Functions in Retainer Invoice | Help

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Invoices</h1> <div class="side-grid no-print"><h5 id="in-this-page">IN THIS PAGE…</h5> <ul> <li><a href="/books/help/retainer-invoice/functions.html#apply-ri">Apply Retainers to Invoices</a> <ul> <li><a href="/books/help/retainer-invoice/functions.html#multi-ri">Apply Multiple Retainers to an Invoices</a></li> </ul> </li> <li><a href="/books/help/retainer-invoice/functions.html#collect-quote">Collect Retainers from quote</a> <ul> <li><a href="/books/help/retainer-invoice/functions.html#collect-est-client">Collect Retainers from Customer Portal</a></li> </ul> </li> <li><a href="/books/help/retainer-invoice/functions.html#ri-projects">Retainer Invoice in Projects</a> <ul> <li><a href="/books/help/retainer-invoice/functions.html#create-proj">Create Retainer Invoices from Projects</a></li> </ul> </li> <li><a href="/books/help/retainer-invoice/functions.html#refund">Refund Payment</a></li> <li><a href="/books/help/retainer-invoice/functions.html#add-comm">Add Comments</a></li> <li><a href="/books/help/retainer-invoice/functions.html#customize-temp">Customize Template</a></li> <li><a href="/books/help/retainer-invoice/functions.html#reports">Reports</a></li> </ul> </div> <h2 id="apply-ri">Apply Retainers to Invoices</h2> <p>If you have <a href="/books/help/retainer-invoice/basic-functions.html#create-ri">created</a> retainer invoices for your customer, and <a href="/books/help/retainer-invoice/basic-functions.html#record-payment">recorded payment</a> for them, you can apply these retainers to the particular customer’s outstanding invoices. To apply retainers to invoices:</p> <ul> <li>Go to <strong>Sales</strong> > <strong>Retainer Invoices</strong>.</li> <li>Select a retainer invoice that you have created for your customers.</li> <li>Click the <strong>Apply to Invoice</strong> button, and Zoho Books will display the list of pending invoices for the customer.</li> </ul> <img alt="Apply Retainer Invoice" src="/books/help/images/retainer-invoice/apply-ri.png" width="500" /> <ul> <li>You can apply the retainer partially or fully on the invoices displayed.</li> </ul> <img alt="Apply Retainer Invoice" src="/books/help/images/retainer-invoice/apply-invoice-2.png" width="500" /> <table> <thead> <tr> <th>Fields</th> <th>Description</th> </tr> </thead> <tbody> <tr> <td><strong>Balance</strong></td> <td>The amount collected from your customer as retainer.</td> </tr> <tr> <td><strong>Invoice Amount</strong></td> <td>The total invoice amount raised for the customer.</td> </tr> <tr> <td><strong>Invoice Balance</strong></td> <td>The final amount to be paid after deducting advance payments.</td> </tr> <tr> <td><strong>Amount</strong></td> <td>The amount to be applied from the <strong>Balance</strong> available.</td> </tr> <tr> <td><strong>Retainer Amount Available</strong></td> <td>Available retainer after the <strong>Balance</strong> is applied to an invoices.</td> </tr> </tbody> </table> <ul> <li>Click <strong>Save</strong>.</li> </ul> <p>To view the retainers applied on the invoices, click the聽<strong>Invoices聽Applied</strong> tab on top of the page. You can聽<strong>Delete</strong> the retainers applied by clicking the icons next to them</p> <img alt="Invoice Applied" src="/books/help/images/retainer-invoice/invoice-applied.png" width="500" /> <h3 id="multi-ri">Apply Multiple Retainers to an Invoice</h3> <p>If you have <a href="/books/help/retainer-invoice/basic-functions.html#create-ri">created</a> multiple retainer invoices for a particular customer, you can apply all the retainer amounts against any outstanding invoice of the customer. Here’s how:</p> <ul> <li>Go to <strong>Sales</strong> > <strong>Invoices</strong>.</li> <li>Select an invoice whose payment is due, or <strong>create a new invoice</strong> and <strong>save it as draft</strong>.