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Qh2o
  • ZOHO BOOKS

    Managing Commercial Customers
    Access Zoho Books App

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Website: https://subscriptions.zoho.com

Email: team@qh2ogladstone.com.au

Password: f

App  download

PROCESS  TO   MANAGE   COMMERCIAL  CUSTOMERS

ABOUT  ZOHo  SUBSCRIPTIONS

We use Zoho Books to manage all COMMERCIAL customers. Once they are set up as a customer we can create invoices, set the terms and take payment.



ADDING   A   NEW  CUSTOMER THE  QH2O  SYSTEM  

  • Once your signed in to the Zoho Books platform 
  • On the right hand side of the page click on SALES and then CUSTOMERS
  • Go straight to the search function and see if a account exists
  • If it does not exist, click on the NEW button on the right hand side of the page



  • Go through the steps to sign up a customer. Try and add as much information as possible to create a profile.
  • Remember that there are tabs (as seen in yellow) for additional information required.
  • Make sure you add them as a BUSINESS
  • Once you are done press SAVE to go to the next step.



  • Once your customer is set up, Zoho will automatically set up a business ACCOUNT and also a CONTACT for the person associated with this account
  • All this information is now present in the CRM
  • PLEASE GO TO THE CRM AND UPDATE THE ACCOUNT TYPE  - Click here to go to CRM
  • Go to accounts
  • Find the business you just added
  • Pres edit
  • Select account type and select COMMERCIAL
  • I know this is annoying. I will update when I get back!



  • Now go back to Zoho Books
  • Your New Business profile in now set up!


HOW  TO  CREATE  AN   INVOICE   FOR   A   COMMERCIAL  CUSTOMER

  • Click on New Transaction --> Invoice or the New Invoice Button

  • Go through the invoice and make sure the details are correct
  • Select the payment terms ( when they need to pay by)
  • Under Item Details there is a box you can click into to add a product to sell to them. Scroll through to find what you need and add the quantity



  • Decide on the payment options - do you want them to pay partial payments?
  • The terms and conditions link to our website
  • Select or unselect to send this invoice directly to the customer
  • SAVE AND SEND / PRINT / SEND LATER /SHARE



  • If you send later, it will ask to schedule a time to send the email. 
  • Press cancel to get out of this.
  • On the left hand side you will see a summary of all the invoices you have with this businsess
  • Click on them to see them in detail



PAYING  FOR  AN  INVOICE

  • When you click on a customers Invoice you will be told its status -- SENT, OVERDUE, PAID
  • Your customer can pay for thier invoice online when you send them the invoice by email
  • Press send them a reminder button to resend this invoice 
  • If they would like to pay cash, over the phone or bank transfer you can press the RECORD PAYMENT BUTTON
  • You will be taken to a payment page to record the transaction. Your customer will get an email straight away with a receipt showing their payment





MANAGING   INVOICES  MADE

  • Click on the Invoices button on the left hand side of the page
  • Here you will see all invoices
  • To show specific types of invoices and filter between them, there is a button on the top left with a drop down
  • Click which ever you want to see eg. All, Unpaid, Paid, Overdue ect
  • You can access any of them by clicking on the invoice number.