How To Send Letters From Zoho Invoice

You can send invoices to your customers directly from Zoho Invoice. Use Zoho Invoice to generate an email message with your invoice as a PDF document attached and send it to PostalMethods, where it will be sent as a postal letter within one business day.

Adjust the Invoice template:

As a preparatory step, we will need to create a new invoice template to be used for sending letters with PostalMethods. The recipient and return addresses need to be positioned correctly so they are clearly displayed through the envelope windows.

  1. Sign in to your Zoho Invoice account
  2. Click on Settings, appearing on the top of the page

    Zoho Invoice - System settings
  3. Under Invoice Settings, click on Templates

    Zoho Invoice - Navigation Invoice Templates
  4. In the Invoice Templates page click on the Custom Templates tab
  5. Click Add Template

    Zoho Invoice - Add a new template
  6. On the Add New Custom Template page, fill in a name to clarify that this is the template used to send letters to PostalMethods, such as "Send Letter"

    Zoho Invoice - Add a new custom invoice
  7. Choose a Category as you please and Modern style template from Templates
  8. Click Create New
  9. At the Invoice Template editor, click on the Raw HTML button

    Zoho Invoice - HTML view
  10. Select all the content in the text area and delete it. Now copy the Send Letter template code and paste it instead

    Zoho Invoice - Replace the HTML code
  11. Click Save to save the new invoice and Save again on the templates page

    Zoho Invoice - View Send Letter template

Send invoices by postal mail:

  1. Click on the Invoices tab appearing on the main navigation bar

    Zoho Invoice - Invoice templates tab
  2. Click on Create New: Invoice or click on the Edit this invoice pencil icon to edit an existing invoice you would like to send as a letter

    Zoho Invoice - Create new invoice
  3. At the invoice page select from the Template drop down the previously created "Send Letter" template appear under Custom Templates

    Zoho Invoice - Select the Send Letter template
  4. Edit the invoice and fill in details as you like. Once finished click Send
  5. At the Send Invoice page add the following email address in the To line: send@letter.postalmethods.com and click Send

    Zoho Invoice - Send invoice as email

An e-mail message containing the attached invoice is sent to PostalMethods. The address is extracted from the document; your invoice is printed, folded, inserted, stamped and delivered to the postal agency. You can see your letter being processed in the PostalMethods Control Panel Activity table.


Please Note

  • The email account you are using in order to send the email message to PostalMethods must be defined as an Allowed Email Sender in the PostalMethods Security Settings tab.
  • You can send letters via PostalMethods by using other applications, by using your favorite office application, by using our "Quick Send" web form or by using our advanced Web Services (for developers).
  • You can simulate sending letters for free in order to see how your resulting letter and envelope will look like. There is no charge for these tests. You can view your letters in the PostalMethods control panel. To simulate a letter simply include this string: /Development anywhere in the Subject line of your email and your letter will be simulated instead of being delivered to the postal service.