</li> <li>If the customer has unused retainers, a notification will be displayed in the invoice page as <strong>Retainers Available</strong> with the retainer amount that was collected from the customer. Click <strong>Apply Now</strong> below it.</li> </ul> <img alt="Apply now" src="/books/help/images/retainer-invoice/apply-now.png" width="500" /> <ul> <li>You can split the retainer amount among the different pending invoices of the customer.</li> </ul> <img alt="Apply Retainer Invoice" src="/books/help/images/retainer-invoice/apply-ri-inv.png" width="500" /> <ul> <li>Click <strong>Apply Retainers</strong>.</li> </ul> <p>Once the retainers are applied against the invoice, the adjustments are then updated in the invoice.</p> <img alt="Payment View" src="/books/help/images/retainer-invoice/payment-view.png" width="500" /> <p>Another way to apply unused credits or retainers against an outstanding invoice is by selecting the invoice and clicking <strong>More</strong> > <strong>Use聽Retainers</strong>.</p> <img alt="Use Retainer Invoice" src="/books/help/images/retainer-invoice/use-ri.png" width="150" /> <h2 id="collect-quote">Collect Retainers from Quote</h2> <p>As a business owner, you would tend to send a quote to your customers for the products or services that you will be providing to them. When your customers are satisfied with the quote, the quote will be accepted and you start working on the project. Most of the businesses tend to collect a retainer or advance payment after the quote is accepted.</p> <p>In Zoho Books, you can choose to collect retainer from your customers when they accept the quote that you send to them. Let’s see how to do this.</p> <p>Firstly, make sure you <a href="/books/help/retainer-invoice/basic-functions.html#enable-ri">enabled</a> the retainer invoices module.</p> <p>While <a href="/books/help/quote/#create-quote">creating a quote</a>, select the聽<strong>Create a retainer invoice for this quote automatically</strong> option in the聽<strong>New Quote</strong> page. When you do this, you can enter the percentage of the quote amount you wish to collect as an advance from the customer.</p> <img alt="Create Retainer Invoice for Quote" src="/books/help/images/retainer-invoice/create-retainer-for-quote.png" width="500" /> <p>If you have configured a payment gateway for your customer, they can pay you online directly from the quote link that is sent through email.</p> <h3 id="collect-est-client">Collect Retainer from Customer Portal</h3> <p>Your customers also have the option to pay advance payments for quotes through the <a href="/books/help/customer-portal/">Customer Portal</a>.聽When your customer enters the customer portal to check the quote that you have sent, they will be able to accept the quote and make payment for it, provided you have enabled the option to <a href="/books/help/retainer-invoice/functions.html#collect-quote">collect retainers from quotes</a>.</p> <img alt="Customer Protal" src="/books/help/images/retainer-invoice/client-ri.png" width="500" /> <ul> <li>Once your customer accepts the quote from the <strong>Transactions</strong> page in the Customer Portal, they would be notified about the retainer amount to be paid.</li> </ul> <img alt="Customer Protal" src="/books/help/images/retainer-invoice/client-ri-2.png" width="500" /> <ul> <li>The retainer amount can be paid by the customer at the time of accepting the quote or later.</li> </ul> <div class="tips-note"><div class="tips-note-img"></div> <p><b>Note:</b> As soon as the quote is accepted, a retainer invoice for the customer is automatically created in Zoho Books.</p> </div> <h2 id="ri-projects">Retainer Invoice in Projects</h2> <p>In Zoho Books, you can manage your projects from the聽<strong>Projects</strong> module under the聽<strong>Time Tracking</strong>聽module. In the Projects module, you can聽raise a retainer invoice to your customer.