Zoho Books update October 2025
Zoho Books update October 2025 — Zoho Books adds faster bank feeds (UK), clearer AR controls, smarter reporting, and powerful inventory tweaks. From charted reports and payment statuses to bulk item/serial tools and replenishment preferences, this month’s release helps you close faster, reduce errors, and keep stock moving smoothly.
Zoho Books Updates for Apple Devices (iOS 26 • iPadOS 26 • macOS 26 • watchOS 26)
At WWDC 2025, Apple announced the next wave of OS updates — and Zoho Books now takes advantage of them to make day-to-day bookkeeping faster, smarter, and more intuitive across iPhone, iPad, Mac, and Apple Watch.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Native enhancements across Apple platforms reduce friction in routine finance tasks — raising data accuracy and speeding up approvals, expense capture, and cash-flow visibility. A more responsive UI and tighter OS integration means less tapping and more doing. |
| How to use it | Update your devices to iOS/iPadOS/macOS/watchOS 26 and install the latest Zoho Books from the App Store. In Zoho Books → Settings, enable the new Apple-specific options (e.g., notifications/widgets/complications where available). Sign in with the same Zoho account on all devices for a seamless handoff. |
| Our opinion | A practical quality-of-life release: bringing platform-native speed and polish to everyday bookkeeping. The multi-device experience (phone → tablet → desktop → watch) makes common workflows feel lighter and more real-time. |
| What to do next | 1) Update OS + app on all Apple devices. 2) Turn on notifications/widgets for invoices due, approvals, and low balance alerts. 3) Standardise mobile workflows (receipts → expenses, quick invoice drafts, on-the-go approvals). 4) Review roles so approvers get the right pushes on the right device. |
✅ Quick Takeaway
Zoho Books now leverages Apple’s 2025 OS upgrades so you can capture, approve, and reconcile faster across iPhone, iPad, Mac, and Apple Watch — with a cleaner, more responsive experience end-to-end.
Support for Direct Bank Feeds (UK Edition)
Zoho Books (Free plan, UK) now supports direct bank feeds. Connect one bank account via Token.io for secure, PSD2-ready bank data, and enjoy unlimited direct PayPal connections — keeping your transactions flowing automatically into Books.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Automatic bank and PayPal feeds remove manual imports and CSV errors. With near-real-time transactions populating your books, you’ll reconcile faster, keep cash flow current, and reduce compliance risk. |
| How to use it | In Zoho Books → Banking → Connect Bank/Wallet, choose Token.io (UK) to link one bank account on the Free plan and follow your bank’s secure consent flow. For PayPal, select Connect PayPal and authorise your account(s). Map accounts and enable auto-categorisation and bank rules. |
| Our opinion | A big win for startups and sole traders on the Free plan: direct, secure feeds without upgrade pressure. Combining Token.io with unlimited PayPal brings serious time savings to day-one bookkeeping. |
| What to do next | 1) Connect your primary UK bank via Token.io. 2) Link all active PayPal accounts. 3) Create bank rules for common payees (e.g., subscriptions, marketplace fees). 4) Run a first reconciliation and schedule a weekly check-in. |
✅ Quick Takeaway
UK Free-plan users can now link one bank via Token.io plus unlimited PayPal — cutting manual entry and speeding up reconciliation in Zoho Books.
Cancel or Correct Invoices (France – Global Edition)
Availability: Only for Global edition orgs with Organization Location = France.
For organizations located in France (Zoho Books – Global edition), you can now cancel an inaccurate invoice (auto-creates a cancellation invoice in Credit Notes) and then issue a correction invoice with the right details. This brings Books in line with French e-invoicing and audit requirements.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | French invoicing rules often require a cancellation + correction trail rather than simple edits. This feature preserves a compliant audit history while letting you quickly fix errors and keep VAT records accurate. |
| How to use it | Open the incorrect Invoice → More → Cancel to generate the cancellation invoice (logged in Credit Notes). Then choose Create Correction Invoice to produce a new invoice carrying the corrected data and a clear link to the original. |
| Our opinion | A crucial compliance enhancement for France-based entities. It removes workaround steps, standardises documentation, and reduces risk during audits or when exchanging e-invoices. |
| What to do next | Review your invoicing SOPs to use Cancel → Correct instead of edits. Train billing staff, update automations (numbering, email templates), and run a test cycle (cancel + correct) to validate ledger and VAT reports. |
✅ Quick Takeaway
Create a compliant cancellation → correction trail for inaccurate invoices in France—clean audit history, accurate VAT, fewer headaches.
