How to Show Fields for Terms in Zoho Books

When issuing invoices or sales transactions, it’s crucial to communicate your payment terms clearly. These terms set expectations for how and when you expect to be paid, and they play a major role in managing your cash flow. In Zoho Books, a powerful cloud-based accounting solution, you can define, customize, and display payment terms fields on invoices, estimates, sales orders, and other documents.

Whether you’re a freelancer, small business owner, or finance professional, knowing how to show fields for terms properly can help avoid misunderstandings, reduce late payments, and provide a more professional appearance in your financial documents.

This article offers a comprehensive, step-by-step guide to displaying and managing payment terms fields in Zoho Books. You’ll learn how to set default terms, show them in transaction forms, customize them per client, and make them visible on printed or emailed invoices.

What Are Payment Terms?

Payment terms are the conditions under which a seller expects to receive payment from a buyer. Common examples include:

• Net 15: Payment is due within 15 days of the invoice date.
• Net 30: Payment is due within 30 days.
• Due on receipt: Payment is due immediately upon receiving the invoice.
• Custom terms: Such as 50% upfront and 50% upon delivery.

In Zoho Books, these terms can be defined and displayed on your invoice so that the customer knows exactly when and how much to pay. You can set default payment terms for all customers or assign specific terms to individual clients. You can also make sure this information appears on each transaction document.

Why Showing Payment Terms Fields Is Important

Here are some key reasons to ensure the terms fields are visible in your Zoho Books documents:

1. Avoid confusion: Clear payment terms reduce disputes or misunderstandings about when payment is due.
2. Improve cash flow: Properly communicated terms help you plan receivables and follow up on overdue invoices.
3. Enhance professionalism: Including terms gives your invoice a more complete and organized appearance.
4. Legal documentation: Clearly stated terms provide evidence of the agreed-upon payment timeline, which can be helpful in cases of disputes or collections.

Understanding How Terms Work in Zoho Books

In Zoho Books, payment terms are generally handled in two parts:

• Term settings: This is where you define what the payment term is (e.g., Net 30, Due on Receipt).
• Field display: This refers to where and how the payment terms appear on the invoice, quote, or other document.

These two parts work together to ensure that your terms are both applied internally and shown externally.  Let’s now walk through how to enable and show payment terms fields on your invoices and other sales forms in Zoho Books.

Step 1: Enable and Define Payment Terms

Before you can display terms on your documents, you need to create or confirm the payment terms settings in your Zoho Books account.

1. Log in to your Zoho Books account.
2. Go to the Settings menu (gear icon).
3. Select Preferences, then click on Invoices or another transaction module you want to configure.
4. Within this area, locate the Payment Terms section.
5. You’ll see options to set a Default Payment Term for all new customers or documents.

From here, you can either select from existing terms like Net 15, Net 30, or Due on Receipt, or you can create custom terms tailored to your business model.

Creating Custom Payment Terms

You may need to define terms that are not in the standard list. For example, if you require a 10% deposit followed by the balance in 60 days, you can set up a custom label and description to reflect that.  Zoho Books allows you to name this term as you see fit, such as “10/60 Split Payment,” and assign it a specific due date rule based on the invoice date or any other logical conditions.  Once saved, this term can be assigned to any customer or transaction.

Step 2: Assign Terms to Customers

To streamline invoicing, Zoho Books allows you to assign default payment terms to each customer. This way, every time you create an invoice for them, the correct terms are applied automatically.

Here’s how:

1. Go to the Customers module from the left-hand navigation.
2. Choose an existing customer or create a new one.
3. In the customer profile page, click Edit.
4. Scroll to the Payment Terms section.
5. Choose the desired payment term from the dropdown.
6. Save the changes.

From this point forward, any invoice, sales order, or estimate created for this customer will automatically include the selected terms.  This is particularly helpful when you have customers on varying agreements—some may be Net 15 while others have extended 60-day terms.

Step 3: Display the Terms Field on Transaction Forms

Now that you’ve created and assigned payment terms, you’ll want to ensure they are visible on your invoice templates so customers can see them.

To do this:

1. Go back to Settings.
2. Click on Templates under the Customization section.
3. Select Invoices to view all your invoice templates.
4. Choose the template you want to edit and click Edit.
5. In the template editor, navigate to the Header tab.

In this section, you’ll find the option to show or hide different fields on the invoice, including:

• Invoice Date
• Due Date
• Payment Terms

Make sure the Payment Terms field is toggled on. You can also reorder how the fields appear or adjust alignment to fit your layout needs.  This ensures that when you generate or send an invoice, the customer will clearly see the terms defined for that transaction.

Step 4: Customize the Wording of Terms

Sometimes, the default label “Payment Terms” may not suit your business language or client expectations. You may want to change it to something more intuitive or industry-specific, such as “Terms & Conditions” or “Invoice Terms.”

In the template editor, you can:

1. Click the Labels tab.
2. Locate the field name for “Payment Terms.”
3. Modify the label to suit your preference.

The new label will replace the default wording across the template wherever it appears. This does not change the logic or functionality,  only the presentation.  This is useful if you operate in regions or industries where terminology differs.

Step 5: Preview and Save the Template

Once you’ve enabled the terms field and adjusted the layout or label, it’s a good idea to preview your template.

In the invoice template editor:

1. Click the Preview button to see how the invoice will appear to customers.
2. Verify that the Payment Terms field appears clearly in the header.
3. Ensure that the language and formatting are consistent with the rest of the document.
4. Save your template.

You can also set this customized template as the default so that all new invoices use it automatically.

Step 6: Apply the Template When Creating an Invoice

When generating a new invoice:

1. Go to the Invoices module.
2. Click + New Invoice.
3. Choose your customer (the payment terms will auto-populate based on their profile).
4. If needed, manually select the invoice template that displays the terms field.
5. Continue filling out the invoice details as usual.

Once the invoice is saved or sent, the payment terms will be clearly displayed in the document header or wherever you placed it in the layout.

Displaying Terms on Other Documents

Besides invoices, Zoho Books also allows you to show payment terms on:

• Estimates
• Sales Orders
• Credit Notes
• Retainer Invoices

The process is nearly identical to setting it up for invoices. Simply edit the corresponding template, enable the terms field, and ensure the correct label is used.  This can be especially helpful when clients need to see terms before agreeing to work, or if you need consistency across all documents in your sales process.

Best Practices

Now that you know how to enable and show the terms field in Zoho Books, here are a few best practices:

Be Consistent

Use the same terms language and format across all your templates to avoid confusion.

Set Customer Expectations

Clearly define payment terms during onboarding so customers aren’t surprised when they see them on an invoice.

Use Reminders

Set up automated reminders based on the terms to alert clients before payment is due.

Include Late Fees

If applicable, reference late payment penalties in your terms section to reinforce timely payment.

Keep It Simple

Avoid overly complex language. Use clear and direct terms like “Due upon receipt” or “Net 30 from invoice date.”

Displaying payment terms fields on your invoices and transaction documents in Zoho Books is an essential part of maintaining a professional image and managing cash flow effectively. Whether you’re using default options like Net 30 or setting up custom terms for specific clients, Zoho Books gives you the flexibility to automate and clearly communicate your expectations.

By taking the time to configure your templates and show terms fields properly, you’re helping both your clients and your business stay on the same page,  literally and financially. Make sure your terms are always visible, understandable, and consistent. Doing so will help streamline your collections process, reduce payment delays, and strengthen your client relationships.