QuickBooks Invoicing provides an efficient and user-friendly way to manage your business’s billing and payment processes. Moreover, this feature allows you to create, customize, and send professional invoices that adhere to your brand identity. With advanced capabilities like automatic reminders, recurring invoices, and real-time tracking of invoice statuses, you can streamline your financial operations and improve cash flow. Additionally, these also integrate seamlessly with other features in the software, such as expense tracking and inventory management, offering a comprehensive financial solution for businesses of all sizes. In this blog, we will learn about its features in detail and how to create invoicing in QuickBooks, both versions, Desktop and Online. 

 

Features of QuickBooks Invoice

QuickBooks Invoicing boasts various features designed to simplify invoicing and enhance financial management. Some of its features are the following: 

• Customizable templates offer professional, brand-aligned invoice creation that impresses clients and promotes your brand.
• Automatic reminders enable timely follow-ups, encouraging prompt client payments and improving cash flow.
• Recurring invoice scheduling streamlines billing for regular clients, ensuring consistency and saving time.
• Real-time invoice tracking provides insight into payment statuses, supporting efficient financial management.
• Integration with other QuickBooks features allows comprehensive financial management in one seamless platform.
• Invoice attachments offer the ability to include important documents, fostering clear communication with clients.
• Online payment options facilitate convenient and quick transactions, promoting client satisfaction and faster payments.
• Multi-currency support enables global transactions, expanding your business reach and potential client base.

 

After learning about the features, let’s proceed to create the QuickBooks invoicing Online and Desktop.

 

How to Create Invoice in QuickBooks Online?

Creating QuickBooks Invoicing is an easy process. In this section, we will execute the procedure in two cases; after that, we will review outstanding invoices. By creating the invoicing, you will also know how to send them easily. Now go with the following:  

Step 1: Create QuickBooks Invoicing

 

Case 1: If You’re Utilizing the Older Interface

Following are the steps to create an invoice:

1. Firstly, click on ‘+ New’ and choose ‘Invoice.’
2. Secondly, from the ‘Customer’ dropdown, pick a customer and verify their information, especially their email address.
3. If necessary, examine the ‘Invoice date’ and adjust the due date in the ‘Terms’ dropdown. Note: ‘Net’ signifies the payment due period. The default is 30 days, but you can modify it as needed.
4. Now, in the ‘Product/Service’ column, select an item or service.
5. After that, input quantity and rate, and modify the amount if required.
6. If applicable, mark the ‘Tax’ checkbox to include sales tax.
7. Upon completion, you have various options for saving or sharing the invoice:

• To email, the invoice immediately, click ‘Save and send’, edit the email if necessary, and then select ‘Send and close’.
• To send the invoice later, click ‘Save and close.’
• For a paper invoice, click ‘Save,’ followed by ‘Print or Preview.’
• To share a link to the invoice via text message, click ‘Save and share link.’

 

Case 2: If You’re Utilizing the New Interface

For those using the updated interface, the following are the steps to create a QuickBooks invoicing:

1. First, click ‘+ New’ and choose ‘Invoice.’
2. Then, click ‘Add customer’ and select a customer from the dropdown. Verify their information, especially their email address.
3. After that, review ‘Invoice date,’ ‘Due date,’ and ‘Terms.’ Modify dates or terms as needed. Note: In ‘Terms,’ ‘Net’ refers to the payment due period.
4. Now, click ‘Add product or service’ and select an item or service from the dropdown.
5. Afterward, choose your preferred charge calculation method—flat rate, hourly, or per item—and input quantity and rate, if required.
6. Next, to customize invoice information or design, click the ⚙ ‘Manage’ button and select options from the side panel. QuickBooks applies these choices to all invoices.
7. Once completed, you have multiple options for saving or sharing the invoice:

• To email, the invoice immediately, click ‘Review and send’, modify the email if necessary, and select ‘Send invoice’.
• To send the invoice later, click ‘Save and close.’
• For a paper invoice, click ‘Print and download.’
• If the customer has made a payment, click ‘Receive Payment.’
• To share a link to the invoice via text message, click ‘Share link.’

 

Step 2: Examine Outstanding Invoices

QuickBooks categorizes unpaid invoices under your accounts receivable account, visible on your Balance Sheet and other financial statements.

To review invoices anytime, navigate to ‘Get paid & pay’ and click ‘Invoices.’ Examine the ‘Status’ column to understand the sales process stage of each QuickBooks invoicing.

Following are some typical statuses you might encounter:

 

• Due in [days]: The QuickBooks invoicing has not been emailed.
• Due in [days] Sent: The invoice was emailed to the customer.
• Due in [days] Viewed: The customer opened the invoice.
• Deposited: The customer paid the invoice.
• Overdue [days]: The invoice remains unpaid and is past due.
• Overdue [days] Viewed: The customer viewed but did not pay the past-due invoice.
• Delivery issue: The invoice failed to be delivered. Verify the email address and resend.
• Voided: The invoice was voided in QuickBooks.

 

Step 3: Accept Invoice Payments

With QuickBooks Payments, customers can pay invoices using credit cards, PayPal, Venmo, or ACH transfers. QuickBooks processes and manages these transactions for you. As payments are received, QuickBooks automatically allocates them to the appropriate accounts.

If you want to recur the QuickBooks invoicing, go with the following section.

