Payment Gateways supported by zistemo settings

To mark invoices as paid, you can record the payment manually as the account owner or an admin  or a team leader.

…Or your clients can make payments online.
The available payment methods are PayPal, Stripe, 2Checkout, Braintree.

To set up these payment gateways go to Settings ➝ Payment Integration ➝ click ‘Config’ link and follow the setup process.

Activate this payment method by clicking on ‘Active’ ➝ and ‘Save Changes’

Now you are able to add these payment methods to your invoices:

NOTE: These icons are only clickable on zistemo default templates. On manual created custom templates, it is not possible.

Your clients can now use these payment methods for online payments.

How can I get paid faster?

Here are some tips for getting faster payments using zistemo:

• • Invoice notes – write notes to your client. This information will be displayed on the invoice as a noteOn the invoice preview it will look like:
  • Payment terms – you can use default payment terms or create your own.On the invoice preview it will look like this:
  • Manual payment reminders – read more on Reminder emails.
  • red ‘overdue’ status – if the due date has passed, the status of unpaid invoices will be changed to ‘overdue’ – so it is quick and simple to see which invoices remain unpaid.

How do I connect zistemo to a payment gateway to allow online payments?

• More details here

Online payments via payment gateways (PayPal, Stripe, 2Checkout, Braintree)

If you attach either of these payment methods to your invoice, your client will be able to pay the invoice online.

On the invoice preview, your client will see the ‘Pay Now’ button.

NOTE: These icons are only clickable on zistemo default templates. On manual created custom templates, it is not possible.

They can then choose one of the payment methods.

See how it works e.g. with Stripe (no Audio):

Automatic payment notification emails

When your client makes a payment – the status of their invoice will be changed to ‘paid’.

You can set automatic payment notifications by email. Go to, Settings ➝ Emails ➝ mark check-box ‘Payment Received’.

How do I add a payment to an invoice?

As the account owner or admin or team leader, you can record a payment manually.
To do this go to, Sales ➝ Invoices ➝ mark needed invoices ➝ click “Add a Payment”

…Or go to Sales ➝ Payments ➝ Add Payment ➝ choose the invoices that need to be marked as paid and click “Record Payments”.

on the Payment page, you can choose the payment method, the date of payment and add notes.

How do I edit a payment?

To view or edit payment data, go to Sales ➝ Payments

On the row end menu, click ‘Edit’ to open the payment page or ‘Send the client a notification’ to send a payment notification by email.

Save default for payment method

zistemo takes another step to speed up your payment process: we now save your last-used “Payment method” as default. So if you chose “Bank Transfer” when entering the most recent payment, this payment option will be featured by default in your next payment.

Delete manually-entered payments

If you manually recorded a payment for an invoice, you can delete it by going to ‘Sales’ ➝ ‘Payments’. Here, select the transaction you want to cancel and choose ‘Delete Payment’ from the list on the right-hand side.

What’s a task and what’s an item?

A list of your products is available at ‘Sales’ ➝ ‘Products List’ ➝ ‘My Tasks’ or ‘My Items’.
Both tasks and items can be added to an invoice and billed to your client.
Only tasks can be added to projects. Staff will be able to log hours to these tasks (not to items)
Units of tasks are always ‘hours’ and cannot be changed, while the units of items can be entered and changed by you manually.

Create a new task template

To create a new task go to, Sales ➝ Products List ➝ My Tasks ➝ Create a Task.
When creating a task on the product list it’ll we be a global task that means it can be added to any project and is visible in reports.

On task page you can change the following fields:

• Task Name (must be unique)
• Price with and without tax (hourly rate)
• Tax (learn more about taxes)
• Default Discount (will be applied automatically when invoicing it)
• Task is Billable

Create new Task in Project

You can also create a new task in a project. More here ➜

Delete task template

You can’t permanently delete tasks in zistemo. If you click on “delete” the task will be accessible via the delete tab:

Since task names must be unique the system adds automatically the prefix “CANCEL” in front of the task name, so that the old name will be free to use again. When un-deleting a task, please remember to remove the “CANCEL” prefix from the task name again.

Further, you cannot delete tasks that are used in any documents like invoices, retainers, estimates, purchases, etc. You only can archive this task. Archived tasks are no longer available to add them to projects.

Task’s Log

On the task’s log you can review who did changes on the task. You can see it by clicking on “View activity”

There you can see logs when someone:
– archived/deleted/activated the task
– changed  task name
– changed price with/without tax
– changed tax
– changed default discount
– marked task as billable/non-billable
– changed description (only that it was changed, not the whole description text)

Create a New Item

To create a new item go to, Sales ➝ Products List ➝ My Items ➝ Create an Item

With zistemo, you can easily customize a product description as much as you need, at any time, from its name to its unit price. Go to the “Create an item” page to review and edit any of the following fields:

• Name
• Unit – choose from the list or create a new one by entering unit name
• Price without tax – price per unit
• Price with tax – the final price including taxes – this field becomes available if the tax is applied
• Tax – choose tax from the existing list or create additional tax at “Settings” ➝ “Taxes” ➝ “Add New Tax”
• Description – additional info (notes) – up to 2000 characters.
• Product number – internal product number
• Product cost – item cost (internal price)

There’s also the “Tracking inventory” option which will help you keep track of your product stocks. Read more about the Inventory in zistemo here.

