Users Preferences in Zoho Billing

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Introduction

The Preferences section in Zoho Billing lets you fine-tune the behavior of your billing account across various modules such as General, Customers, Sales, Purchases, and more. It ensures the system aligns with your business needs and workflows.

Overview

 

You can customize how different modules behave in Zoho Billing by navigating to:

 

Settings > Preferences

 

Under this section, you’ll find configuration options grouped by the following categories:

  • General
  • Branding
  • Portal
  • Customers
  • Items
  • Quotes
  • Invoices
  • Recurring Invoices
  • Credit Notes
  • Delivery Note Settings
  • Packing Slip Settings
  • Field Customization

 

1. General Preferences

Navigate to: Settings > Preferences > General

 

Key Options:

  • Enable Modules: Select which modules should be active. Once enabled, they appear in your sidebar.ZAZ
  • First Day of Work Week: Choose between Sunday, Monday, or Saturday.
  • PDF Attachments: Choose to attach PDFs and encrypt them when emailing invoices or quotes.
  • Discounts: Set discount preferences at:
    • Line Item Level
    • Transaction Level
  • Additional Charges: Enable shipping charges and adjustments on invoices.
  • Tax on Item Rates: Choose whether item rates include or exclude taxes.
  • Round Off Sales Amount: Round transaction totals to whole numbers.
  • Salesperson Tracking: Add salesperson fields to associate with transactions and analyze reports.
  • Markup for Billable Expenses: Define a default markup percentage to charge clients.
  • Weekly Summary Report: Send automated weekly reports to admins (email or Slack).
  • Organization Address Format: Rearrange or insert placeholders to format how your address appears in PDFs.

Click Save after updating preferences.

 

2. Branding

Navigate to: Settings > Preferences > Branding

 

Key Options:

  • Organization Logo: Upload a logo to appear in all transaction PDFs.
  • Themes: Apply different themes to differentiate multiple organizations.

3. Customer Portal Settings

Navigate to: Settings > Preferences > Portal

 

Key Options:

  • Set portal name and welcome message.
  • Enable or disable:
    • Email notifications for portal activity.
    • Customers forwarding documents.
    • Customer email notifications on comments.
    • Customer reviews.
    • Viewing of projects/timesheets.
    • Customers editing their details.

Click Save to apply settings.

 

4. Delivery Note Settings

Navigate to: Settings > Preferences > Delivery Note Settings

 

Customizable Fields:

  • Document Title
  • Transaction Number
  • Date Field
  • Item
  • Description
  • Quantity
  • Reference Field
  • Bill To
  • Delivery To
  • Signature
  • Balance Due
  • Show Customer Notes

Check/uncheck fields to include/exclude them in the Delivery Note.
 Click Save after customization.

 

5. Packing Slip Settings

Navigate to: Settings > Preferences > Packing Slip Settings

 

Customizable Fields:

  • Document Title
  • Transaction Number
  • Date Field
  • Item
  • Description
  • Quantity
  • Reference Field
  • Bill To
  • Delivery To
  • Signature
  • Balance Due
  • Show Customer Notes

Click Save once configuration is done.

 

6. Field Customization

Navigate to: Settings > Preferences > [Select Module] > Field Customization

 

What You Can Do:

  • Create Custom Fields
    Use the + New Custom Field button to define new fields.

Fields include:

  • Label Name
  • Help Text
  • Data Privacy: Choose between PII or ePHI
  • Default Value
  • Is Mandatory
  • Show in Transaction Entry
  • Show in PDF
  • Preview
  • Edit Custom Fields
    Hover over a field and click Edit, make changes, and click Save.
  • Mark as Inactive/Active
    Use the dropdown beside the field to toggle its status.
  • Delete Custom Fields
    You can delete fields if they are not associated with any existing transaction.
  • API Field Name
    After saving, you can view the API field name for integrations.

Note: A maximum of 3 text-based custom fields are allowed per module.

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