How To Create An Invoice In QuickBooks Pro
Invoices equal money for your business, so it’s important to know how to send an invoice using QuickBooks Pro.
Here are 15 simple steps for invoicing customers with QuickBooks.
Using an old version of QuickBooks Pro? Save $100 when you upgrade to QuickBooks Desktop 2018.
Table of Contents
- Create An Invoice
- Step 1: Select A Customer
- Step 2: Choose A Template
- Step 3: Verify The Information
- Step 4: Select Payment Terms
- Step 5: Select A Due Date
- Step 6: Link To A Sales Rep (Optional)
- Step 7: Add Items
- Step 8: Adjust Item Quantity
- Step 9: Choose Between Taxable & Non-Taxable
- Step 10: Assign Sales Tax
- Step 11: Write A Customer Message
- Step 12: Add A Memo (Optional)
- Step 13: Include A Customer Tax Code (Optional)
- Step 14: Attach Files (Optional)
- Step 15: Send Invoice
Create An Invoice
You’ll want to customize your invoice templates before you start sending them to clients. If you need help customizing your invoice, check out our post: How to Customize Invoice Templates in QuickBooks Pro.
Once the invoice template is to your liking, start creating an invoice by going to Customer>Create Invoices (or click Ctrl+I).
Step 1: Select A Customer
Begin by selecting the customer you want to invoice from the drop-down menu. If you can’t find the customer, you can click “<Add New>” to create a new customer.
If you’ve already generated an estimate for that customer, you may receive this notification:
Select the estimate and click the blue “OK” button, and QuickBooks will automatically convert your estimate to an invoice.
Step 2: Choose A Template
Select the invoice template you’d like to use from the drop-down menu.
Step 3: Verify The Information
Take a look at the date issued, invoice number, billing address, and shipping address to make sure all of the information is correct.
Step 4: Select Payment Terms
Next, select the proper invoice payment terms. You can choose between:
- 1% 10 Net 30
- 2% 10 net 30
- Dues on Receipt
- Net 15
- Net 30
- Net 60
Step 5: Select A Due Date
Use the drop-down calendar to select an invoice due date.
Step 6: Link To A Sales Rep (Optional)
If desired, you can select a sales representative to attach to the invoice.
Step 7: Add Items
Choose which items to include in your invoice using the drop-down menu. If needed, you can click <Add New> to create a new item. Repeat this step as many times as needed in order to include all of your customer’s items.
Step 8: Adjust Item Quantity
Once you’ve added your items, be sure to adjust the item quantity as QuickBooks automatically leaves this field blank.
Step 9: Choose Between Taxable & Non-Taxable
Choose whether this invoice is taxable or non-taxable.
Step 10: Assign Sales Tax
If required, select the proper sales tax for your estimate. QuickBooks will use the sales tax percentage you select to automatically calculate the sales tax total and will add it directly to your customer’s overall total.
If you need help determining which sales tax rate to charge your customer, take a look at our complete Small Business Sales Tax Guide.
Step 11: Write A Customer Message
While this field is technically optional, we highly recommend adding a customer message.
QuickBooks makes it easy. You can select one of five preset customer messages using the drop-down menu, or you can click “<Add New>” to write your own.
Step 12: Add A Memo (Optional)
Include a memo if desired.
Step 13: Include A Customer Tax Code (Optional)
If applicable, select a customer tax code using the drop-down menu.
Step 14: Attach Files (Optional)
You can attach files (like contracts, photos, or terms and conditions) to invoices. Simply click the “Attach File” button on the top of the screen (it looks like a paperclip).
From there, you can browse and select or drag-and-drop a file from your computer or Outlook. You can also use the scanner feature to upload files.
Step 15: Send Invoice
Now you’re finally ready to send your invoice! You can send invoices via email or traditional mail.
If you’re sending invoices by email, go to the Email button at the top of the screen. Choose “Invoice” to send the single estimate, or “Batch” to send the multiple invoices to a customer.
Be sure to customize your email messages before clicking “Send.” Customers will receive emailed invoices as PDFs.
If you’re sending invoices by mail, go to the print button at the top of the screen and choose “Print.” Then, simply mail your invoice. You can also print address labels if desired.
Now that you’ve mastered these 15 steps you can continue to invoices your customers with ease. We wish you happy invoicing and hope that you’ll stay tuned for the next installment of our QuickBooks Desktop 101 Series.
If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. Don’t forget to check out the rest of our QuickBooks Desktop Pro 101 Series to learn how to customize invoices, add sales tax, add customers, and more.
Overwhelmed by QuickBooks Pro? Maybe it’s time to switch to QuickBooks Online. QBO is easy to use, cloud-based, and affordable. Best of all, you can easily import your QuickBooks Desktop data into QuickBooks Online.
Outgrown QuickBooks Pro? Switch to QuickBooks Premier. It’s the same QuickBooks Desktop software you love but with more users and advanced, industry-specific features.