Table of contents
- 1. Overview
- 2. Solution
- 2.1. Account Statement
- 2.2. Invoice History
- 3. Related
- 1. Overview
- 2. Solution
- 2.1. Account Statement
- 2.2. Invoice History
- 3. Related
Overview
You can customize Zuora invoice templates to present billing information to your customers based on your company's requirements. This information can range from a simple summary to itemized details including usage information on the billing invoice. Zuora gives you the flexibility to customize and save multiple invoice templates and then assign any one of the templates to a customer account.
Using multiple and custom invoice templates is useful if you have different types of customers and your customer accounts are categorized in some way which requires different invoice information for each category. For example, you might want to have a different invoice for enterprise versus small and medium size businesses, a different invoice for a customer in the United States versus in Europe, or have a special invoice template for customers that require specific needs (such as non-standard information on their invoices). You can also customize invoice templates to include company logos and other graphics.
Information about Invoices
The following information will help you better understand invoice templates in Zuora:
- You can create multiple invoice templates.
- You can select which invoice template each Customer Account uses (under Billing and Payment Term).
- MS Word is used to customize invoice templates.
- Invoices are produced and saved in PDF and MS Word format.
- An invoice can display data from hundreds of fields from over a dozen Zuora Objects.
- An invoice can display data from custom fields from 8 Zuora Objects.
- MS Word Mail Merge fields are used to display Zuora Object field data.
- You can customize the way the Zuora Object field data is displayed. For example, sort, font, date format, and number format.
- You can use the TableStart and TableEnd Mail Merge fields to display multiple lines for certain Zuora Object Fields.
- Zuora provides pre-built sample invoice templates which contain all merge fields grouped into tables including a Transaction Table, a Previous Transactions Table, and a Payments Table.
Solution
Zuora allows you to create custom invoice templates, and then assign the template to a customer account.
To create a custom invoice template:
- Start with Zuora’s pre-built sample invoice template. Navigate to Settings > Z-Billing Settings > Manage Invoice Rules and Templates. Download the sample invoice template.
- Modify the sample invoice template:
- Move, remove, sort, filter, and format fields.
- Add custom fields.
- Add a company logo and message.
- Save the invoice template on your computer with a new name, using the
.docextension (you cannot use the.docxextension). - Upload and use your modified invoice template. Navigate to Settings > Z-Billing Settings > Manage Invoice Rules and Templates. Click Add new template to upload your new invoice template, and click Preview to view the way your invoice template looks.
- Use your new invoice template by adding it to a customer account’s Billing and Payment Terms and generating an invoice for such customer.
Account Statement
While Zuora does not produce account statements, Zuora invoice templates can be customized to have the look, feel and information of an account statement. You may set up your invoice template to include account balance information that is useful for creating statements. There are two fields that you can use to configure your invoices to show full statement information, including the previous account balance, and new balance based on the application of charges on the invoice.
- Account Previous Balance: This is a dynamically calculated field that represents the account balance before an invoice is posted. For example, if an account had one previous invoice with an outstanding balance of $100, and generates a new invoice for $75 showing the Account Previous Balance, this field would show $100 when displayed on the new invoice.
- Account New Balance: This field represents the balance on an account after the invoice has been posted. In the previous example, the Account Previous Balance was $100, the invoice balance of the invoice is $75, so Account New Balance is ($100 + $75) = $175.
Invoice History
You can include a transaction table on your invoice template to show your customer all the transactions (payments, adjustments, and refunds) which have been applied to the invoice. Using the Original Invoice Total (Invoice.Total merge field), the Transaction Table, and the Current Balance (Invoice.Balance merge field), you can provide your customers with a full view of their invoice’s history. We recommend that you use this Transaction Table instead of the separate Payments and Adjustments table on your invoices in order to show the complete view of all transactions.
For further customization details and an appendix of all the available Zuora Objects and Fields, navigate to Settings > Z-Billing Settings > Manage Invoice Rules and Templates. Download the instructions from the link on that page to learn how to further customize your invoice templates.
Related
- Manage Invoice Rules and Templates
- With Z-Billing, you can easily create and manage your invoice templates. Invoice templates are used to generate PDF invoices for your bills.
- Invoices
- An invoice is generated from a bill run. Invoices are your bills that you are sending to your customers. Once your invoices are created, you can email the invoices in PDF format to your customers in batches or individually. You can also choose to print out your invoice(s) and send them to your customers via postal mail. You can change the format of your invoice (for example, by adding a logo or adding more fields to your invoice) by customizing your invoice template.
- Viewing Invoices
- You can view invoices in list or expanded view, and you can view invoices from your customer account.
- Invoice Delivery Methods
- Invoice delivery preferences refer to the method your customer has opted to receive their invoices. The available methods are Print and Email. You can specify these methods under the billing and payment terms for the customer account.
- Creating a Custom Invoice Template
- With Z-Billing, you can easily create and manage your invoice templates. Invoice templates are used to generate PDF invoices for your bills. You can customize your invoice templates to have your company's look and feel (including adding your company's logo). You can also use merge fields to display only the billing and payments information you want your customers to see. The design for the Invoice Template is focused on flexibility and ease of use for the business user. The Mail Merge functionality provides a great framework to make changes to the look and feel of the invoice template.
- Reviewing and Posting Bill Runs
- When reviewing a bill run, you can click into the individual invoices to verify that the proper amount is being billed. Once you have completed your review of the bill run, you can post it.
- Invoice Subscriptions to Different Accounts
- Using the Invoice Subscription to Different Accounts feature, you can configure a subscription in an account to be rated and billed by a billing run initiated from a different account. This is typically used to create a hierarchical billing situation for larger companies with many departments, divisions, or subsidiaries.
- Working with Invoices
- You can use the Zuora API to create, edit, and query invoices.
- Adjusting Invoices
- Zuora provides two methods that you can use to adjust Invoices: Adjusting a line item (a charge or tax) on an invoice. Adjusting the total of an invoice. To adjust a single a line item, use an InvoiceItemAdjustment (available as of version 23.0 of the API). See Invoice Item Adjustment Use Cases for more information and examples. To adjust an invoice, use an InvoiceAdjustment (available as of version 24.0 of the API). See Invoice Adjustment Use Cases for more information and examples.
- Creating Mail Merge Fields (Beginner)
- Define the Format for Date and Number Fields (Beginner)
- Changing the Sort Order on a Table (Beginner)
- Using a Filter on a Previous Transactions Table (Beginner)
- Displaying Custom Fields on the Invoice (Beginner)
- Configuring the Transaction Table (Beginner)
- Generating an Invoice (Intermediate)
- Invoice Adjustment Use Cases (Intermediate)
- Invoice Item Adjustment Use Cases (Intermediate)
- Querying an Invoice Body Field (Intermediate)
- Applying Payments to an Invoice (Intermediate)
- Troubleshooting Custom Invoice Templates
- How do I bill in advance?
- How do I edit a merge field on the invoice template?
- How do I handle a negative invoice?
- How do I handle free trials in Zuora?
- How do I know my invoice was sent to the recipient?
- How do I remove the Zuora logo from my invoice template?
- How do I segment customers?
- How do I turn on invoice editing within a customer account?
- How do I update a Bill To or Sold To address on a posted invoice?
- How do I use an invoice number to find a payment?
- How do I verify the charges on my invoice are correct?
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