View Reports as Charts (AU & EU Data Centers)
Availability: Australia & EU data centers.
Turn tabular reports into instant visual insights. With the new Chart View in reports, you can switch from a plain table to a chart to spot trends, outliers, and comparisons faster — directly inside Zoho Books (AU & EU DC).
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Tables are great for detail, but charts make patterns obvious. Chart View helps you interpret revenue, aged receivables, expenses, and payment trends at a glance, improving decision speed and stakeholder communication. |
| How to use it | Open any supported Report and toggle Chart View (e.g., bar, line, pie, as available). Pick your X/Y fields, group by date/category, and apply existing filters; the chart updates instantly without exporting to another tool. |
| Our opinion | A simple, high-impact upgrade that reduces the “export-to-Excel-then-chart” habit. It keeps analysis in-app, saving time and keeping your team focused on the numbers that matter. |
| What to do next | Identify your top 3 recurring reports (e.g., Sales by Item, Expenses by Category, Aged Receivables). Save a charted variant for each and share with stakeholders. Add them to a recurring review cadence. |
✅ Quick Takeaway
Switch any supported report to Chart View to see trends immediately — faster decisions, clearer communication, zero exports.
Track Customer Payment Status
Zoho Books now lets you manage and track customer payments with clear statuses — Draft, Paid, and Void — plus quick actions like Mark as Paid and Convert to Draft from the payment details page. Status is visible across list views, advanced search, custom views, workflows, and payment details, and can be updated even for online payments.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Clear payment states reduce reconciliation errors and make cash-position reporting more reliable. Teams can separate unconfirmed receipts from settled cash, control edits with an audit trail, and trigger processes (e.g., fulfilment or reminders) based on status. |
| How to use it | Go to Sales → Payments Received. Create or open a payment and set Status: Draft/Paid/Void. Use Mark as Paid when funds clear, or Convert to Draft to adjust details. Status appears in the list page, advanced search, custom views, workflows, and the payment details screen. Online payments can be re-statused if needed (e.g., dispute/void). |
| Our opinion | A practical control that brings AR operations closer to reality. Drafts support review/approval, Paid clarifies settlement, and Void handles reversals without messy workarounds — cleaner books, fewer month-end surprises. |
| What to do next | 1) Create custom views for Draft and Void payments. 2) Add workflows (e.g., notify AR lead when a payment moves to Draft>Paid). 3) Update reports/dashboards to break out cash by status. 4) Document SOPs for when to use Void vs. Convert to Draft. |
✅ Quick Takeaway
Track payments with Draft, Paid, and Void statuses — streamline AR reviews, automate follow-ups, and keep cash reporting accurate, even for online payments.
Increase API Limits (Temporary Boost from API Dashboard)
Admins can now temporarily increase API limits right from the API Dashboard in Zoho Books — handy for month-end spikes, large imports, or integration catch-ups without hitting throttles.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | When integrations surge (e.g., quarter-end invoicing, marketplace syncs, migrations), hitting API caps stalls automation and creates backlog. A controlled, time-bound limit boost prevents failures and keeps dependent workflows moving. |
| How to use it | Go to Settings → Developer Data → API Usage. Click Purchase API Add-On and choose Increase API Limit Temporarily. In the pop-up, click Increase Limit to apply the boost. Monitor consumption on the same page. |
| Our opinion | A pragmatic control for real-world peaks. Instead of over-provisioning year-round, teams can scale just-in-time, protect SLAs, and avoid brittle workarounds when traffic surges. |
| What to do next | 1) Review integration schedules and identify peak windows. 2) Set alerts when usage hits 80–90% of your cap. 3) Plan boosts ahead of bulk imports or financial close. 4) After the spike, revert to normal and analyze which calls can be batched or cached. |
✅ Quick Takeaway
Scale on demand: temporarily raise API limits from the dashboard to prevent throttling during spikes — keeping integrations stable and ops on schedule.
