## Zoho Billing - Product, solutions, integrations, support, and resources Index Access the complete documentation index at: https://www.zoho.com/in/billing/llms.txt Use this file to discover all available documentation pages before proceeding. # Migrate to Zoho Billing from Other Software ![](/billing/images/ue-resources/llm-utility-menu/sparkle-ai.svg) Explore With AI ![](/billing/images/ue-resources/llm-utility-menu/dd-arrow.svg) * [Open in ChatGPT (opens in new tab)](https://chatgpt.com/?prompt=Analyze+the+content+of+https%3A%2F%2Fwww.zoho.com%2Fin%2Fbilling%2Fhelp%2Fmigration-guide%2F+and+understand+it+thoroughly+so+I+can+ask+questions+about+it.) * [Open in Claude (opens in new tab)](https://claude.ai/new?q=Analyze+the+content+of+https%3A%2F%2Fwww.zoho.com%2Fin%2Fbilling%2Fhelp%2Fmigration-guide%2F+and+understand+it+thoroughly+so+I+can+ask+questions+about+it.) * ![Copy for LLM](/billing/images/ue-resources/llm-utility-menu/copy.svg) Copy for LLM * [![View as Markdown](/billing/images/ue-resources/llm-utility-menu/md.svg) View as Markdown (opens in new tab)](/in/billing/help/migration-guide/index.md) Zoho Billing is a cloud-based billing and subscription management software that helps you automate invoicing, manage recurring payments, and track customer subscriptions. It also streamlines revenue operations, enabling you to manage the entire customer billing lifecycle from a single platform easily. This guide provides a step-by-step walkthrough to set up your organisation, onboard your team, configure your catalog, and migrate your existing data. ## Initial Setup ### Organisation Profile Start by creating your Zoho Billing organisation and adding your business details. #### Create an Organisation * Sign up to [Zoho Billing](https://billing.zoho.com/). * Enter your **Organization Name** and **Email Address**. * Select your **Business Location** **(Country)**. * Click **Create your account**. ![Zoho Billing account creation screen](/billing/images/help/images/migration-guide/create-organisation.png) #### Configure Your Organisation Profile Update your organisation’s profile to ensure your business details, branding, and other preferences are configured to meet your business needs. * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Profile** under _Organization_. * Update the following key details: * **Organization Name**: Enter the full legal name of your business. * **Organization Logo**: Upload your brand logo. * **Organization Address**: Enter your registered business address. * **Primary Contact (Email)**: The default “From” address for invoices and notifications. * **Fiscal Year**: Select the fiscal year applicable to your business (e.g., April–March for India). * **Time Zone**: Select your organisation’s time zone. * **Tax ID**: Enter your tax identification number (e.g., GSTIN for India). * Click **Save**. Learn more about [configuring your organisation profile](/in/billing/help/settings/organization/organization-settings.html#organization-profile) in Zoho Billing. #### Configure Currencies If your business operates across multiple currencies, configure the currencies you need and set their exchange rates relative to your base currency. * Navigate to **Settings** in the top right corner of the page. * Select **Currencies** under _Setup & Configurations_. * The currency selected during organisation creation is set as your base currency. To add additional currencies: * Click **\+ New Currency**. * Select the **Currency Code** from the dropdown. * Enter the **Currency Symbol** and **Currency Name**. * Click **Save**. Learn more about [configuring currencies](https://www.zoho.com/in/billing/help/settings/organization/currencies.html) in Zoho Billing. **Note:** The base currency is determined by the country selected during organisation creation and cannot be changed after transactions are recorded. ### Users & Roles Set up users and roles to control access to different areas of your organisation. #### Configure Roles * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Roles** under _Users & Roles_. * Review the predefined roles available, such as **Admin**, **Staff**, and **Timesheets Staff**. * Click **\+ New Role** to create a custom role, if required. * Select the permissions that users with the role should have. * Click **Save**. #### Invite Users * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Users** under _Users & Roles_. * Click **Invite User**. * Enter the user’s **Name** and **Email Address**. * Select the appropriate **Role**. * Click **Send**. Learn more about [managing users and roles](/in/billing/help/settings/users.html) in Zoho Billing. **Note:** The invited user will receive an email with a link to join your organisation in Zoho Billing. ### Taxes, Compliance, and e-Invoicing Configure the tax and compliance settings applicable to your business. #### Configure Tax Rates and Tax Groups * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Taxes** under _Taxes & Compliance_. * In the _Tax Rates_ page, click **\+ New Tax** . * Enter the following details: * **Tax Name**: Enter a