HTML Code For The Send Letter Template

<TABLE id=customizeContentArea style="PADDING-RIGHT: 40px; PADDING-LEFT: 40px; PADDING-BOTTOM: 40px; PADDING-TOP: 60px" cellSpacing=0 cellPadding=0 width="100%" border=0>
<TBODY>
<TR>
<TD vAlign=top width="50%">
<TABLE style="PADDING-LEFT: 6px" cellSpacing=0 cellPadding=0 width="100%" border=0>
<TBODY>
<TR>
<TD style="PADDING-BOTTOM: 6px"><FONT face=Arial size=2><B>%CompanyName%</B></FONT></TD></TR>
<TR>
<TD style="LINE-HEIGHT: 12px"><FONT face=Arial size=1>%CompanyStreetAddress1%<BR>%CompanyStreetAddress2%<BR>%CompanyCity%, %CompanyState% %CompanyPostalCode%,<BR>%CompanyCountry%<BR>Phone: %CompanyPhone%<BR></FONT></TD></TR></TBODY></TABLE></TD>
<TD noWrap width="50%">
<TABLE style="PADDING-TOP: 5px" cellSpacing=0 cellPadding=2 align=right border=0>
<TBODY>
<TR>
<TD style="PADDING-BOTTOM: 10px" vAlign=top align=middle colSpan=2><FONT face=Arial size=6>Invoice</FONT></TD></TR>
<TR>
<TD style="PADDING-RIGHT: 8px" align=right><FONT face=Arial size=1><B>Invoice Date</B></FONT></TD>
<TD><FONT face=Arial size=1>%InvoiceDate%</FONT></TD></TR>
<TR>
<TD style="PADDING-RIGHT: 8px" align=right><FONT face=Arial size=1><B>Invoice#</B></FONT></TD>
<TD><FONT face=Arial size=1>%InvoiceNumber%</FONT></TD></TR></TBODY></TABLE></TD></TR>
<TR>
<TD vAlign=top>
<TABLE style="MARGIN: 40px 0px 27px 3px" borderColor=#000000 cellSpacing=0 cellPadding=2 rules=all width="76%" border=0 frame=border>
<TBODY>
<TR>
<TD style="PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 0px; LINE-HEIGHT: 14px; PADDING-TOP: 6px" vAlign=top height=98><FONT face=Arial size=1><B>%CustomerName%</B><BR>%CustomerBAddress%<BR>%CustomerBCity%, %CustomerBState% %CustomerBCode%<BR>%CustomerBCountry%<BR></FONT></TD></TR></TBODY></TABLE></TD>
<TD>&nbsp;</TD></TR>
<TR>
<TD style="PADDING-BOTTOM: 25px" vAlign=top colSpan=2>
<TABLE cellSpacing=5 cellPadding=0 width="100%" border=0>
<TBODY>
<TR>
<TD style="PADDING-LEFT: 30px" width="12%"><FONT face=Arial size=1><B>P.O.#</B></FONT></TD>
<TD style="PADDING-LEFT: 25px" align=left width="38%"><FONT face=Arial size=1>%P.O.Number%</FONT></TD>
<TD style="PADDING-RIGHT: 37px" align=right width="27%"><FONT face=Arial size=1><B>Invoice Date</B></FONT></TD>
<TD width="23%"><FONT face=Arial size=1>%InvoiceDate%</FONT></TD></TR>
<TR>
<TD style="PADDING-LEFT: 30px"><FONT face=Arial size=1><B>Terms</B></FONT></TD>
<TD style="PADDING-LEFT: 25px" align=left><FONT face=Arial size=1>%PaymentTerms%</FONT></TD>
<TD style="PADDING-RIGHT: 57px" align=right><FONT face=Arial size=1><B>Due Date</B></FONT></TD>
<TD><FONT face=Arial size=1>%DueDate%</FONT></TD></TR></TBODY></TABLE></TD></TR>
<TR>
<TD colSpan=2>
<TABLE style="BORDER-RIGHT: #000 1px solid; BORDER-TOP: #000 1px solid; BORDER-LEFT: #000 1px solid; BORDER-BOTTOM: #000 1px solid" height=350 cellSpacing=0 cellPadding=0 width="100%" border=0>
<THEAD>
<TR bgColor=#e8e8e8 height=20>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 0px; PADDING-LEFT: 3px; PADDING-BOTTOM: 1px; WIDTH: 20%; PADDING-TOP: 0px; BORDER-BOTTOM: #000 1px solid" vAlign=bottom><FONT face=Arial size=1><B>Item</B></FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 0px; PADDING-LEFT: 3px; PADDING-BOTTOM: 1px; WIDTH: 35%; PADDING-TOP: 0px; BORDER-BOTTOM: #000 1px solid" vAlign=bottom><FONT face=Arial size=1><B>Description</B></FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 0px; PADDING-BOTTOM: 1px; WIDTH: 8%; PADDING-TOP: 0px; BORDER-BOTTOM: #000 1px solid" vAlign=bottom align=right><FONT face=Arial size=1><B>Qty</B></FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 0px; PADDING-BOTTOM: 1px; WIDTH: 11%; PADDING-TOP: 0px; BORDER-BOTTOM: #000 1px solid" vAlign=bottom align=right><FONT face=Arial size=1><B>Price</B></FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 0px; PADDING-BOTTOM: 1px; WIDTH: 11%; PADDING-TOP: 0px; BORDER-BOTTOM: #000 1px solid" vAlign=bottom noWrap align=right><FONT face=Arial size=1><B>Discount(%)</B></FONT></TD>
