How to Add Custom Labels to Invoices in Zoho Invoice

Creating professional, client-friendly invoices is essential for any business. But what happens when the standard invoice format doesn’t quite fit your industry or your communication style? Maybe your clients don’t respond well to terms like “Item” or “Rate,” or perhaps you want to localize your invoice fields for different languages or audiences. That’s where custom labels in Zoho Invoice come in.

Zoho Invoice gives you the power to personalize your invoice templates to suit your brand, industry, and customer needs. By adding custom labels, you can rename standard fields such as “Quantity,” “Item,” “Description,” and even custom fields to match your business language. This customization not only enhances clarity but also creates a professional and consistent appearance across your customer interactions.

What Are Custom Labels in Zoho Invoice?

In Zoho Invoice, a label is the text that appears on the form or invoice template—for example, “Item Name,” “Quantity,” “Rate,” or “Tax.” A custom label is a renamed version of that default label. You might want to rename “Item” to “Service,” “Hours,” “Product,” or even a translated term in another language.

Custom labels give you control over the terminology used in your invoices, estimates, and other sales documents. You can apply these changes globally or to specific templates, depending on your needs.

Why Use Custom Labels?

Before diving into the “how,” it’s worth understanding why customizing labels is valuable.

• Industry-specific clarity: If you sell services, “Service” might make more sense than “Item.”
• Client understanding: Some clients may not be familiar with generic terms, especially if they speak a different language or work in a different industry.
• Brand consistency: You may want your invoices to reflect the language and tone used in your marketing materials.
• Localization: If you serve international clients, you can use terms in their native language for better clarity.
• Professionalism: Custom labels can eliminate unnecessary or confusing terminology, making your documents cleaner.

Now let’s explore how to actually apply these custom labels.

How to Add Custom Labels to Invoices in Zoho Invoice

Zoho Invoice provides several levels of customization for labels. These are typically done through custom templates, which you can access from the settings menu. Here is a complete walkthrough:

Step 1: Log In to Zoho Invoice

Start by logging into your Zoho Invoice account. You’ll need admin privileges or appropriate permissions to make template-level changes.

Step 2: Access the Template Customization Menu

1. From the dashboard, go to the Settings icon.
2. Under Customizations, select Templates.
3. Choose Invoices from the list of templates.
4. Select the template you wish to customize or create a new one by duplicating an existing template.

Step 3: Edit the Template

Once you’ve selected your template:

1. Click the Edit button.
2. You’ll be taken to a layout editor with multiple sections such as Template Properties, Header, Item Table, Total, Footer, etc.

This is where you can change labels for various parts of your invoice.

Customizing Labels in Different Invoice Sections

Header Section

You can rename or customize labels that appear in the invoice header, such as:

• Invoice → Change to “Tax Invoice,” “Service Invoice,” or another preferred term.
• Invoice Date → “Billing Date” or “Issued On.”
• Invoice Number → “Bill No,” “Ref #,” or any other label that suits your format.

To do this:

1. In the template editor, go to the Header section.
2. Click on the field name, and you’ll see an option to rename the label.
3. Enter your desired custom label and save.

Item Table (Body)

The item table is where most users prefer to customize labels. You can change:

• Item → “Product,” “Service,” “Package,” “Consultation,” etc.
• Description → “Details,” “Work Summary,” “Specifications,” etc.
• Quantity → “Hours,” “Units,” “Sessions,” or whatever is applicable.
• Rate → “Hourly Rate,” “Unit Price,” or “Charge per Item.”
• Amount → “Total,” “Line Total,” or similar.
• Tax → “VAT,” “Sales Tax,” or other relevant terms.

Here’s how:

1. Navigate to the Item Table section in the template editor.
2. Each column has a field name (label).
3. Click on the label you wish to change.
4. A text box will appear, allowing you to enter your custom label.
5. Save your changes.

These edits will reflect only on this particular template unless duplicated or set as default.

Totals Section

This area includes fields like:

• Subtotal
• Tax
• Discount
• Total
• Amount Due

Each of these can also be relabeled in the template editor.

For example:

• Total → “Grand Total,” “Final Amount,” or “Total Due.”
• Tax → “GST,” “VAT,” or country-specific terms.

To change:

1. Go to the Total section in the editor.
2. Click the label you wish to edit.
3. Enter your new label.
4. Save your changes.

Footer Section

You can also customize labels or text at the bottom of the invoice, such as:

• Terms & Conditions → “Payment Terms,” “Billing Notes,” etc.
• Customer Notes → “Important Info,” “Order Notes,” etc.

While these are typically free-text fields, renaming them helps guide clients on what to look for.

Adding Custom Fields With Custom Labels

Sometimes the default fields aren’t enough. You might want to add entirely new fields with your own custom labels. For example:

• Project Code
• Purchase Order Number
• Delivery Method
• Consultant Name

Here’s how to add custom fields:

1. Go to Settings.
2. Select Preferences → Invoices.
3. Look for the Custom Fields section.
4. Click + New Custom Field.
5. Choose the type of field (text, dropdown, date, etc.).
6. Enter the Label Name – this will be the custom label that appears on the invoice.
7. Choose whether it should be visible on the PDF.
8. Save.

The new field will now be available to fill in when creating a new invoice. If it’s set to be visible, the label you entered will appear on the printed or sent version of the invoice.

Using Custom Labels in Multiple Languages

If you serve international clients, Zoho Invoice allows you to create templates with custom labels in different languages. You can duplicate your standard invoice template and translate all the labels into the client’s preferred language.

To do this:

1. Duplicate the existing template.
2. In the duplicated version, rename every label to the translated version.
3. Save and rename the template clearly (e.g., “Invoice – Spanish”).
4. When invoicing international clients, select the appropriate template.

This approach makes your communication clearer and more professional across borders.

Best Practices for Custom Labels

While customizing labels is powerful, overdoing it or being inconsistent can cause confusion. Here are a few best practices to follow:

• Keep it simple: Avoid jargon unless it’s commonly used in your industry.
• Be consistent: Use the same terminology across all your templates and communications.
• Test with clients: Get feedback on whether your new labels are clear and easy to understand.
• Preview before sending: Always use the Preview function to ensure the layout and labels look professional.
• Avoid unnecessary changes: Stick to altering labels that enhance clarity or professionalism,  don’t change things just for the sake of change.

When to Use Multiple Templates

Sometimes one template isn’t enough. You might have:

• Clients in different industries
• Services that vary widely (e.g., hourly vs. flat rate)
• International clients needing different languages or tax terms

In such cases, use multiple templates, each with their own custom labels. You can assign different templates based on client, region, or service type, all within Zoho Invoice.

Customizing invoice labels in Zoho Invoice is more than just a cosmetic change,  it’s a way to tailor your billing documents to match the voice, tone, and clarity your clients expect. Whether you’re simplifying terminology, translating labels for international clients, or aligning your forms with your brand, the custom label features in Zoho Invoice give you total control.

By following the steps outlined in this guide, you can create polished, professional invoices that reflect your brand’s personality and communicate clearly with your audience. From basic label renaming to advanced custom field implementation, Zoho Invoice provides a flexible and user-friendly platform for total invoice personalization.  Taking the time to customize your invoices today can lead to faster payments, fewer client questions, and a more professional appearance that sets your business apart.