</p> <p>If you manage Projects for your customers, you can collect advance payment for those projects by聽raising retainer invoices.</p> <h3 id="create-proj">Create Retainer Invoices for Projects</h3> <p>You can create a new retainer invoice in projects. Here’s how:</p> <ul> <li>Go to <strong>Time Tracking</strong> >聽<strong>Projects</strong>.</li> <li>Select a project for which you wish to raise a retainer invoice.</li> <li>Click <strong>New Transaction</strong> in the top right corner and select <strong>Create Retainer Invoice</strong>.</li> </ul> <img alt="Projects" src="/books/help/images/retainer-invoice/ri-proj.png" width="150" /> <p>Fill in the details of the retainer invoice and save it. After this, you can <a href="/books/help/retainer-invoice/basic-functions.html#record-payment">record payment</a> for this retainer invoice.</p> <p>Once the Retainers are in the paid status, you can choose to apply them to your invoice. Here’s how:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Projects</strong>.</li> <li>Select the project for which you have created a retainer invoice and recorded payment.</li> <li>Go to the <strong>New Transaction</strong> drop-down and click <strong>Create Invoice</strong>.</li> <li>In the Project Invoice Information page, mark the <strong>Would you like to apply the retainers collected to the invoice</strong> checkbox.</li> <li>Click <strong>Add</strong> and you will be taken to the invoice creation page</li> </ul> <img alt="Apply retainers to projects" src="/books/help/images/retainer-invoice/apply-retainers-projects.png" width="500" /> <ul> <li>Enter the necessary invoice details and click <strong>Save and Send</strong>.</li> </ul> <p>The retainer amount will be deducted from the invoice. You can then view this in the total section.</p> <img alt="Deducted in the Invoice" src="/books/help/images/retainer-invoice/ri-deducted.png" width="500" /> <p>To view all the retainers associated to any project:</p> <ul> <li>Go to <strong>Time Tracking</strong> >聽<strong>Projects</strong>.</li> <li>Select the project for which you want to view the associated retainer invoices.</li> <li>Click the <strong>Sales</strong>聽tab on top of the page.</li> <li>Select <strong>Retainer Invoice</strong>.</li> </ul> <img alt="Projects-view" src="/books/help/images/retainer-invoice/ri-proj-view.png" width="500" /> <h2 id="refund">Refunds</h2> <p>Let’s say you collect an advance payment from a customer for a project, but due to various reasons, the project gets cancelled. In such a case, you will have to refund the retainer amount back to the customer. If you have <a href="/books/help/retainer-invoice/basic-functions.html#record-payment">recorded a payment</a> for a retainer invoice, you can refund that amount in Zoho Books. Here’s how:</p> <ul> <li>Go to <strong>Sales</strong> > <strong>Retainer Invoices</strong>.</li> <li>Select the retainer invoice for which the refund needs to be made.</li> <li>Click <strong>More</strong> > <strong>Refund</strong>.</li> </ul> <img alt="Refund" src="/books/help/images/retainer-invoice/refund.png" width="500" /> <ul> <li>Fill in the required details.</li> </ul> <img alt="Refund" src="/books/help/images/retainer-invoice/refund-2.png" width="500" /> <table> <thead> <tr> <th>Fields</th> <th>Description</th> </tr> </thead> <tbody> <tr> <td><strong>Refunded On</strong></td> <td>The date on which the refund was made.</td> </tr> <tr> <td><strong>Payment Mode</strong></td> <td>Choose from different options to record the mode of payment either by cash, bank transfer or through online payments.</td> </tr> <tr> <td><strong>Reference</strong></td> <td>Quick reference to the refund made.</td> </tr> <tr> <td><strong>Amount</strong></td> <td>The amount to be refunded to your customer.