Role That Can Manage Invoice Settings: Owner

Roles That Can Trigger Invoices To Be Issued: Agent, Manager, Admin, Owner

Table Of Contents

Finances Settings
How To Create A New Invoice In Zendo?
Invoices In Productized Services
Paying With Stripe
Using Manual Payments
Invoices In Subscriptions
Paying With Stripe
Using Manual Payments
Where Can I Find My Invoices?
How Will Invoices Reach My Clients?
Can I Edit Generated Invoices?
Invoice Example

Before working on your first invoice in Zendo, there are a few settings you need to take care of.

Finances Settings

Select Workspace from the left-side panel and choose Finances from the drop-down menu,
in the General settings tab:

set the default settings — choose your currency and set the default tax value,



upload a logo — select or drop JPG, PNG, BMP, GIF or WEBP to set a logo for your Quotes & Invoices. Upload an image no bigger than 200px in height,



choose a documents numbering format — choose from three numbering options: ##/DD/MM/YYYY, ##/MM/YYYY, and ##/YYYY for the Quotes and Invoices issued in Zendo. The "##" represents a number each issued document will have, starting from "01",

customize your Invoices — add the prefix and suffix for the Invoices to further customize the numbering of your documents. The prefix precedes the selected numbering, while the suffix comes after the selected numbering.



Example:

document numbering: ##/DD/MM/YYYY
prefix: INV
suffix: AGENCY

result: INV##/DD/MM/YYYY/AGENCY

select the "Save changes" button to save the settings,
switch the tab to Payment methods and add your payment methods,



You can:

connect a Stripe account,
add manual payment options.

You can learn more about connecting Stripe here.
You can learn more about adding manual payments here.

switch the tab to Seller details, and:

fill out the required fields: first & last name or company name, as well as country, and ZIP code,
select the "Save changes" button to save the entered details.

If you want your invoices to include additional details, fill out the unrequired fields as well, like your address or Tax ID.

How To Create A New Invoice In Zendo?

Invoices are issued in Zendo automatically following a completed payment.

Unless you've selected the "Never" option when creating your service under the "Issue an invoice" heading in the Finances settings of the service.



Depending on the selected payment method and type of Service, the process of issuing an invoice may not require any action from you or require marking a Quote or Subscription as paid for the Invoice to be issued.

Invoices In Productized Services

In case of productized services (one-offs), ordering a service is followed by an issued Quote.

Once that Quote is paid, Zendo will automatically issue an Invoice.

Paying With Stripe

If you use Stripe for payments, your clients have the option to complete the payment directly in Zendo.

The flow in that case looks like this:

client orders a productized service on one of your checkout pages or using the Service Catalog,



client chooses their method of payment as Stripe and selects the "Continue to checkout" button,
client completes the payment in Stripe,



client lands on the request's chat — with the issued Quote & Invoice already there.

Using Manual Payments

If you use any manual method of payment, like PayPal or bank transfers, your clients will be prompted to complete the payment using the provided details.

The flow in that case looks like this:

client orders a productized service on one of your checkout pages or using the Service Catalog,



client chooses their method of payment as PayPal and selects the "Submit request" button,



client lands on the request's chat — with the issued Quote & payment details there,
once the client completes the payment, you as a vendor have to mark it as paid,



an invoice is issued as soon as the Quote is marked as paid.

Invoices In Subscriptions

Invoices for subscription services in Zendo can be issued automatically (for Stripe payments) or upon marking a subscription as paid (for manual payments).

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.

Paying With Stripe

Subscription services ordered choosing Stripe as the method of payment results in an invoice issued automatically by Zendo, right after the payment is completed.

client goes to the Service Catalog or individual service's checkout page,
selects the "Order service" button,
selects the preferred subscription plan by selecting the "Order service" button under it,
fills out the order form (if added) and selects the "Continue to checkout" button,
fills out the invoice details (if not-logged-in) and selects Stripe as the preferred method of payment,



selects the "Continue to checkout" button,
client completes the payment in Stripe,



Invoice will be issued automatically after the completed payment in Stripe.

Using Manual Payments

client goes to the Service Catalog or individual service's checkout page,
selects the "Order service" button,
selects the preferred subscription plan by selecting the "Order service" button under it,
fills out the order form (if added) and selects the "Continue to checkout" button,
fills out the invoice details (if not-logged-in) and selects the preferred payment method,



selects the "Continue to summary" button,
client completes the payment using the provided details,



selects the "Continue" button.

Then, you have to mark that subscription as paid in order for the Invoice to be issued.

To do that:

select Subscriptions on the left-hand side panel,
next to the subscription you want to mark as paid, select the elipsis icon under the Actions column in the Subscriptions table,



select "Mark as paid",



in the popup window, confirm your choice selecting the final "Mark as paid" button.

The subscription's status in the Subscriptions table will change from Pending Payment to Active.

Invoice will be issued automatically after marking the subscription as paid.

Where Can I Find My Invoices?

Navigate to the left-hand side panel and select Documents,
on the new page, switch the tab to Invoices.



Here, you can check:

the Invoice's name,
the connected client,
the Invoice's state,
the price,
the issue date,
and the payment date.

Under the "Settings" heading on the far right of the Invoices table, you'll find additional actions for your Invoices.

Select the:

"go to" icon to go to the connected Request,
document icon to view the connected Quote,
download icon to download the selected Invoice,
eye icon to view the selected Invoice.

How Will Invoices Reach My Clients?

Invoices sent to clients through Zendo reach them in their Request chat box as a separate message.

Invoices are also sent to clients via email and available in the Documents tab, just as shown earlier.

All Invoice notifications settings, in-app, web browser, and email notifications, are by default enabled for all new clients.

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.

Invoice Example

Updated on: 12/09/2024