descriptive name for the tax (e.g., GST 18%). * **Rate (%)**: Enter the applicable tax percentage (e.g., 18 for 18%). * **Tax Type**: Select the type of tax applicable to your business, such as GST, IGST, CGST, or SGST. * Click **Save**. To create a Tax Group (for taxes that are applied together, such as CGST + SGST): * Navigate to **Settings** in the top right corner of the page. * Select **Taxes** under _Taxes & Compliance_. * In the _Tax Rates_ page, click the **More** icon and select **\+ New Tax Group**. * Enter the **Tax Group Name**. * Under **Associate Taxes**, select the individual tax rates to include in the group. * Click **Save**. ![Configure Tax Rates in Zoho Billing](/billing/images/help/images/migration-guide/taxes.png) Learn more about [configuring GST and taxes](/in/billing/help/settings/compliance/taxes.html) in Zoho Billing. #### Configure TDS and TCS * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Taxes** under _Taxes & Compliance_. * Switch to _GST TDS Settings_ and enable **GST TDS**. * Click **Save**. Learn more about [GST TDS](/in/billing/help/settings/compliance/gst-tds.html) and [Income TDS](/in/billing/help/settings/compliance/income-tds.html) in Zoho Billing. #### Set Up e-Invoicing For businesses subject to mandatory e-Invoicing regulations, Zoho Billing connects directly to the _Invoice Registration Portal (IRP)_ to generate the **Invoice Reference Number (IRN)** and digitally signed QR Code. * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **e-Invoicing** under _Taxes & Compliance_. * Click **Enable e-Invoicing**. ![Enable e-Invoicing in Zoho Billing](/billing/images/help/images/migration-guide/e-invoicing.png) Once configured, you can push invoices to the IRP and after the QR code is generated, you can share them with customers. Learn more about [setting up e-Invoicing](/in/billing/help/sales/e-invoicing/set-up.html) and [registering on the IRP](/in/billing/help/sales/e-invoicing/register-on-irp.html) in Zoho Billing. ### Modules, Templates, and Notifications #### Enable Required Modules Configure which modules and features are active in your organisation, how discounts and charges are applied, and other general preferences. * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **General** under _Setup & Configurations_. * Review and configure the module preferences as required. * Click **Save**. Learn more about [configuring general settings](https://www.zoho.com/in/billing/help/settings/preferences/general.html#general) in Zoho Billing. ![Settings page in Zoho Billing](/billing/images/help/images/migration-guide/settings.png) #### Customise PDF Templates * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **PDF Templates** under _Customization_. * Select the transaction type, such as **Invoices**. * Choose a template and click **Edit**. * Customise the required elements, including: * Organization logo * Header information * Item table * Footer notes * Terms and conditions and more * Click **Save**. You can also add digital signature to your PDF templates in Zoho Billing. [Learn More](/in/billing/help/settings/customisation/digital-signature.html). #### Configure Email Notifications and Reminders **Reminders** * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Reminders** under _Setup & Configurations_. The Reminders page includes two types of reminders: * **Manual Reminders**: Send reminders to customers manually from an overdue or sent invoice’s details page. * **Automated Reminders**: Schedule reminders to be sent automatically based on the expected payment date or due date. Click **\+ New Reminder** to add additional reminders. * Enable the toggle for each automated reminder to activate it, and click the **Edit** icon to configure the schedule and message. * Click **Save**. Learn more about [configuring reminders](/in/billing/help/settings/reminders.html) in Zoho Billing. **Email Notifications** * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Email Notifications** under _Customization_. * Select the notification you want to customise. * For each notification: * Enable or disable the notification using the toggle. * Click **Edit** to customise the **Subject** and **Message Body**. * Click **Save**. You can also set up [SMS notifications](/in/billing/help/settings/notifications/sms-notifications.html) to alert customers about invoices and payment reminders via SMS. ### Online Payments Connect a payment gateway to enable your customers to pay invoices and subscription charges online. * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **Payment Gateways** under _Online Payments_. * Choose a payment gateway based on your preference **Pro Tip:** You can try using [**Zoho Payments**](/in/billing/help/online-payments/zoho-payments.html), the native payment gateway built into Zoho Billing. It supports UPI, Cards, and Net Banking, and connects directly without needing a third-party account. Once a payment gateway is connected, customers can pay online through the payment link on invoices, through the Customer Portal, or through Hosted Payment Pages. ### Customer