank transfer payments.
Invoice Sent Manually
If you choose to issue invoices manually, you’ll have to take a few steps to generate the invoice.
Create a new Quote and select the manual option for Invoice sending.
You can learn how to create new Quotes here.
Once the Quote has been sent and paid, you can either click on the Send invoice button directly from the message informing you that the Quote has been paid or when viewing the Quote and clicking on the Send invoice button.
Invoices In Subscriptions
Invoices for subscription services in Zendo are based on upfront payments provided by Stripe and therefore, are always issued automatically.
Subscriptions are a premium feature. You can learn more about this service type by reading this article.
You can also choose not to issue invoices for subscriptions, choosing the Never option under the Finance settings when creating a new subscription service.
If you choose to include a free trial for your subscription, the invoice will be issued automatically once the trial period ends.
Your clients can cancel the subscription before the free trial ends. In that case, the invoice will not be issued.
Where Can I Find My Invoices?
Find the left-hand side panel and click the invoice icon to get to the Documents section that stores your Quotes and Invoices.
Here you’ll find a list of all your invoices.
You’ll also get an overview of their status, the client for which it was issued, the invoice price, the issue date, and the payment date.
In this tab, you can also easily view and download your Invoices.
How Will Invoices Reach My Clients?
Invoices sent to clients through Zendo reach them in their Request chat box as a separate message.
Your customers can download each invoice as a PDF file.
Invoices are also sent to clients via email.
All Invoice notifications settings, in-app, web browser, and email notifications, are by default enabled for all new clients.
Your clients can change their notifications preferences in the Notifications section of their Account settings.
How To Add A Logo To My Invoices?
First, head to General settings by clicking on the cog icon located on the left-hand side panel. Next, choose the Finances settings and stay in the General settings tab.
Scroll down to find Documents logo.
You can select or drop JPG, PNG, BMP, GIF, or WEBP files that are not bigger than 200px in height.
The logo you upload will then be visible on all Invoices you create.
FAQ
Can I Edit Generated Invoices?
Already generated invoices cannot be edited. Make sure all the details on the connected Quote are correct before sending a payment request to the client. Quotes that have been paid also cannot be edited.
Do I Need To Complete The Invoice Settings Before Creating My Invoices?
Yes! You need to complete the Invoice settings before creating any Invoice. You can find the Invoice settings by clicking on the cog icon on the left-hand side panel of your workspace, choosing Finances, and completing the General settings, adding payment methods in the Payment methods tab, and filling out the Seller’s details in the Seller details tab.
When Are Invoices Generated?
Invoices are generated only for paid Quotes. This rule applies to all invoices generated automatically and manually in Zendo.
Updated on: 17/07/2023
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