</td> </tr> <tr> <td><strong>From Account</strong></td> <td>Select the account from where the refund was made, either from cash accounts or bank accounts in the banking module.</td> </tr> </tbody> </table> <ul> <li>Click <strong>Save</strong>.</li> </ul> <p>To view the refund:</p> <ul> <li>Click the <strong>Refund History</strong> tab on top of the page.</li> </ul> <p>You can always <strong>Edit</strong> or <strong>Delete</strong> the transaction from the icons present next to the entry.</p> <img alt="Refund History" src="/books/help/images/retainer-invoice/history-ri.png" width="700" /> <p>Once the refund is recorded, the adjustments will be made in the retainer invoice.</p> <img alt="View-payment" src="/books/help/images/retainer-invoice/ri-payment-view.png" width="500" /> <h2 id="add-comm">Add Comments</h2> <p>You can add comments to a retainer invoice in Zoho Books. The comments you enter cannot be viewed by your customers. To add a comment:</p> <ul> <li>Go to <strong>Sales</strong> > <strong>Retainer Invoices</strong>.</li> <li>Select the retainer invoice for which you wish to add a comment.</li> <li>Click the <strong>Comments and History</strong> tab.</li> <li>Click <strong>+ Add Comment</strong> option below the history.</li> <li>Type in your comment.聽</li> <li>Click <strong>Add Comment</strong>.</li> </ul> <img alt="Add Comment" src="/books/help/images/retainer-invoice/add-comment.png" width="500" /> <h2 id="customize-temp">Customize Template</h2> <p>You can customize the format of your retainer invoice鈥檚 PDF. Here鈥檚 how:</p> <ul> <li>Go to <strong>Sales</strong> > <strong>Retainer Invoices</strong>.</li> <li>Select the retainer invoice for which you wish to customize the template.</li> <li>Hover over the retainer invoice and click the <strong>Customize</strong> button in the top right corner.</li> <li>From here, you can perform various actions for the retainer invoice鈥檚 template.</li> </ul> <img alt="Customize Template" src="/books/help/images/retainer-invoice/cust-temp.png" width="500" /> <p>Learn more about <a href="https://www.zoho.com/books/help/settings/templates.html" target="_blank">Templates</a> and聽<a href="https://www.zoho.com/books/help/settings/templates.html#retainer-invoice" target="_blank">Retainer Invoice Templates</a>.</p> <h2 id="reports">Reports</h2> <ul> <li><a href="/books/help/retainer-invoice/functions.html#ri-details">Retainer Invoice Details</a></li> <li><a href="/books/help/retainer-invoice/functions.html#history">Refund History</a></li> </ul> <p>In Zoho Books, you can generate reports for all your retainer transactions and refunds.</p> <h3 id="ri-details">Retainer Invoice Details</h3> <p>Generate a report showing a quick summary of the retainer invoices you created, unused retainers and the invoices to which they were applied for a selected date range. The report can be sorted by the status of the retainer invoice.</p> <ul> <li>Go to聽<strong>Reports</strong> >聽<strong>Receivables</strong> >聽<strong>Retainer Invoice Details</strong> to generate this report.</li> </ul> <img alt="Retainer Invoice Details" src="/books/help/images/retainer-invoice/ri-details.png" width="500" /> <h3 id="history">Refund History</h3> <p>Generate a report showing a quick summary of the refunds given from the retainer payments made by the customer for a selected date range.</p> <ul> <li>Go to聽<strong>Reports</strong> >聽<strong>Payments Received</strong> >聽<strong>Refund Histroy</strong> to generate this report.