How To Create and Send Invoices in QuickBooks Online

You can add attachments to the invoice by dragging and dropping them into this area, or by clicking the icon and browsing for them. If you want to send the attachment with the invoice, select the checkbox to the left of the file name after uploading the attachment. The template you use for your invoice will determine any custom fields that appear here. You can switch between templates by clicking on the “customize” link at the bottom of this screen. This process is very similar to that for choosing sales order items to include on an invoice. Once you have entered all the products and services for which you are billing the customer, it’s time to complete the bottom part of the invoice.

Cost plus and grant accounting and materials invoices allow you to bill for your project costs plus your labor rate or a percentage cost. Select “Save & Close” to save the invoice and enter it into the appropriate register. Click “Save & Close” to add the invoice to your Accounts Receivable register and save your information.

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You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop. Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

• You can also clear all lines and add a subtotal to break up different sections of the invoice.
• This article will focus on all you need to know about invoice templates and how you can change or customize them.
• Be warned, you can find yourself spending a lot of time playing around with these options.
• Click on the customer you need to send an Invoice to, then double click on the Invoice that displays in the list to the right to open it.
• QuickBooks invoices are optimized for mobile, which means customers will be able to view them properly if they are on their mobile device.

With a recurring invoice, you can choose to make it scheduled, as a reminder, or unscheduled. When the invoice is scheduled or set as a reminder, you can specify how many days in advance to create it as well as the interval, start date, and end date. Make Recurring lets you set up a schedule so that this invoice is automatically sent out whenever you want it to. This option will include many additional fields to fill out in your invoice. If you have any more items to add, you can click in the next row.

From the Home screen or the Customers menu, select Create Invoices. Click Save to add these values to your QuickBooks Desktop company. Double-click the estimate name to open your imported invoice. If you select Progressive, see Progressive Invoices for setting percentages of completion. Forbes Advisor adheres to strict editorial integrity standards.

Customers certainly don’t need to see your markup. Use the Amount of Detail dialog box to set the level of detail in invoices created for customers. If you don’t find a product or service that looks right, select add new to create a new one.

How to Edit QuickBooks Online Invoice Templates

If you have progress invoicing turned on, you may get a prompt asking what items and quantities to put on the invoice. Creating an invoice is part of your usual A/R workflow in QuickBooks Desktop. To see the complete list of workflows and other customer-related transactions, see Accounts Receivable workflows. Select “To be emailed” or “To be printed” as the delivery method for your invoice. Click “Save and Close” when you are satisfied that all information on the invoice is correct.

You can send QuickBooks Online invoice reminders in a batch or individually. The recipient makes their QuickBooks Online invoice payment immediately with a Pay Now button. You can convert any estimate you’ve already created into an invoice. You can also choose to convert a portion of the estimate or the entire thing into an invoice. This is useful for progress billing on larger jobs. However, if you’re a QuickBooks user, you’ve most likely found that there’s some configuration required before you can send an invoice.

Get the breakdown of the key features that matter to small businesses in our 2023 QuickBooks Online Invoicing review. Enter the invoice date, description, quantity, rate and all other invoice particulars. Customize the email message, or choose to send Invoice without the message. Click Email in center of Invoice screen, then select Invoice.

All QuickBooks Online plans, which run from $30 to $200 per month, allow you to create and send invoices. Our QuickBooks Online versions comparison can help you decide which fits your invoicing needs. QuickBooks Online now has a centralized Estimates tab, which instantly shows all your outstanding estimates and has more organized action buttons.

How Do I Change Invoice Template in Quickbooks

We’ll email you 1-3 times per week—and never share your information. This article was originally published in January 2021. It was most recently updated in February 2022 by Will Harris to add new screenshots. When we test the action again, the invoice will now have multiple lines, matching the details of the original order.

• Sorting by Customer can give you an overview of how frequently a customer is invoiced.
• First, click the import button on the Home Screen.
• To start dynamically telling QuickBooks Online which products to use in the invoice, we’ll want to add a new action for QuickBooks called “Find Product”.
• You can select the “send later” checkbox to batch this invoice to be emailed later.

The search will then find the corresponding product in QuickBooks Online for each of the items provided by the trigger. Because the action is searching specifically for the product name, we highly recommend making sure that your products have the same names across all of your apps. We can select Continue now and test the action, and we’ll get a pretty simple invoice as a result. QuickBooks Online has made it easy and accessible for businesses of any size to send and track professional invoices to clients. Once that is done, click on “print preview” to see how your customized invoice looks like.

Create an invoice with multiple items

Compensation may impact the order of which offers appear on page, but our editorial opinions and ratings are not influenced by compensation. Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity. The fields you get into the invoice you are creating are as follows. You have to choose the customer or the customer job.

You can choose to add multiple recipients to the email by separating each email with a comma. You can also add Cc and Bcc recipients by clicking on the Cc/Bcc link. Once you do one of those methods, you will then see the window pop up for creating a new invoice. You may spend a lot of time in the Invoices section as you monitor the statuses of invoices and send out reminders for overdue ones.

Sorting by Date or Invoice Number will get you the latest invoices created at the top of the list. Sorting by Customer can give you an overview of how frequently a customer is invoiced. Sorting by amount can let you quickly see which customers have made the biggest orders. Once you have saved your invoice, it will show up in the invoices list. You can get to the list by clicking Sales in the left-side Navigation Pane and then Invoices.

Or you can send your invoices via QuickBooks Online which allows your customers to see a digital version of their invoice and pay online. When you click on this tab you won’t see any editing options until you click on one of the pencil icons on the preview invoice. To customize the design of your invoices and sales forms first you need to open your list of forms. To save the invoice but leave the window open to continue creating invoices, click the “Save & New” button. That will allow the action to create a brand new Customer record for your brand new customer. These steps will work for most of the apps that integrate with Zapier, so long as they provide information about your products.

And if you get stuck, just click on the question mark up top to get immediate assistance. Any time you want to review your invoices, go to Get paid & pay and select Invoices . Check the Status column to see where invoices are in the sales process. Terms set the number of days a customer has to pay the invoice. You can add other things when creating a QuickBooks invoice.

Creating an invoice is a necessity for any small business owner. Luckily, even those struggling with bookkeeping basics will be able to create invoices in minutes using QuickBooks Online. Now that you’ve customized your invoice options, you’re ready to invoice a customer. The invoice format in QuickBooks Online is intuitive and allows you to add a customer, product, or service at the same time that you’re entering the invoice. After clicking the Create invoice button, QuickBooks Online will open the create invoice screen with all the fields populated automatically from the estimate information.

The invoices can be created in various ways depending on the transaction done by the customer. If you wish to send your invoice right away, click Save & Send. QuickBooks will create an email automatically based on the default settings you created in our tutorial on how to set up messages in QuickBooks Online.