How to Show Due Dates in Zoho Books

When it comes to managing accounts receivable, one of the most critical factors in ensuring consistent cash flow is clear communication of invoice due dates. When customers know exactly when a payment is expected, they’re more likely to pay on time,  resulting in fewer collection efforts and a healthier financial outlook for your business.

Zoho Books, a robust cloud-based accounting platform, offers a range of features that help you display and manage invoice due dates effectively. However, to take full advantage of this functionality, users must understand how to enable, customize, and utilize due date settings across different aspects of the application.

This article serves as a complete guide on how to show and manage due dates in Zoho Books, including:

• Understanding how due dates work
• Configuring payment terms
• Assigning terms to customers
• Viewing and displaying due dates in invoices
• Customizing invoice templates to show due dates
• Using reports and dashboards to monitor due dates
• Best practices for managing due dates
• Common issues and how to troubleshoot them

What Is a Due Date in Zoho Books?

A due date is the date by which a customer is expected to pay an invoice. In Zoho Books, due dates are calculated automatically based on the invoice date and the payment terms assigned to the customer or to the invoice itself.

For example, if your payment terms are set to Net 30 and the invoice date is October 1st, the due date will automatically be October 31st. If the customer has different payment terms, that will override the default.  The system handles this automatically, but visibility of due dates,  on invoices, reports, and customer communications,  depends on your configuration and template design.

Step 1: Setting Up Payment Terms

The first step in managing due dates is to configure your payment terms. Payment terms define how many days a customer has to make payment from the invoice date. They can be standardized for your business or customized for individual clients.

To configure payment terms:

1. Go to your organization settings within Zoho Books.
2. Locate the section for “Payment Terms.”
3. Add or modify terms such as:
   • Due on Receipt (immediate payment)
   • Net 15 (payment due in 15 days)
   • Net 30 (payment due in 30 days)
   • Custom terms (e.g., 50% due in 7 days, remainder in 30)

Each term you create will be available as a selection during invoice creation or customer setup.  Once you’ve created your terms, you can assign them globally or per customer.

Step 2: Assigning Payment Terms to Customers

Assigning payment terms directly to customers simplifies the invoicing process and ensures due dates are calculated consistently for repeat clients.

To assign payment terms to a customer:

1. Navigate to the Customers module.
2. Select an existing customer or create a new one.
3. In the customer’s profile, locate the field for Payment Terms.
4. Choose one of the predefined terms from the dropdown.
5. Save the customer record.

From this point forward, any invoice you create for this customer will automatically reflect the assigned payment terms, and Zoho Books will calculate the due date accordingly.  This automation eliminates manual entry and ensures accuracy in your billing process.

Step 3: Viewing Due Dates When Creating Invoices

Once payment terms are set, Zoho Books calculates and displays the due date when you create an invoice.

To view the due date during invoice creation:

1. Go to the Invoices module.
2. Click + New Invoice.
3. Select a customer.
4. Set the Invoice Date.
5. Zoho Books will auto-populate the Payment Terms and calculate the Due Date.

The due date field appears within the invoice form,  usually near the invoice date or in the summary section. If necessary, you can manually change the due date on a per-invoice basis, which overrides the default terms for that transaction.  This flexibility allows you to tailor individual invoices for unique agreements or special cases without affecting the customer’s overall profile.

Step 4: Displaying Due Dates on Invoices

Although Zoho Books calculates due dates by default, that doesn’t mean they automatically appear on the customer-facing invoice. You must ensure that the invoice template includes the due date field.

Here’s how to ensure due dates are visible on your invoices:

1. Go to the Templates section within the settings.
2. Choose Invoice Templates.
3. Select the template you’re currently using or create a new one.
4. Click Edit to access the customization options.
5. Navigate to the Header section of the template.
6. Ensure that the Due Date field is enabled and placed in a visible area—preferably next to the invoice date or in the billing details section.
7. Preview the layout to confirm placement.
8. Save the template and set it as the default if needed.

