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Zoho Books Training Guide

Quick steps. Less paperwork. Back to the job.

Start here: Choose Mobile App or Desktop below.
Phone menus vary by iPhone, Android, and app version. If an action is missing, use the matching desktop card.

Workflow

Price the job → Send estimate → Get approval → Schedule → Do the work → Invoice → Get paid → Follow up

Mobile App

Add a Customer · Mobile App
  1. Open Customers from the app menu.
  2. Search for the customer first.
  3. Tap + or Add Customer.
  4. Enter name, email, phone, and address.
  5. Tap Save.

Button names and locations vary by phone and app version. If the action is missing, use the matching desktop section.

Zoho mobile app overview ↗

Zoho Android walkthrough: customers, invoices & payments ↗

Create an Estimate · Mobile App
  1. Open Estimates or Quotes from the app menu.
  2. Tap + to create one.
  3. Choose the customer. Check the dates.
  4. Add the work description, quantity, and price.
  5. Check the total and terms. Save.
  6. Open the saved estimate and use the send/email action to send it.

Button names and locations vary by phone and app version. If the action is missing, use the matching desktop section.

Zoho mobile app overview ↗

Zoho Android walkthrough: customers, invoices & payments ↗

Customer Approval · Mobile App
  1. Open Estimates or Quotes. Tap the customer’s estimate.
  2. Check for Accepted after the customer approves through the portal.
  3. Approved by phone or text? Open the estimate’s actions menu. If available, tap Mark as Accepted and confirm.
  4. Confirm the job date with the customer. Add it to your calendar.
Only mark accepted after approval. If that action is missing, use Customer Approval · Desktop.

Zoho approval help ↗

Convert Estimate to Invoice · Mobile App
  1. Open Estimates or Quotes. Select the accepted estimate.
  2. Open its actions menu. Look for Convert to Invoice.
  3. Check the invoice details, total, and due date.
  4. Save the invoice, then use the send/email action.

Button names and locations vary by phone and app version. If the action is missing, use the matching desktop section.

Zoho mobile app overview ↗

Zoho Android walkthrough: customers, invoices & payments ↗

Record Payment · Mobile App
  1. Open Invoices. Choose the invoice.
  2. Check whether the payment is already recorded.
  3. If not, open the invoice actions and choose Record Payment.
  4. Enter the amount received, date, payment method, and deposit account.
  5. Save. Check the remaining balance.

Button names and locations vary by phone and app version. If the action is missing, use the matching desktop section.

Zoho mobile app overview ↗

Zoho Android walkthrough: customers, invoices & payments ↗

Expenses & Receipts · Mobile App
  1. Open Expenses from the app menu. Search first.
  2. Tap + to add a paid expense.
  3. Enter the date, amount, and Expense Account.
  4. Choose Paid Through: the bank, card, or cash account used to pay. Add the vendor if needed.
  5. Tap the receipt or attachment option. Take a clear photo or choose a saved receipt.
  6. Check the details, then save. Open the expense to confirm the receipt is attached.
Already entered? Open and edit that expense to add the receipt. Do not create another. Button names vary by phone; use Desktop if needed.

Zoho mobile features ↗ Expense fields ↗

Banking · Mobile App
  1. Open Banking from the app menu. Choose the bank or card account.
  2. Open the uncategorized transactions. Tap a transaction.
  3. Already entered? Review the suggested match. Select the correct payment or expense, then tap Match.
  4. No match shown? Search existing transactions before creating anything.
  5. Not entered? If available, tap Categorize. Choose the correct transaction type and account. Check the details and save.
  6. Amount does not match or unsure? Leave it for your bookkeeper.
MATCH = already entered. CATEGORIZE = create new. Do not enter an invoice payment twice. If an action is missing, use Banking · Desktop.

Zoho mobile banking ↗ Match & categorize help ↗

Desktop

Add a Customer · Desktop
  1. Open Sales → Customers. Search first.
  2. Click + New.
  3. Add name, email, phone, and billing/job address.
  4. Click Save.

Zoho help ↗

Create an Estimate · Desktop
  1. Open Sales → Quotes → + New.
  2. Choose the customer. Check the dates.
  3. Add the work description, quantity, and price.
  4. Check the total and terms.
  5. Click Save and Send. Review the email and send.

Zoho help ↗

Customer Approval
  1. Wait for the customer’s approval.
  2. Check that the estimate is Accepted.
  3. For approval outside Zoho: on desktop, open the quote → More → Mark as Accepted.
  4. Schedule the job. Confirm the date with the customer.
Put the job date in your calendar. Approval does not mean paid.

Zoho help ↗

Convert to an Invoice · Desktop
  1. Open the accepted quote after the job is done.
  2. Click Convert → Convert to Invoice.
  3. If asked, choose the entire amount for full-job billing.
  4. Check the work, total, invoice date, and due date.
  5. Click Save and Send.
For deposits or progress billing, use your agreed billing process.

Zoho help ↗

Record Payment · Desktop
  1. Open Sales → Invoices. Choose the invoice.
  2. Check whether payment is already recorded.
  3. If not, click Record Payment.
  4. Enter amount received, date, payment method, and Deposit To.
  5. Click Record Payment. Check the balance.
Record each payment once. For a partial payment, enter only what you received.

Zoho help ↗

Expenses & Receipts · Desktop
  1. Open Purchases → Expenses → + New.
  2. Enter date, Expense Account, and amount.
  3. Choose Paid Through: the account used to pay.
  4. Add the vendor if needed.
  5. Use Attach Receipt to upload the receipt.
  6. Click Save.
Search first. If the expense already exists, edit it to add the receipt. Use the accounts your bookkeeper set up.

Zoho help ↗

Banking · Desktop
  1. Open Banking. Choose the account.
  2. Open Uncategorized Transactions.
  3. Already entered? Review the matching transaction, select it, and click Match.
  4. Not entered? Click Categorize. Check the type, account, and details. Save.
  5. Not sure? Leave it for your bookkeeper.
MATCH = already entered. CATEGORIZE = create new. No suggested match? Search before creating anything.

Zoho help ↗

Quick Answers
  1. Customer already exists? Use their saved record.
  2. Customer approved? Schedule the job. Invoice when ready to bill.
  3. Payment already recorded? Do not enter it again.
  4. Bank amount does not match? Check fees or combined payments with your bookkeeper.
  5. Need a deposit? Use your agreed deposit process.

One-Page Job Checklist

  1. Estimate the cost of the job for the client.
  2. New client? Add Customer · Mobile App.
  3. Create an Estimate · Mobile App and send it.
  4. Wait for customer approval.
  5. Once approved, schedule the job.
  6. On site, take before pictures.
  7. After the work is done, take after pictures.
  8. Convert Estimate to Invoice · Mobile App and send it.
  9. Record payment.
  10. Request a review.
  11. Post on social media, with the customer’s permission.
  12. Schedule a follow-up: interior, 1 year; exterior, 2–3 years.

Every Week

  • Follow up on open estimates and unpaid invoices.
  • Add missing expenses and receipts.
  • Match or categorize bank transactions.
  • Check next week’s jobs and follow-ups.

Every Month

  • Reconcile bank and credit-card accounts with statements.
  • Review Profit & Loss with your bookkeeper.
  • Check overdue invoices and missing receipts.
  • Review upcoming customer follow-ups.

Suggested business routine. Use your calendar for scheduling and follow-ups. Follow-up dates are check-ins, not repaint deadlines.