Portal The Customer Portal is a self-service interface where your customers can view their invoices, make payments, manage their subscriptions, and update their details. #### Enable and Configure the Portal * Log in to your Zoho Billing organisation. * Navigate to **Settings** in the top right corner of the page. * Select **General** under _Customer Portal_. * Review and configure the available portal settings, including the portal name, login method, and portal preferences. * Click **Save**. Learn more about [configuring the Customer Portal](/in/billing/help/settings/customer-portal/general.html) in Zoho Billing. ### Create or Import Records You can create or import the products and services that you sell. Depending on your business model, you can create one-time items or subscription offerings. * Log in to your Zoho Billing organisation. * Go to **Product Catalog**. * Select the required option: * **Items** for one-time products or services. * **Plans** for subscription offerings. * **Addons** for additional recurring or one-time charges. * Click **\+ New** and enter the required details. * Click **Save**. **Note:** You can also import your existing catalog data in bulk during migration. Refer to [Step-by-Step Module Imports](/in/billing/help/migration-guide/#module-imports). #### Create or Import Customers Create your customers before creating transactions or subscriptions. * Log in to your Zoho Billing organisation. * Go to **Customers**. * Click **\+ New Customer**. * Enter the required customer details. * Click **Save**. **Note:** You can also import customer and contact information in bulk. Refer to [Import Customers and Contacts](/in/billing/help/migration-guide/#import-customers). Learn more about [creating customers](/in/billing/help/contacts/customers/create-customer.html). #### Create Your First Invoice or Subscription **Invoices** Create invoices to bill your customers for one-time products or services. * Log in to your Zoho Billing organisation. * Go to **Sales** and select **Invoices**. * Click **\+ New Invoice**. * Select the **Customer**, enter the **Invoice Date** and **Due Date**, and add the required line items. * Choose if you’d like to send the invoice or save it as draft: * **Save as Draft** to review the invoice later. * **Save and Send** to send the invoice to the customer. Learn more about [creating invoices](/in/billing/help/sales/invoices.html). **Subscriptions** Create subscriptions to automatically bill your customers at regular intervals for a plan or item. * Log in to your Zoho Billing organisation. * Go to **Sales** and select **Subscriptions**. * Click **\+ New Subscription**. * Select or add a **Customer Name** and optionally select a **Currency**. * Under **Create Subscription For**, select: * **Product (Plan & Addons)**: to create a subscription based on a plan from your product catalog. * **Items**: to create a subscription based on individual line items. * Select the **Product** or enter the required **Items**. * Review the **Billing Period**, **Start Date**, and **Trial Period** (if applicable). * Click **Continue** to review the subscription summary. * Click **Save** or **Save and Send** to activate the subscription and notify the customer. Learn more about [creating subscriptions](/in/billing/help/subscriptions.html). ## Migrate Data If you are moving from another billing or accounting system, you can import your existing records into Zoho Billing. Before importing data, review the available sample files and ensure that your data is prepared in the required format. ### Import Process The import process generally follows these steps: * Log in to your Zoho Billing organisation. * Go to the module that you want to import data into. * Click the **More** icon at the top of the list and select the relevant **Import** option from the dropdown. * Download the **Sample File** to review the required fields and format. * Upload your prepared import file. * Select the required file settings, such as character encoding and delimiter, if applicable. * Map the columns in your file to the corresponding Zoho Billing fields. * Review the records and resolve any mapping or validation issues. * Click **Import**. ### Recommended Import Sequence Import your data in the following order, as records in later modules depend on those imported earlier: * Customers & Contacts * Items (one-time goods and services) * Product catalog in hierarchical order: Products → Plans → Addons → Coupons * Subscriptions * Quotes * Invoices * Payments Received * Credit Notes * Retainer Invoices ### Step-by-Step Module Imports **Insight:** Each module depends on records from the previous step. Importing in the wrong order will cause validation errors. #### 1\. Customers & Contacts Import your customer database and contact persons before creating transactions or subscriptions. * **Path:** Customers > **More Actions** > **Import Customers** * [Download Sample File](https://billing.zoho.com/common/import/in/customer_import_sample_data.csv) ![Import screen in Zoho Billing](/billing/images/help/images/migration-guide/import.png) **Note:** You