 

Recurring Invoice in QuickBooks

Recurring QuickBooks invoicing in the Online version save time by automating billing for regular clients, ensuring consistent invoicing, improving cash flow, and reducing manual data entry errors. Ideal for subscription-based businesses. Following are steps to create a recurring invoice in QuickBooks Online:

1. Firstly, choose Gear > Recurring Transactions > New.
2. Secondly, under Transaction Type, pick Invoice and click OK.
3. Now, for Type, opt for Scheduled.
4. After that, enable Automatically send emails.
5. Fill out the remaining form fields and click Save template.
6. Perform these steps for each customer requiring a recurring invoice.

 

After getting knowing the steps for creating an invoicing in QuickBooks Online, let’s proceed to create QuickBooks Invoicing in the Desktop version:

 

How to Create an Invoice in QuickBooks Desktop?

Invoices are used to document sales transactions for customers who make no or partial payments at the time of sale. Moreover, they help you monitor your accounts receivable. QuickBooks Desktop enables you to create invoices in various ways, depending on your transaction with a customer. Now, go with the following ways for creating QuickBooks Invoicing:

 

Create an invoice from scratch

If your business doesn’t require sales orders or estimates, the A/R workflow commences with the creation of QuickBooks invoicing. Now adapt the following steps:

1. First, navigate to the Home screen or Customers menu, and click Create Invoices.
2. Then, choose a customer or customer job from the Customer: Job dropdown. Click Add New if they’re not listed.
3. After that, fill in relevant details at the top, such as Date, Invoice #, Bill to/Sold to, and Terms.
4. In the detail area, select the item(s). Note: Description and amount auto-populate based on the initial setup but can be modified during invoice creation.
5. (Optional) To apply a discount, create a discount item:
   • Go to the Lists menu from the Home screen.
   • Click Item List.
   • Right-click and select New.
   • Choose Discount from the Type dropdown.
   • Enter an Item Name/Number, Description, and discount amount or percentage. Leave Amount or % blank for variable discounts.
   • Choose the income account for tracking customer discounts from the Account dropdown.
   • Pick a suitable Tax Code for the item.
   • Click OK, then Save & Close.

 

Create an invoice for a Sales Order

If a sales order has been fulfilled, create a QuickBooks invoicing using one of two methods: Following are:

 

From the Sales Orders window:

1. Firstly, click Create Invoice on the Sales Orders main tab.
2. Secondly, when prompted, choose:
   1. Create an invoice for all sales order(s) to include all sales order items on the invoice.
   2. Create an invoice for selected items to include only specific items.
3. After that, edit the Invoice as needed. 

Note: Enter an amount in the To Invoice (Or Invoiced) section for each item. Enter 0 for items that are not being invoiced.

    4. Lastly, click Save & Close.

 

From the Invoice window:

1. From the QuickBooks Home screen or Customer menu, click Create Invoices.
2. Now, choose a customer or customer job from the Customer: Job dropdown.
3. Then, the available Sales Order window appears.
4. After that, select one or more sales orders with items to include on the invoice.
5. Edit the Invoice as needed. 

Note: Enter an amount in the To Invoice (Or Invoiced) section for each item. Enter 0 for items that are not being invoiced.

    6. Finally, click Save & Close.

 

Create an invoice for an Estimate

Once a customer accepts an estimate and agrees to a fixed amount, convert the estimate into an invoice. The following are the steps:

 

From the Estimate window:

1. Open the correct estimate.
2. Now, click on Create Invoice option from the top of the Estimate form.
3. If progress invoicing is enabled, specify items and quantities for the invoice when prompted.
4. Edit the invoice information as needed.
5. In last, click Save & Close.

 

From the Invoice window:

1. From the QuickBooks Home screen or Customer menu, click Create Invoices.
2. Choose a customer or customer job from the Customer: Job dropdown.
3. The available Estimates window appears.
4. Select the desired estimate to include on the invoice. Note: QuickBooks only allows one estimate per invoice.
5. Edit the invoice information as needed.
6. Lastly, click Save & Close.

 

Wrapping Up

To wrap up, QuickBooks invoicing simplifies sales transaction tracking and accounts receivable management, offering flexible options to cater to diverse customer interactions, ultimately streamlining financial processes for businesses. With this blog, we simplify creating the invoice in QuickBooks Online and Desktop. However, if you face any issues while creating the invoices, you can contact our ProAdvisors for help. Thank You!

 

FAQs

Q: Can I customize the appearance of my QuickBooks invoices?

A: Yes, QuickBooks allows you to customize the layout, design, and content of your invoices to better align with your brand.

Q: Is it possible to set up recurring invoices in QuickBooks?

A: Yes, you can create recurring invoices for regular clients, automating the invoicing process and saving time.

Q: Can I create invoices in multiple currencies in QuickBooks?

A: QuickBooks supports multi-currency invoicing, allowing you to create and send invoices in various currencies based on customer preferences.

Q: How can I track the status of sent invoices in QuickBooks?

A: QuickBooks enables you to monitor the status of your invoices, such as whether they have been viewed or paid by the customer, from the Invoices section.

Q: Can I send invoice reminders to customers with overdue payments in QuickBooks?

A: Yes, QuickBooks allows you to send automated reminders to customers with overdue invoices, helping you to manage outstanding payments effectively.