</li> </ul> <img alt="Refund History" src="/books/help/images/retainer-invoice/refund-history-report.png" width="500" /> <div class="rating-section clearfix"> <div class="rating-form no-print"> <div class="request-sec"> <div class="yes-no"> <div class="rating-qtn"><i> Was this document helpful? </i></div> <div class="yes-no-container"> <div class="yes-no-btn yes-btn cursor-pointer" onclick="submitRating('Yes');"> <img class="thumbs" src="/books/help/images/common/thumbs-up.svg" /> Yes </div> <div class="yes-no-btn no-btn cursor-pointer" onclick="submitRating('No');"> <img class="thumbs down no-icon" src="/books/help/images/common/thumbs-up.svg" /> No </div> </div> </div> <div class="feedback-sec"> <span> Let us know where we can improve </span> <div class="form-group" style="margin-bottom: 0;"> <textarea id="comments" placeholder="Comments" class="form-control"></textarea> <div class="text-danger feedback-error" id="comments_error" style="display:none"> Enter your comments or feedback on this page </div> </div> <div class="form-group"> <input class="form-control email-field" type="text" placeholder="Email Address" id="feedback_email"> <div class="text-danger feedback-error" id="feedback_email_error" style="display:none"> Enter your email address </div> </div> <div class="form-group"> <div> <img src="#" id="zsCaptchaUrl" name="zsCaptchaImage"> <button type="button" style="background:transparent;border:none;color:#00a3fe;" onclick="zsRegenerateCaptcha()">Refresh</button> <input class="form-control email-field" type="text" placeholder="Enter Captcha" id="captcha" /> <div class="text-danger feedback-error" id="captcha_error" style="display:none">Type the characters you see in the image above</div> </div> </div> <div class="privacy-policy"> By clicking <b>Submit</b>, you agree to our <a href="https://www.zoho.com/privacy.html" target="_blank" rel="noopener noreferrer"><u> Privacy Policy </u></a>.</div> <button class="btn btn-xs btn-primary" onclick="submitFeedbackToSupport();"> Submit </button> <button class="btn btn-xs" onclick="hideFeedbackSec();"> Cancel </button> </div> <iframe name="form-success" style="display: none;"></iframe> <form data-feedback-form target="form-success" action="https://help.zoho.com/support/WebToCase" method="post" enctype="multipart/form-data" style="display:none;"> <input type="hidden" name="xnQsjsdp"> <input type="hidden" name="xmIwtLD"> <input type="hidden" name="xJdfEaS" value=""> <input type="hidden" name="actionType" value="Q2FzZXM="> <input type="hidden" id="property(module)" value="Cases"> <input type="hidden" name="Source URL" id="sourceURL"> <input type="hidden" name="returnURL" value="*"> <input type="hidden" name="Subject" value="Feedback from Help"> <input type="hidden" name="Contact Name" id="name"> <input type="hidden" name="zsWebFormCaptchaWord"> <input type="hidden" name="zsCaptchaSrc" value="" /> <textarea name="Description" maxlength="3000"></textarea> <input name="Email"> <button class="form-submit-button">Submit</button> </form> <form id="ratingForm" target="form-success" name="Rating_form" action="https://creator.zoho.com/addRecordValidateNew.do" method="post" style="display:none;"> <input name="scriptembed" value="true" type="hidden" /> <input name="formid" value="395563000007105021" type="hidden" /> <input name="sharedBy" value="zohoinvoice" type="hidden" /> <input name="plan" value="" type="hidden"/> <input name="Edition" value="" type="hidden"> <input name="was_this_helpful"/> <textarea name="feedback"></textarea> <input name="email"/> <input name="url"/> <input name="documentation_type" value="Help"/> <button type="submit">Submit</button> </form> </div> <div class="reponse-sec"><img src="/books/help/images/common/smiley.svg" width="20px" height="20px" style="margin: 0 5px 0 0;box-shadow: none;" /> Thank you for your feedback! </div> </div> <div class="want-feature"> <div class="rating-qtn"><i> Want a feature? </i></div> <a class="suggest-btn" href="http://zohofinance.uservoice.com/forums/283818-zoho-books" target="_blank" rel="noopener noreferrer"> Suggest </a> </div> </div> </div> <div id="scroll-top-navigator" class="scroll-top text-center scroll-hidden no-print"> <div class="bg-img"></div> </div> <div class="free-trial-banner"> <b> Switch to smart accounting software. 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