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Zoho invoice template for Administration

hello and welcome to a quick demo session on zoho invoice on how to change the email templates that are used to send the estimates also known as quotations and the invoices to the customers first thing to note is that this is an administration setting so the user who does this needs to be an admin user to do this they would start with the settings item at the top on the top menu bar and then you see the settings page these are all related to emails so they're all grouped under email settings down here on the bottom left and let's look at the estimation or the estimate notification here which is used to send the quotation to the customers you can see the email here and if you want to change any of the email you can just do so from within this screen so for example if i want to change it i can do so here okay so the basically the email can be edited here placeholders these are the items that are stored within the estimate itself within zoho invoices zoho books these are the dynamic placeholders that can be placed within the email for example you've got first name here if i wanted to change that i can put salutation and then if i wanted it more formal than just the first name i would put sanitation space and then last name for example okay so here is where i can use the dynamic placeholders that are part of the estimate itself okay so i can go down here when i'm ready to finish the email i simply click save and then what that has done that has changed the email template so that you can use that moving forwards on the front end of the system so if i were to go to the estimates and then from there i just select one that has not been sent and then i can click email estimate then you can see here that the tag has been added and so on it is important as you can see in this case it is important to note that if you don't sync the data from uh your crm or you don't populate the data with with the relevant value then it won't have anything to place in there so there may be a space or something like that so you need to consider that factor when using dynamic placeholders if you haven't got the data in it then they don't have anything to place in the email template so you do need to make sure your data is up to date so the same concept applies for the invoice template i simply click settings under email settings i click invoice notification and there is the email in exactly the same way so again i can change this to a dynamic uh header so i could put their first name i can change the email body the values here all come from the invoice information itself again so it's all dynamic and i can place the value into the email body simply like by clicking the placeholder this is also where i can insert the online payment url uh this is to allow payment of the invoice uh online by clicking a link within the email this has to be set up in the payment gateway settings in the back end in the admin side first before you can use this finally you will also note that in the zoho invoice and zoho books email editor there is no function to use html editing like bold and italic underlining uh including an image or anything like that so that is a very deliberate function on the zoho part they have chosen to do this implementing simplicity and speed of use rather than allowing users to have all kinds of fancy email signatures and headers and footers and html editing they they've basically done away with that for the one click process that is so so useful within zoho invoice okay so you cannot edit your email uh in an html format it is basically done as text in this format and once it's done that's it you save it okay finally the other feature that you'll see here is to use the email signature if you do want to change the email signature in zoho books or zoho invoice you can do so again from email settings and signature it is important to note this is not the same as zoho crm this is not a user-based signature this signature will apply to every user that uses the system it is not the same as the crm where the signature is user based and is actually a lot more flexible so that is something to bear in mind here so for example if i were to put the website here the company name company website and these placeholder here they all come from the organization settings that the administrator has set up for your company using zoho books or zoho invoice okay so again you need to make sure that there is some data in there in order for it to appear in the email signature but this email signature is generic across all users of the system that's very important to remember okay and that is how i'll just click back to the settings that is how you use the email settings in zoho invoice and zoho books it's the same functionality to change the estimate notification for quotations and the invoice notification for invoices thanks very much