I am doing business with a customer who prefers to communicate in Spanish. How do I get the invoices, quotes, reminders, etc. to be in Spanish?

In Zoho Books, you can associate a language to a customer/vendor. This includes:

• Modifying the portal language.
• Creating templates for invoices, quotes, reminders etc.
• Creating workflows specific to language-associated customers/vendors

Let’s take the above example where your customer prefers all communication in Spanish.

Choosing Spanish as Portal Language

In order to choose Spanish as default portal language for the customer, kindly follow the below mentioned steps:

• Go to Sales > Customers (for customers) or Purchases > Vendors (for vendors).
• Select the customer for whom you would like to associate Spanish as the portal language.
• Click on the Contact Language drop-down under the Other Details tab and choose Spanish.
• Click Save for the changes to take effect.

Setting up Invoice Template in Spanish

In order to set the invoice template in Spanish, kindly follow the instructions below:

• Click on the Gear icon on the top-right corner and select More Settings.
• In the page that follows, click on the Templates section and choose the type of template, say invoice template.
• Click on the + New button present within the New Template section.
• A pop-up window will display all the available templates.
• Hover your mouse over the template of your choice, and click on the Use This button.
• In the window that follows, enter a name (optional) for your template, and choose Spanish from the Language drop-down.
• Click on the Continue button.
• The following screen will allow you to edit the properties of your template. Once you’re done. Click on the Save button for the changes to take effect.

Setting up Email Templates in Spanish

You can do this for Email templates as well. To set up your email templates in Spanish, kindly follow the instructions below:

• Click on the Gear icon on the top-right corner and select More Settings.
• In the page that follows, click on the Email Templates section.
• Click on the + New button present on the top-right corner.
• A New Email Template window will appear on the screen.
• Enter the content of your email and click Save for the changes to take effect.

Setting up Payment Reminders in Spanish

Apart from setting email templates, you can also set up payment reminders in other languages and associate them to specific contacts.

The first step in the process is to create an email alert. To create an email alert, kindly follow the instructions below:

• Click on the Gear icon present on the top-right corner of the page and select More Settings.
• Select the Automation tab and click on the Email Alerts section.
• Click on the + New Email Alert button.
• Enter a name for the Email Alert. In this case, the purpose of the email Alert if to send a payment reminder to a contact whose contact language is Spanish.
• Select a module, say the Invoice module.
• Click on the Email Template drop-down and select the + Add New Email Template option.
• Enter the content of the template in Spanish and click on Save and Select button.
• Now, click on the Save button to save your newly created Email Alert.

The next and final step is to create a workflow rule, where a payment reminder is send for invoices created for customers whose contact language is Spanish.

• Under the Automation section, click on the Workflow Rules tab.
• Click on the + New Workflow Rule button.

1. Name your Workflow

Workflow name: Give your workflow a name.

Module: Invoice

2. Choose When to Trigger

Workflow type: Event Based

When an Invoice is: Created

3. Filter the Triggers

When -> Customer Language -> is -> Espanol

Click Next and check the Would you like to add time-based action? option.

Execution time: 5 -> Days > Before -> Due Date

Action: Email Alert -> Spanish - Payment Reminder

Click on the Save button to save the workflow rule created. This will trigger a payment reminder (in Spanish), five days before the due date, for all the customers whose language is Espanol.

Associating the templates to a contact

Once you’ve set up the invoice and email templates, you can associate these templates by following the instructions below:

• Go to Sales > Customers (for customers) or Purchases > Vendors (for vendors).
• Select the customer/vendor to which you would like to associate Spanish template.
• Click on the More drop-down and select the Associate Templates option.
• Click on the appropriate drop-downs under each template and choose the newly created Spanish Template.
• Click on the Save button for the changes to take effect.

This action will allow you to send customised invoices and emails to that particular customer.

Note: You can also create workflows based on the language, i.e. you can create workflows for contacts who are assigned a specific language.