If you are a business owner who is trying to figure out how to send an invoice through Quickbooks, then this article is for you. We will walk you through how to create and send a Quickbooks invoice online and also talk a bit about invoicing using Quickbooks’ desktop software. After reading, you will be sending invoices in no time.
How to Send an Invoice Using Quickbooks Online
Quickbooks online is an easy-to-use invoicing application that will have you sending invoices and receiving payment in no time.
Before you start, it is important to go to the “taxes” tab on your online quickbooks account to make sure you have set up your tax rate correctly. A tax option is then automatically added to your invoices, which you can then select and charge.
Here’s how to send invoices online.
Step 1: Login to your Quickbooks Online and then click the + sign on the top of your homepage.
Step 2: A window will pop up, click on the “invoice” button.
Quickbooks will automatically create an invoice number for you. You can also click on the “customize” button on the bottom of the page, click on the “more” tab, and create your own invoice number.
Step 3: Add your customer’s name to the invoice. Click on the up/down arrow next to the “choose a customer” tab. Click on the “Add New” button.
Step 4: Put in your customer’s name and click on the “+ details” button.
This page will pop up. Add other information for your customer such as address, business name, and billing/shipping address. It will save your customer info and automatically fill in the appropriate information into your invoice.
Step 5: Pick your Invoice Terms, Invoice Date, and Due Date
Step 6: Add Your Product/Service, Description, Quantity, Rate, and Amount.
If you need to factor in any discounts, simply select “discount” in the product/service drop-down menu and add the discount total in the amount section with a “-” in front of it and it will be deducted automatically.
Tax is automatically included as an option if you have set up your tax rate as explained in our intro above. Simply select the tax box next to your product/service amount and it is automatically calculated and added to your invoice total.
Step 7: If You Need to Add More Payment Lines, You Can Just Click the “Add Line” button
Step 8: If you want to add a message, statement memo, or attachment to the invoice, you can do that in the three boxes in the bottom left-hand corner of the page.
If you need to add in a custom P.O. number, you can do that in the “message displayed on invoice” box.
Step 9: If you want to customize your invoice template, font, or color, you can click on the customize option at the bottom of the screen.
Step 10: If you would like to print or preview your invoice, there is a button for that at the bottom of the screen as well.
Step 11: Once you have verified all your information, you can then click the “save and send” button on the bottom right off your invoice and you are all done.
Quickbooks Desktop Invoicing
If you have the desktop version of Quickbooks, the process for creating invoices will be a bit different. The desktop version is a bit more sophisticated and has different templates depending on whether you are doing a sales, service, or product invoice.
Here is an in-depth video tutorial on how to create invoices on the desktop version of Quickbooks.
After Your Invoice is Sent
After your invoice is sent, your customer will receive an email invoice. If you have set up a way for them to pay online, they can click the invoice and enter their payment details. (See our article Online Payment Processing) You will then receive a notification requiring you to receive the payment. Upon acceptance, your Quickbooks account (or third-party payment processing account) will be automatically credited with that payment. You can then click a button in your customer section that will automatically create and send a sales receipt to your customer.
If you have not set up online payment or your customer prefers to pay using another method, then you can update your account and generate the receipt whenever that payment is received. This can be done in the “customer” section.
If you need to regularly invoice certain customers, both online (Essentials and Plus plans) and desktop versions of Quickbooks have automated invoicing options for recurring invoicing needs.There is a tutorial that explains how to set up recurring invoices, for both online and in Quickbooks desktop, called Automated Invoices and Recurring Templates in QuickBooks.
The Benefits of Using Quickbooks Invoicing
Quickbooks is our recommended accounting software for businesses with $250,000 or more in annual revenue. Using Quickbooks invoicing helps you in three ways:
1. It makes your invoices much more professional
Quickbooks’ invoicing templates are simple but professional. They look good and communicate all the necessary information. With recurring invoicing capability, your invoices will always be on time.
2. It makes your overall accounting process much smoother
Using Quickbooks invoicing and accounting software allows you to streamline your accounting process. Instead of having to input all your accounting information in individually from different sources, it will all be in one place and accessible when you need it.
3. It prepares your business for invoice factoring
Invoice factoring companies, like our recommended service provider Fundbox, will not consider a business unless they use a professional invoicing software like Quickbooks to process and send out their invoices. Using Quickbooks invoicing will position your business well for future invoice factoring options.
Check out our Invoice factoring article to learn more.