can also import additional contact persons. Go to **Customers** > **More Actions** > **Import Contact Persons**. #### 2\. Items Import items and services sold to customers. * **Path:** **Items** > **More Actions** > **Import Items** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_items2.csv) #### 3\. Product catalog Subscription offerings must be imported in hierarchical order: Products → Plans → Addons → Coupons. * **Path:** Product Catalog > **Plans** > **Products** > **More Actions** > **Import Products** * [Download Sample File](https://billing.zoho.com/common/import/sample_zsproducts.csv) **Plans** * **Path:** Product Catalog > **Plans** > **More Actions** > **Import Plans** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_plans.csv) **Addons** * **Path:** Product Catalog > **Addons** > **More Actions** > **Import Addons** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_addons.csv) **Coupons** * **Path:** Product Catalog > **Coupons** > **More Actions** > **Import Coupons** * [Download Sample File](https://billing.zoho.com/common/import/sample_coupons.csv) #### 4\. Subscriptions Import subscriptions after importing the required customers and product catalog records. * **Path:** Sales > **Subscriptions** > **More Actions** > **Import Subscriptions** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_subscriptions.csv) #### 5\. Quotes * **Path:** Sales > **Quotes** > **More Actions** > **Import Quotes** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_quotes.csv) #### 6\. Invoices * **Path:** Sales > **Invoices** > **More Actions** > **Import Invoices** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_invoices.csv) #### 7\. Payments Received * **Path:** Payments > **Payments Received** > **More Actions** > **Import Payments** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_payments.csv) #### 8\. Credit Notes * **Path:** Sales > **Credit Notes** > **More Actions** > **Import Credit Notes** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_creditnotes.csv) #### 9\. Retainer Invoices * **Path:** Sales > **Retainer Invoices** > **More Actions** > **Import Retainer Invoices** * [Download Sample File](https://billing.zoho.com/common/import/in/sample_retainer_invoices.csv) ## Automation and Technical Setup ### Configure Workflow Rules Use workflow rules to automate actions in Zoho Billing based on specific events and conditions, such as sending email alerts when an invoice is created or when a subscription is renewed. * Navigate to **Settings** in the top right corner of the page. * Select **Workflow Actions** under _Automation_. * Click **\+ New Workflow Rule**. * Enter a **Rule Name** and select the **Module** the rule applies to (e.g., Invoices, Subscriptions). * Set the **Trigger**, the event that will activate the rule, such as when a record is created, updated, or on a scheduled date. * Define **Conditions** to specify when the rule should apply (optional). * Select the **Actions** to perform when the rule is triggered, such as: * Send an **Email Alert** * Create a **Task** * Execute a **Custom Function** (Deluge script) * Call a **Webhook** * Click **Save**. Learn more about [configuring workflow rules](/in/billing/help/settings/automation/workflow-rules.html). ### Connect Zoho Apps and Other Integrations Connect Zoho Billing with other Zoho apps and third-party services to extend its functionality. * Navigate to **Settings** in the top right corner of the page. * Select **Zoho Apps** under _Integrations & Marketplace_. * From the list, click the app you want to connect, such as: * **[Zoho CRM](/billing/help/integrations/zoho-crm.html)**: sync customers, contacts, and deals between Zoho CRM and Zoho Billing. * **[Zoho Books](/billing/help/integrations/zoho-books.html)**: integrate with Zoho Books for accounting and financial reporting. * **[Zoho Desk](/billing/help/integrations/zoho-desk.html)**: link support tickets to customer billing records. * Follow the on-screen instructions for each integration to complete the integration. For third-party integrations, select [**Other Apps**](/in/billing/help/marketplace-extensions) under _Integrations & Marketplace_ to connect tools such as Slack, Zapier, and more. **Note:** If you need help setting up or using Zoho Billing, contact our support team for implementation assistance at [](mailto:support@zohobilling.com)[support@zohobilling.com](mailto:support@zohobilling.com). For a product walkthrough or help choosing a plan, write to [](mailto:presales@zohobilling.com)[presales@zohobilling.com](mailto:presales@zohobilling.com). ![](/billing/images/ask-zia/askzia-logo.svg) Continue with Zia... 1 ![](/billing/images/ask-zia/floating-send.svg) ![](/billing/images/ask-zia/askzia-color.svg)Ask Zia [Contact Support](https://www.zoho.com/in/billing/contact-us?src=help_bot)[Sign up for free](https://www.zoho.com/in/billing/signup/?src=help_bot) ![](/billing/images/ask-zia/end-chat.svg)![](/billing/images/ask-zia/pin-chat.svg) Loading response Ask Zia is powered by AI. 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