Note: You can clone tasks/items via the dropdown on each task/item line.

Item/Task description formatting

By default, you cannot format your items/task descriptions. But you can switch this feature by going to Settings -> Preferences -> checkbox “Enable the format editor on item/task descriptions”:

Save settings and start to format products descriptions:
– on the Item/Task page:

– on the Invoice page:

Here’s how it will look like on the invoice:

If you will switch off the description formatting, then your formatted descriptions will be displayed with html tags:

But the invoice preview will not be changed (will be displayed with formatting).

Your product list is used for creating invoices, estimates and projects.

On the invoice or estimate body you can choose tasks and items by clicking ‘Add New Line’. (Sales -> Invoices -> Create Invoice)

…Then choose a product from the list.

For projects you can only choose tasks. Add a task and select “From template” to use a default task.

Print list of Tasks/Items

On the Tasks/Items grid pages you can see the ‘Print’ button. Use it to print your list of Tasks/Items.

This list will also include all info displayed in the Tasks/Items table: for Items – item number, description, stock, product cost, unit, unit price; for Tasks – description, unit, price.

If you are using filters, this list will include only Tasks/Items that meet these filters’ criteria.

1. How to create a new product through the estimate/invoice/project?

If you would like to create a new estimate item, go to the Estimate page (Sales -> Estimates -> Click Create Estimate or the little arrow next to the Estimate line  you need  to edit

, scroll down to the Estimate Items, insert the name of the product and the other data (unit name, price, tax).

If you would like to include the new item to your product list, open the row end menu and click ‘Save Product’.

Or click ‘Save Product’ on the active line:

Note: This new product will be saved as a task – if its’ unit name is an ‘hour‘.
If its’ unit name is anything other than an ‘hour’, the new product will be saved as an item.

How to add an Invoice Task or an Invoice Item please watch here:
How to create a task/item

On the Project Page

(Dashboard ->Time and Projects -> Projects -> Pick a project (or add a new one):

you can create a new task by opening the tasks drop-down ➝ clicking ‘[new task]’

After clicking ‘Save’ this task will be automatically added to your products list.

2. How to edit an existing product through an invoice/estimate/project?

If you want to update an existing product on the invoice/estimate page choose this product from the list:

➝ click ‘Edit Product’ on the row end menu

➝ make changes and click ‘Save’

To update the task data on the Project page, choose this task from the tasks dropdown:

➝ click on the pencil icon to open the edit task page

➝ make changes and click ‘Save’

3. How to create temporary (one-time use) products for an invoice/estimate?
To create a one-time use product on the invoice or estimate page, add a new line to the body of the document.

Insert the name of the product and other data (quantity, unit name, cost, tax)

The new product will not be saved on your product list and will exist only on this invoice or estimate.

How to create an invoice?

To create a new invoice go to Sales ➝ Invoices ➝ Create Invoice ➝ fill fields ➝ click “Preview” or “Activate and Send”:

You can also find the ‘Create new Invoice’ feature in the Quick Toolbox:

View or edit an invoice

You can view an invoice by clicking on its name on the grid (Sales ➝ Invoices).
This will show you how the invoice will be seen by your clients and how it will look if printed.

To edit an invoice click on the pencil icon on the invoice preview or open the ‘Edit’ link from the row end menu on the grid.

All invoices apart from those marked as ‘paid’ or ‘void’ or ‘canceled’ can be edited.

Invoice data – description

When you open an invoice page – you will see the following data and customization:
– Invoice title – this can just be an internal note on the invoice and will only be displayed on the invoice grid.

Or, it can be used as text under the invoice name on invoice preview.
To include it in the invoice preview go to Settings ➝ Preferences ➝ Invoices & Estimates ➝ check the checkbox “Show invoice/estimate title in preview” (more here).

– Client contact – here you can choose contacts of your client who will receive this invoice. If you will not choose anyone – only the primary contact will receive the invoice.

– Client address – you can change the billing address of your client by overwriting it.

Note: If on the client page -> address the checkbox ‘same as billing address’ is checked

 then for the Delivery Note and Packing Slip  we print the client’s address as on the Invoice preview:

– Payment terms – this is the term allowed for paying the invoice. After this period the invoice becomes overdue.

Note: You can change the Payment Terms by adding the new one as described in this video:

– More options:
language – this is the language of the invoice
currency – the currency the invoice amount will be displayed in

– Invoice items – this is the body of the invoice. You can choose tasks and items that need to be paid.