<TD style="PADDING-RIGHT: 3px; PADDING-LEFT: 0px; PADDING-BOTTOM: 1px; WIDTH: 23%; PADDING-TOP: 0px; BORDER-BOTTOM: #000 1px solid; HEIGHT: 10px" vAlign=bottom align=right><FONT face=Arial size=1><B>Amount</B></FONT></TD></TR></THEAD>
<TBODY id=lineItem>
<TR height=20>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 4px; PADDING-TOP: 4px" vAlign=top><FONT face=Arial size=1>%ItemName%</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 4px; PADDING-TOP: 4px" vAlign=top><FONT face=Arial size=1>%ItemDescription%</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 4px; PADDING-TOP: 4px" vAlign=top align=right><FONT face=Arial size=1>%ItemQty%</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 4px; PADDING-TOP: 4px" vAlign=top align=right><FONT face=Arial size=1>%ItemRate%</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid; PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 4px; PADDING-TOP: 4px" vAlign=top align=right><FONT face=Arial size=1>%ItemDiscount%</FONT></TD>
<TD style="PADDING-RIGHT: 3px; PADDING-LEFT: 3px; PADDING-BOTTOM: 4px; PADDING-TOP: 4px" vAlign=top align=right><FONT face=Arial size=1>%ItemAmount%</FONT></TD></TR></TBODY>
<TBODY>
<TR>
<TD style="BORDER-RIGHT: #000 1px solid"><FONT face=Arial size=1>&nbsp;</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid"><FONT face=Arial size=1>&nbsp;</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid"><FONT face=Arial size=1>&nbsp;</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid"><FONT face=Arial size=1>&nbsp;</FONT></TD>
<TD style="BORDER-RIGHT: #000 1px solid"><FONT face=Arial size=1>&nbsp;</FONT></TD>
<TD><FONT face=Arial size=1>&nbsp;</FONT></TD></TR></TBODY></TABLE>
<TABLE style="BORDER-RIGHT: black 1px solid" cellSpacing=0 cellPadding=0 width="100%" border=0>
<TBODY>
<TR>
<TD style="PADDING-RIGHT: 5px; PADDING-LEFT: 5px; PADDING-BOTTOM: 5px; PADDING-TOP: 5px" vAlign=top width="50%"><FONT face=Arial size=1>%Notes%</FONT></TD>
<TD align=right width="50%">
<TABLE cellSpacing=0 cellPadding=5 width="100%" border=0>
<TBODY>
<TR>
<TD class=subtlLabelPadding vAlign=bottom><FONT face=Arial size=1>Sub Total:</FONT></TD>
<TD class=subtlValueBottomtBorder align=right width="30%"><FONT face=Arial size=1>%InvoiceSubTotal%</FONT></TD></TR>
<TBODY id=taxItems>
<TR>
<TD class=subtlLabelPadding vAlign=bottom><FONT face=Arial size=1>%TaxName%</FONT></TD>
<TD class=subtlValueBottomtBorder align=right><FONT face=Arial size=1>%TaxValue%</FONT></TD></TR></TBODY>
<TBODY>
<TR>
<TD class=subtlLabelPadding vAlign=bottom><FONT face=Arial size=1><B>Total:</FONT></B></TD>
<TD class=subtlValueBottomtBorder align=right><FONT face=Arial size=1>%InvoiceTotal%</FONT></TD></TR>
<TR>
<TD class=subtlLabelPadding vAlign=bottom><FONT face=Arial size=1>Late Fee:</FONT></TD>
<TD class=subtlValueBottomtBorder align=right><FONT face=Arial size=1>%LateFee%</FONT></TD></TR>
<TR>
<TD class=subtlLabelPadding vAlign=bottom><FONT face=Arial size=1>Payment made:</FONT></TD>
<TD class=subtlValueBottomtBorder style="COLOR: red" align=right><FONT face=Arial size=1>%PaymentMade%</FONT></TD></TR>
<TR>
<TD class=subtlLabelPadding vAlign=bottom><FONT face=Arial size=1><B>Balance Due:</B></FONT></TD>
<TD class=subtlValueBottomtBorder align=right><FONT face=Arial size=1>%InvoiceBalance%</FONT></TD></TR></TBODY></TABLE></TD></TR></TBODY></TABLE></TD></TR>
<TR>
<TD style="PADDING-TOP: 20px" colSpan=2><FONT face=Arial size=1><B>Terms &amp; Conditions</B><BR>%TermsAndCondition%</FONT> </TD></TR></TBODY></TABLE></DIV>