Once this setup is complete, every invoice you send will clearly display the due date to your customer. This promotes transparency and encourages on-time payments.

Step 5: Sending Invoices with Due Dates

When you email or print an invoice, the due date will be visible on the document. This small detail makes a big difference. Many payment delays stem from unclear expectations. A clearly labeled due date reduces confusion and supports your accounts receivable process.

It’s also important to include due dates when sending reminders or follow-ups. Zoho Books allows you to use automated email templates that can include dynamic fields like due date, amount due, and invoice number.

These reminder emails can be sent:

• A few days before the due date
• On the due date itself
• After the due date (as follow-ups)

These settings can be adjusted in your automation or workflow configurations, depending on your subscription plan.

Step 6: Monitoring Due Dates in Reports and Dashboards

Knowing when invoices are due is just as important as showing due dates to your customers. Zoho Books provides several ways to monitor upcoming and past-due invoices using reports and dashboards.

You can use built-in tools to view:

• List of unpaid invoices by due date
• Aging summaries
• Due date calendars
• Receivables by customer
• Overdue invoice tracking

The Aging Summary report, for instance, shows how long each unpaid invoice has been outstanding,  categorized by current, 30 days past due, 60 days past due, and so on. These reports help you prioritize follow-ups and manage your collections process.

In your dashboard, you can also view widgets that show:

• Total unpaid invoices
• Overdue invoices
• Upcoming payments

This real-time visibility ensures that you can act before issues arise.

Step 7: Using Reminders and Workflows Based on Due Dates

Zoho Books allows users to automate actions based on invoice due dates. You can use built-in payment reminders, or create custom workflows that trigger emails or notifications.

Here are some examples:

• Before Due Date: Send a reminder email 3 days before the invoice is due.
• On Due Date: Send a polite email requesting payment.
• After Due Date: Send escalating reminders every 7 days until payment is received.

These automations keep you from having to manually track due dates while still maintaining consistent communication with your clients.  You can also set internal notifications to alert your finance team when an invoice reaches a certain age or remains unpaid beyond its due date.

Best Practices for Managing and Displaying Due Dates

To make the most of Zoho Books’ due date features, consider adopting these best practices:

Standardize Your Payment Terms

Keep your terms simple and consistent across customers to reduce confusion and streamline the billing process.

Always Show Due Dates on Invoices

Ensure your invoice templates clearly display due dates in a visible, labeled location.

Use Automation for Reminders

Enable automated payment reminders to nudge customers before and after the due date.

Regularly Monitor Aging Reports

Stay on top of due and overdue invoices to avoid missed payments and improve collections.

Communicate Early and Clearly

If a due date changes, communicate with the customer right away. Clear documentation on invoices helps protect you from disputes.

Train Your Team

Ensure everyone involved in billing understands how Zoho Books handles due dates and how to properly configure them during invoice creation.

Common Issues

Due Date Not Displaying on Invoice

If your customers can’t see the due date, it’s likely your invoice template does not include the due date field. Revisit the template settings and ensure the due date field is visible.

Wrong Due Date on Invoice

This usually happens when:

• Incorrect payment terms were selected
• Invoice date was entered incorrectly
• Manual due date was set by mistake

Always double-check the invoice date and assigned terms to ensure accuracy.

Customers Ignoring Due Dates

This may be due to a lack of visibility. Make sure the due date is clearly labeled and supported with reminder emails. Also consider highlighting the due date in the subject or body of your invoice emails.

Managing due dates effectively is a small yet vital aspect of running a successful business. With Zoho Books, you have the tools to automatically calculate, display, and act on due dates,  reducing missed payments and maintaining a healthy cash flow.  By customizing invoice templates, assigning payment terms properly, using automated reminders, and leveraging built-in reports, you ensure that both your business and your customers stay on the same page.  Make it a habit to periodically review your due date configurations and invoice templates. A few minutes of setup can save hours of follow-ups and prevent payment delays.