To do this, go to Settings > Developer Data > API Usage > Click the Purchase API Add-On dropdown and select Increase API Limit Temporarily. Then, in the pop-up, click Increase Limit.
Introducing Web Forms
Zoho Books now lets you create Web Forms to collect data from people inside or outside your organisation. Build a form, link it to a custom module, share the URL, and every submission is saved automatically to the linked module—no manual entry required.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Web Forms remove copy-paste and email back-and-forth. You’ll capture clean, structured data at the source, reduce errors, and speed up processes like client onboarding, vendor details, and partner requests. |
| How to use it | Create a Web Form in Zoho Books, map fields to a custom module, and share the generated form URL with internal teams or external contacts. Submissions are stored automatically in the associated module for immediate use. |
| Our opinion | A simple, high-impact addition. Turning ad-hoc spreadsheets and emails into structured records improves data quality and makes downstream reporting more reliable. |
| What to do next | Start with one high-volume use case (e.g., new client intake or vendor onboarding). Build the form, map the fields, and share the URL. Add guidance text on required fields to keep your data consistent. Review the first 10 records to fine-tune the form. |
✅ Quick Takeaway
Collect information via a shareable Web Form and have it land directly in your custom module—less manual entry, cleaner data, faster workflows.
Clone Custom Reports
Speed up reporting with the ability to clone your existing custom reports directly from the Custom Reports list. Duplicate a report, tweak filters/columns/date ranges, and save as a new report — perfect for creating variants without rebuilding from scratch.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Cloning eliminates repetitive setup. Instead of recreating layouts, formulas, and filters, you can spin up tailored versions for teams or time periods in seconds — improving agility and consistency. |
| How to use it | Go to Reports → Custom Reports. Hover over a report and click Clone. Rename it, adjust filters/columns/date ranges/sort, and Save as a new report. Share or schedule as needed. |
| Our opinion | A small feature with big productivity payoff. It standardises reporting while reducing errors from manual rebuilds — ideal for month-end and stakeholder-specific views. |
| What to do next | Identify your top 3 custom reports (e.g., Sales by Item, Aged Receivables, Expenses by Project). Clone each for common variants (by region, rep, quarter) and set up schedules to deliver them automatically. |
✅ Quick Takeaway
Clone, tweak, and save custom reports in seconds — faster reporting, fewer rebuilds, and consistent insights across teams.
Customize PDF Names (Invoices & Quotes)
Name your exported PDFs the way you (and your customers) expect. You can now define filename patterns for Invoices and Quotes using supported placeholders, plus optional prefixes/suffixes — making files easier to find, sort, and share.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Consistent, informative filenames cut down on back-and-forth and speed up AR/AP workflows. Clear names also reduce filing errors and make it easier for customers to match documents to POs or payments. |
| How to use it | Go to Settings → Templates → PDF Settings (Invoices/Quotes) and set your File Name Format. Use placeholders and add an optional prefix/suffix. Supported placeholders: Invoice Number, Sales Person, Due Date, Customer Name, Organization Name, Invoice Date. |
| Our opinion | A small change with outsized operational value. Standardised filenames improve searchability and integrate better with document portals, DMS rules, and email automations. |
| What to do next | Pick a clear pattern (e.g., INV_{Invoice Number}_{Customer Name}_{Invoice Date} or QUOTE_{Customer Name}_{Due Date}). Share the convention with your team and update any automation that attaches PDFs to emails. |
✅ Quick Takeaway
Define smart, consistent PDF filenames for Invoices and Quotes using placeholders (e.g., Invoice Number, Customer Name, Due Date) — faster filing, fewer mistakes, happier customers.
To do this, go to Settings > Customization > PDF Templates > Invoice/ Quotes > Configure Export File Name.
