How to Create an Invoice in QuickBooks (Online and Desktop)

How to Create an Invoice in QuickBooks (Online and Desktop)

Invoicing is the task most QuickBooks users do first. Here's how to create, send and get paid for an invoice in both QuickBooks Online and QuickBooks Desktop.

How to Create an Invoice in QuickBooks Online

• Select + New, then Invoice
• Choose the customer, or add a new one
• Check the invoice date, payment terms and due date
• Add each product or service, with quantity and rate
• Check the sales tax, discounts and the total
• Add a message to the customer if you like
• Select Review and send to email it, or Save and close to send later

How to Create an Invoice in QuickBooks Desktop

• Go to Customers, then Create Invoices (or press Ctrl+I)
• Choose the customer or job from the Customer:Job menu
• Pick an invoice template
• Check the date, invoice number and terms
• Enter each item, quantity and rate
• Select Save & Send to email it, or Print to print it

Customize Your Invoice Template

Add your logo, brand colors, payment instructions and terms so every invoice looks professional. In QuickBooks Online, go to Settings, then Custom form styles. In QuickBooks Desktop, use the Formatting tab on the invoice window, then Customize Data Layout.

Get Paid Faster

• Turn on online payments so customers can pay by card or bank transfer from the invoice email
• Use clear payment terms, such as Net 15 or Net 30, and show the due date
• Set up automatic payment reminders for overdue invoices
• Use recurring invoices for customers you bill every month
• Check the Accounts Receivable Aging report every week

Recording a Payment Against an Invoice

When a customer pays outside QuickBooks — by check or a bank transfer you didn't set up through QuickBooks — record it with Receive Payment and apply it to the right invoice. Don't just categorize the bank deposit as income, or the invoice will stay open and your income will be counted twice.