How To Customize How Your Company Info Appears In Zoho Invoice

In Zoho Invoice, the organizational profile contains several key fields that provide important details about your business. These fields help personalize your invoices and ensure that clients have the correct information for communication, payment, and legal purposes.  Accurate company information on invoices is not just a matter of simple administrative formality, Your company details included in an invoice, such as company name, contact information and registration numbers are necessary to show customers how they can contact your business.

In this article,  we will show you how to show your company information on your invoices.  Before customizing the invoice, you must enter your company information. To learn how to enter your company information, read the article here. The default setting in Zoho invoices is to show the following information:

NAME
CITY, STATE ZIP CODE
COUNTRY
PHONE
EMAIL
WEBSITE

In Zoho Invoice,  you can change what shows on your invoices and the order it shows up in.  Once you enter all the details in your organization profile,   you will need to pick a template to customize.  To select a template:  

1 Click on the gear icon on the top right corner of the screen and then scroll down to the bottom to select PDF Templates.  

2 Once in the templates page,  click on Invoices underneath Templates in the middle column.  You will see two preloaded templates.  If you want to add more templates,  you can click on the blue New button on the right side of the screen.  

3 Hover over the template that you wish to use and you will see a blue Edit button.  Click on the Edit button to edit the invoice template.  Click on the Transaction Details button on the left side of the screen to add the logo to your invoice and resize it if necessary.  

4 Once in the Transaction Details screen,  click on the > next to Organization Details to expand the Organization Details. 

5 Put a checkmark on Show Organization Name

6 Select the font color and the size for your company name

7 Put a checkmark on Show Organization Address

8 Click on the Organization Address Format button

The Organization Address Format window will pop up with the following:

${ORGANIZATION.CITY} ${ORGANIZATION.STATE} ${ORGANIZATION.POSTAL_CODE}
${ORGANIZATION.COUNTRY}
${ORGANIZATION.PHONE}
${ORGANIZATION.EMAIL}
${ORGANIZATION.WEBSITE}

9 Click on the Configure button on the bottom, right side of the window

Now you can edit what shows up on your invoice in the order that you want it shown. Below is a list of all the variables that can be shown in address along with what it means

${ORGANIZATION.NAME}  Name of Company
${ORGANIZATION.ADDRESS} Street Address
${ORGANIZATION.CITY} City
${ORGANIZATION.STATE} State
${ORGANIZATION.POSTAL_CODE} Zip Code
${ORGANIZATION.COUNTRY} Country
${ORGANIZATION.PHONE} Phone
${ORGANIZATION.EMAIL} Email
${ORGANIZATION.FAX} Fax

10 Change your address format the way you want them shown.  In this example,  we will show:

Name
Address, City, State, Zip
Phone number
Email
Website

Line 1:  ${ORGANIZATION.NAME}
Line 2:  ${ORGANIZATION.ADDRESS} ${ORGANIZATION.CITY}, ${ORGANIZATION.STATE}
${ORGANIZATION.POSTAL_CODE}
Line 3:  ${ORGANIZATION.PHONE}
Line 4: ${ORGANIZATION.FAX}
Line 5:  ${ORGANIZATION.EMAIL}
Line 6:  ${ORGANIZATION.WEBSITE}

11 Once the changes are made, you can preview the changes.

12 If you don’t like the changes,  DON’T CLOSE THE WINDOW,  closing the window saves the changes,  instead click on the Cancel button.

Once you have followed the steps to customize your company info,  you will need to activate the custom invoice.  

1 Click on the blue Save button on the top right of the screen.  After you click Save,  the screen will bring you back to the templates page.  

2 To set the customized invoice to the default invoice,  click on Invoices under Templates in the middle column.  

3 Hover over the template that you just customized and click on the gear icon that appears.  

4 From the pop up menu,  click on Set As Default.  Once that is done,  you can start using your new invoice by clicking on Back above Settings on the top left part of the screen.

Adding your company information to Zoho Invoices enhances brand identity, professionalism, and client relationships. Having your company address and contact information on invoices is essential for a variety of practical, legal, and professional reasons. It not only ensures smooth business operations but also helps build trust with clients and fosters clear communication.  Having your company’s phone number and email address on the invoice makes it easy for customers to get in touch with you in case of questions or concerns about the transaction.