Zoho Inventory Add-On Updates
View Bin Stock Details
You can now see bin-level stock directly on an item’s details page — giving instant visibility into where inventory is stored and how much is available in each bin/location.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Bin-level visibility reduces picking errors and speeds order fulfilment. Warehouse teams know exactly which bin to pick from, and finance/ops get a clearer picture of on-hand vs. allocated stock per location. |
| How to use it | Open Items → (Select Item). In the item details, review the new Bin Stock section to see quantities by warehouse → bin. Use the view to validate availability before confirming sales orders or creating transfer orders. |
| Our opinion | A practical upgrade that connects accounting and warehouse realities. Fewer stock checks, fewer walk-backs, and tighter control of fast-moving SKUs. |
| What to do next | 1) Ensure bins are configured for your warehouses. 2) Train pick/pack teams to check the item’s Bin Stock before fulfilment. 3) Create a custom view/report highlighting low-bin thresholds for replenishment. |
✅ Quick Takeaway
See bin-by-bin stock on the item page — faster picks, fewer errors, and smarter replenishment decisions.
Enhancement to Bulk Update in Items
The Bulk Update tool now supports many more item fields, so you can make large-scale changes in one pass instead of editing items individually. In addition to existing fields, you can now update: Brand, Manufacturer, Custom Fields, MRP, Sales Description, Purchase Price, Purchase Account, Purchase Description, Inventory Account, Inventory Valuation Method, HSN/SAC, Returnable, and Bin Tracking.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Mass edits that once took hours can now be done in minutes. Finance, ops, and warehouse teams can synchronise pricing, accounting, and inventory attributes across the catalogue — reducing errors, improving compliance, and speeding audits. |
| How to use it | Go to Items → More Actions → Bulk Update (or via the Items list’s bulk actions). Select the target items (filters/search), choose the field(s) to update — e.g., MRP, Purchase Price, Inventory Account, HSN/SAC, Bin Tracking — set values, preview, and apply. Consider exporting a backup before committing. |
| Our opinion | A high-leverage productivity boost that aligns item master data across teams. The inclusion of accounting (Inventory Account/Valuation), tax (HSN/SAC), and warehouse (Bin Tracking/Returnable) fields makes this genuinely end-to-end. |
| What to do next | 1) Audit your item master for inconsistencies (brand/manufacturer, taxes, accounts). 2) Use filters to target affected SKUs and run a Bulk Update. 3) Document a change log and rerun key reports (COGS, stock valuation) to validate results. 4) Schedule periodic bulk cleanups as part of month-end. |
✅ Quick Takeaway
Update critical item attributes — from MRP and tax (HSN/SAC) to accounts, valuation method, and bin tracking — in bulk to clean your catalogue fast and keep finance, tax, and warehouse data in sync.
Stock Preference for Replenishment
You can now fine-tune replenishment by choosing which quantities to consider when generating tasks: Available for Sale, Yet to Receive (open POs), and In Transit (transfer/receiving). This gives a truer picture of supply and prevents knee-jerk over-ordering.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Replenishing on on-hand alone can cause stockouts or excess inventory. Including Yet to Receive and In Transit balances demand with incoming supply, improving service levels, cash flow, and warehouse space. |
| How to use it | Go to Settings → Inventory / Reorder → Replenishment Preferences (or the Replenishment setup screen). Select which stock buckets to include: Available for Sale, Yet to Receive, In Transit. Save, then Generate Replenishment to create purchase/transfer tasks using the new logic. |
| Our opinion | A smart control that aligns planning with reality. By recognising inbound stock, teams cut emergency POs, reduce carrying costs, and stabilise fulfilment. |
| What to do next | 1) Review current safety stock and reorder points. 2) Enable Yet to Receive and In Transit where lead times are predictable. 3) Run a test generation and compare recommended quantities vs. your previous method. 4) Monitor fill rate, days of inventory, and excess/stockout incidents for 2–3 cycles. |
✅ Quick Takeaway
Choose whether replenishment counts Available, Yet to Receive, and In Transit quantities — reducing over-ordering, avoiding stockouts, and improving cash flow.
