How to create an invoice using QuickBooks Online

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If you’re a QuickBooks Online user, chances are you’ll create a lot of invoices. If you don’t know where to start, just follow our step-by-step process.

If you’re new (or even if you’re not), you might be looking for step-by-step instructions on how to create an invoice.

Ascension has you covered. In our step-by-step guide, we’ll walk you through the initial invoice access screen, show you how to add additional charges, make an invoice recurring, and send a reminder to a customer about an overdue invoice.

Billing is arguably the most important thing you’ll ever do in your accounting software. If you use or plan to use QuickBooks Online, we’ll show you the way.

1. Access the billing option

Your first step will be to access the billing option in QuickBooks Online. Clicking on the New tab on the main screen will bring up a list of options divided into four categories: Customers, Suppliers, Employees and Other.

Under the Customers column, your first option is Invoice. Click it to start customizing and creating an invoice.

White text box in QuickBooks Online with various program options.

To get started, click New on the home page, then choose the feature you want to access. Image source: author

2. Choose the template you want to use

You can set up and customize any QuickBooks Online invoice during the setup process or wait until you’re ready to enter an invoice and choose the Customize Invoice option at the bottom of the screen.

Six invoice template options available in QuickBooks Online.

You can choose which invoice template you want to use by clicking on one of the template options. Image source: author

The first thing you will need to do is choose the template you want to use. QuickBooks Online offers six templates to choose from.

  1. New
  2. Classic
  3. Modern
  4. Costs
  5. Bold
  6. Friendly

Clicking on one of the images will display a sample invoice using that particular template, making it easy for you to choose the one you like best.

Once you’ve chosen your invoice template, you’re ready to move on to the next step.

3. Complete the customization process

Now that you’ve chosen your template, you can complete the customization process, which includes uploading your company logo, choosing the color scheme you want to use, and selecting a font. You can even change the current print settings from the personalization screen.

The QuickBooks Online invoice customization screen with different options and a view of an invoice.

You can choose the invoice template you want to use and add custom details using the invoice customization feature. Image source: author

Each time you make a change, the sample invoice on the right side of the screen will update to reflect your current choices. Be warned, you can spend a lot of time playing with these options. And remember, you can always go back and update any of the options you’ve chosen, so don’t worry if you don’t like the custom invoice format you’re currently using.

4. Create an invoice

Now that you’ve customized your billing options, you’re ready to bill a customer. The invoice format in QuickBooks Online is intuitive and lets you add a customer, product, or service as you enter the invoice.

QuickBooks Online Invoice screen ready to fill out.

The invoicing screen in QuickBooks Online uses drop-down lists for all fields. Image source: author

You can use the drop-down menu to the right of all data entry fields to locate the data you are looking for, including billing terms and due dates. And for faster invoice delivery, be sure to add your customer’s email address to the invoice, so you can email the invoice immediately rather than wasting time printing it. and send it.

5. Add additional information

Besides the standard billing options, you can also include a message on the invoice, and if you send statements to your customers, you can also include a message on the statement.

Another feature is the ability to attach documents to the invoice. This can come in handy if you need to provide your customers with additional backup, such as warranty information.

The QuickBooks Online billing screen after entering the information.

After adding the invoice details, additional options appear. Image source: author

6. Add billable hours

One of the cool features of QuickBooks Online is the ability to add billable hours to any invoice you create.

QuickBooks Online Add to Invoice options displayed on the invoice.

You can add billable time to an invoice during the invoice creation process. Image source: author

For example, if your client purchases a decorative pond for their backyard, you can charge for the cost of the pond as well as the labor required to install the pond. This allows you to bill all services on one invoice rather than sending multiple invoices to the same customer. A running total of the invoice amount will be displayed at the top of the invoice, updated as additional charges are added or removed.

7. Create a recurring invoice

If you invoice customers monthly, you can create an invoice and choose to make it recurring, eliminating the need to create an invoice for that customer each month.

Blank recurring invoice screen in QuickBooks Online.

You can make any invoice recurring in QuickBooks Online. Image source: author

You have several options specific to recurring invoices that you can choose from, including the option to automatically email the invoice, the option to print the invoice later, and the option to include unpaid charges. billed. You can also choose the frequency of the bill as well as a start and end date for the recurring bill.

8. Choose from various save and send options

The last step when writing an invoice is usually to save it. But how do you save it? QuickBooks Online gives you several options, including the following:

  • Save Invoice
  • Save the invoice and email it to the customer
  • Save the invoice and create a new one
  • Save the invoice and close the invoicing function
  • Save the invoice and share a link to the invoice

Different backup options listed in QuickBooks Online.

QuickBooks Online offers different backup options for each invoice. Image source: author

If you choose to save the invoice and want to send it later to your customer, you can do so by simply accessing the invoice from the sales option.

9. Check all bills

If you need to review all your invoices or want to check the status of an invoice, you can click on the Sales option on the main screen and choose Invoices. This will display a list of all invoices that have been processed to date.

The QuickBooks Online screen showing a list of all outstanding invoices, amounts, and due dates.

You can view the status of any invoice from the Sales screen. Image source: author

At the top of the screen you will also see the total of all invoices already processed as well as the total amount of overdue invoices. Clicking on an invoice will display an abbreviated version of the invoice along with all related billing activity.

For example, if you email an invoice to a customer, you will be able to see the date the customer opened the invoice and if they are paying online, you will also be able to see the date the invoice was paid .

10. Follow up on unpaid invoices

When viewing your invoices, you will also be able to track overdue invoices by sending a reminder.

Send Invoice option in QuickBooks Online with a note displayed.

You can choose to resend an invoice to any customer. Image source: author

Using the reminder feature will send the invoice back to your customer with a brief note, which can be customized for each customer.

Creating an invoice in QuickBooks Online is quick and easy

Creating an invoice is a necessity for any small business owner. Fortunately, even those who struggle with the basics of bookkeeping will be able to create invoices in minutes using QuickBooks Online. You can add a new customer, product, or service during the invoice creation process, easily add additional charges, and even make the invoice recurring with a click.

You can also send payment reminders to any of your overdue customers and easily post payments from the sales invoice screen. And if you get stuck, just click the question mark at the top for immediate assistance.

For more information on how to master other QuickBooks Online tasks, be sure to check out our easy-to-follow QuickBooks Online tutorial.

For other invoicing options, check out The Ascent’s best invoicing software.

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