– Payment options – you can choose available online payment methods. To activate go to, Settings ➝ Payment Integration.
– Notes:
‘internal note’ – these will on be visible on the update estimate page.
‘client note’, ‘terms and conditions’ – these will be displayed on the estimate preview.

Create products through invoice

When you create an invoice you can choose its items from an existing product list or create new products.

You can also create a temporary product (related only to this invoice) or new point on the product list.

To create a temporary item – enter its data manually to the related fields

If you would like to save this item to the existing products list – open the row end menu and click ‘Save Product’.

I want to re-use an invoice for a new client. Can I duplicate/copy invoices?

Yes. You don’t need to manually duplicate your existing invoice.
Simply choose the required invoice and click ‘Clone Invoice’ on the row end menu.

How to find an invoice?

You can quickly find required invoices by using filters.

Available filters:

• Client Name
• (Client) Country
• Project
• Invoice Number (Inv#)
• Invoice Title
• (Invoice) Date Range (Start – End)
• Due Date Range (Start – End
• (Invoice) Amount Range (min-max)
• Status
• Currency

Bulk Actions

You can use bulk actions for invoices by marking the check-boxes on the grid

Available bulk actions:

• archive – archive invoices
• delete – delete invoices
• send to a client – send invoices to the related clients
• print
• create PDF
• add a payment – record a payment for this invoice

Line End Menu

The Line End menu includes actions for invoices:

• edit – open and edit a page
• view invoice – open an invoice preview
• create PDF
• print an invoice
• send to a client – send to the client and chosen contacts by email
• clone invoice – create a new invoice with the same data
• make recurring – create the recurring profile based on this invoice data
• activate and send
• mark as activated – change status to ‘activated’ without actually sending
• mark as void – change status to ‘void’
• send a reminder – send a payment reminder
• add a payment – record payment of the invoice
• print a delivery note
• print a packing slip
• archive – move to ‘archived’ tab
• delete – move to ‘deleted’ tab

Multi-currency invoicing

You can convert invoices into any currency. As a default, the initial currency of your invoice will be the currency of your client (Client  -> Client Details -> Default Settings)
To change the currency click on, create/edit invoice page click on ‘Show More Options’ ➝ choose the currency from the currency dropdown or create new.

Invoice in a foreign language

You can issue invoices in different languages. Currently, zistemo supports next languages – English, German, French, Italy, Czech, Polish, Portuguese, Spanish, Russian, Ukrainian. As a default, the initial language of your invoice will be the same as the language of your client. However, you can change it on create/update invoice page by opening ‘Show More Options’ ➝ choose a language from language drop-down.

It is possible to automatically change the language of an invoice only for zistemo default Invoice Templates. Otherwise, in case you are using one of your manual templates, you will see the following message:

To change the language automatically, you should choose one of the zistemo templates on invoice preview, save it and then change the language on the invoice:

Note: zistemo templates are: Classic Template, Clean Template, Dubai Template, London Template, Paris Template, Sofia Template.
Or, you can create a manually template in your language (Settings -> Stationery Templates, more here) and use it for your invoices.

So, the user can also change the language on the invoice page (or other documents):

if:  the default template is a zistemo Template:

or one of those templates (zistemo Shared Templates) is selected for the client as a Default Template:

In other cases, when the customized template (your own created template) is a default template for the company or the customized template is selected as the default template for the client then we show the language on the invoice page as ‘Customized’ :

It means which language the user uses for the customized template then this language we will show on the invoice (other documents) preview.

Invoice disputing and commenting

Before paying an invoice your clients are able to dispute it.

To dispute an invoice they will need to open the invoice preview (by clicking on invoice name on the grid) ➝ click ‘Message History’ ➝ insert their comments and click ‘Send’.

Then the status of your invoice will change to ‘disputed’.
The account owner and staff members can respond to the client’s dispute in the same way.

You can also make comments on an invoice in the invoice history, at the bottom of the invoice preview page. Click on ‘+ Add Comment’ link ➝ inserting a comment and clicking ‘Add Comment’

These comments will be visible to all users of your account (owner, staff, clients, tax consultant)

Invoice Payment

Invoices can be marked as ‘paid’ in two ways:

• record payment by an account owner or a team leader;
• online payment by clients.

To record a payment go to Invoices ➝ choose invoices (mark check-boxes) ➝ click ‘Add a Payment’

…Or open the invoice preview (click on the invoice number on the grid) ➝ click ‘Record Payment’.

To make an online payment from the client’s side (from the client’s profile), go to the invoice preview and click ‘Pay Now’.

Then follow the payment process to complete the payment.

The difference between deleted and archived invoices

You can delete or archive invoices.
Archived invoices – you can no longer take any actions with these invoices and your client will not see them in their profile. However, this invoice data will be still be included in your reports.

Deleted invoices – you can no longer take any actions with these invoices and your clients will not see deleted invoices. Data from these invoices will not be included in your reports.

You can reactivate archived or deleted invoices at any time.