To enable this option, go to Settings > General > Items > Check the option Include Yet to Receive and In Transit stock along with available for sale to generate replenishment tasks.
Bulk Add and Autofill Serial Numbers
Speed up serialised inventory workflows with Add in Bulk and Autofill Serial Numbers on Items and Composite Items detail pages. Quickly select, generate, and print serial numbers without manual entry—ideal for receipting, kitting, and fulfilment.
💡 Key Insights
| Category | Details |
|---|---|
| Why it matters | Manual serial entry is slow and error-prone. Bulk add + autofill reduces keying mistakes, accelerates goods receipt and kit assembly, and ensures traceability for audits, RMAs, and warranty claims. |
| How to use it | Open Items → (Item / Composite Item) → Serial Numbers. Choose Add in Bulk to paste/scan multiple serials at once, or Autofill to generate sequential ranges. Use Print to produce labels/cards for packing or storage. |
| Our opinion | A practical win for operations. By eliminating line-by-line entry, teams move faster on high-volume receipts and builds while keeping a clean audit trail. |
| What to do next | 1) Standardise a serial format (prefix/range). 2) Use Autofill for new receipts and Bulk Add when importing supplier lists. 3) Print and affix labels at receiving. 4) Review serial tracking reports to validate counts before putaway/dispatch. |
✅ Quick Takeaway
Add, generate, and print serial numbers in bulk on item pages—fewer errors, faster receiving/kitting, and stronger traceability.
Other Feature Enhancements
- You now have the option to bulk update accounts for sales receipts in the Accountant module.
- You now have the option to attach files to custom modules, with a limit of up to 10 files. You can also create lookup custom fields for Locations in both custom fields and custom modules. Additionally, you can access custom modules in the customer and vendor portal.
- You can customize columns and create custom views in the Timesheet module.
- The VAT return filing has been enhanced with additional columns and grouping by Tax Rates and Type of Tax, providing a more detailed, user-friendly view and making it easier to analyze transactions by tax category. [UK Edition]
- You can now pay up to 250 bills per cheque using the Pay via Cheque option, which was previously limited to 10 bills.
- Zoho now support record locking for sales orders and items.
- Zoho now support the Image data type for custom fields, allowing you to upload and display images on the transaction details page.
Wrapping up the Zoho Books update October 2025
October’s Zoho Books enhancements focus on speed, accuracy, and control across finance and inventory. From direct UK bank feeds (plus unlimited PayPal on Free plan) and invoice cancel/correct (France) to Chart View in reports (AU/EU), clear payment statuses, and on-demand API limit boosts, your core accounting flows get faster and cleaner. Operational wins stack up too: Web Forms for structured data capture, cloneable custom reports, smart PDF filenames, bin-level stock visibility, richer bulk item updates, replenishment preferences that account for inbound stock, and bulk/auto serial numbers for traceability.
Where to start (quick wins in a week):
- Cash & AR hygiene: Connect bank/PayPal feeds, enable Draft/Paid/Void payment statuses, and set PDF name patterns.
- Faster reporting: Clone your top 3 custom reports and save Chart View variants for stakeholders.
- Ops efficiency: Turn on replenishment preferences (include Yet to Receive/In Transit), enable bin stock views, and use bulk serials at receiving.
- Data capture: Replace ad-hoc spreadsheets with a Web Form → custom module flow.
- Scale safely: Set API usage alerts and use the temporary boost during known spikes.
Measure the impact:
- Close time & reconciliation effort ↓
- First-pass invoice/payment accuracy ↑
- Report prep time ↓ (clone + chart)
- Stockouts/excess inventory ↓ (replenishment prefs)
- Receiving/kitting time ↓ (bulk serials)
Next Steps
📅 Want help prioritising and implementing?
Book a session with Paul to map these updates to your processes and ship a one-week rollout plan focused on the biggest ROI for your team.
Want help implementing these features or optimising your Zoho Desk setup?
👉 Get in touch with the team at Goldstar IT — we’ll help you make the most of what’s new.