See what’s new with estimates and invoices in QuickBooks Online

[0:00] Let's go over how to create an invoice in QuickBooks Online. We'll also review all the customization options you have to tailor the invoice to your business and show you how to let your customers pay your invoice online. Finally, we'll show you where you can review the status of your invoice once you send it. To start, select Create and Invoice. You'll see your contact info here.

[0:24] Any changes, select Edit company. You can also change your logo if you want to. Next, fill in who you're sending the invoice to. If you've already added your customer in QuickBooks, select them. QuickBooks fills in their info automatically. Select Add new if you need to add a new customer.

[0:43] You can change the fields your customer sees in this section by going to Manage, if you don't see this menu open already. Then select Customization. You can turn on or off the options as per the fields as required on your invoice. Select Product or service field and enter what you're charging your customer for.

[1:04] If you don't find a product or service that looks right, select Add new to create a new one. You can change any of the info you see here. Add as many products and services as you want. Next, you'll find the options you'll offer your customer to pay you. To change these, select Payment options and turn on or off any of these options.

[1:27] Note that you'll need to connect to your bank account in order to view online payment options. You can add fields for a Shipping fee or a Discount by turning these fields on. Then add those amounts to your invoice. If you've set up your Sales tax in QuickBooks, and this invoice includes taxable products, then you'll see Sales tax here.

[1:47] You can write a note or add an attachment for your customer in these fields. Adjust the look of your invoice by going to Design and updating the color and font of your invoice to something that suits your company's design. Note that if you've created templates using our previous invoicing experience, you can select those here, but some functions will not be available when using these.

[2:12] If this is a sale that repeats over time on a schedule, you have some options: If you mark an invoice as a Recurring invoice, QuickBooks will create and send the invoice to your customer over and over on a schedule you set. If the customer prefers to pay each invoice individually though, you'll need to wait for your customer to pay each one before you receive their payment.

[2:37] If you want to print or send the invoice later, you can turn on these options. You can also set up Automatic invoice reminders here, if you want to prompt your customer to pay if the invoice is due or almost due. You will be able to filter the invoices by these status as well on the main invoice dashboard.

[2:56] Once everything looks just right, you can email your invoice to your customer, or share a link to the invoice. Let's email this invoice. Review the info and when you're ready, select Send invoice. QuickBooks confirms that the email was sent to your customer. You can review the status of your invoices by going to Sales and Get Paid and then Invoices. Select an invoice for details on its status.

[3:23] This menu also has some handy options like creating a Duplicate, voiding, or deleting an invoice and more. If you want to view an Audit history or Transaction journal for the invoice, select View/Edit and you'll see those actions under More actions. Now you are ready to create and send invoices in QuickBooks Online.

[0:00] An estimate allows you to give your customer an estimate or proposal for work you plan to do. Let's go over how to create an estimate in QuickBooks Online, your customization options, and how to email it to your customer for review. Then we'll show you where to check on the status of your estimate and convert it to an invoice when you are ready to bill your customer.

[0:22] To start, select Create and then Estimate. You can edit your company info and logo if needed. Select your customer. If you don't see them, you can add them here. You'll see your customer's address and email if you've already added them to QuickBooks. If not, fill them in. Click Manage and navigate to Customization to customize fields in your estimate.

[0:43] In your estimate, you have a few more options under Discounts and Fees as well. Adjust the look of your estimate by going to Design and updating the color and font of your estimate to something that suits your company's design. Note that if you've created templates using our previous estimating experience, you can select those here. But some functions may not be available when using these.

[1:08] Under Scheduling, you can print or send the estimate later. Next, select Product or service and enter your proposal for this estimate. If you need to add a new product or service, you can do that here. Add or adjust the quantity and rate as needed for this estimate. You can also add any notes you want displayed on the estimate or attach photos that provide more information about the project.

[1:34] When everything looks good, you can email your estimate or share a link. We'll select Review and send for this example. You'll see the email your customer will receive, which includes a link where they can Review and approve your estimate online. When you're ready, select Send estimate.

[1:52] In the Customer Hub list under the Estimates tab, you'll be able to see when your customer has viewed, accepted, or declined the estimate. If you've received a word-of-mouth commitment, then you can manually mark your estimate as accepted. You can also turn your estimate into an invoice by selecting Convert to invoice.

[2:13] You can decide to invoice for the whole amount or just a percentage for progress invoicing. If you select this option, there is a video at the end to show you how to do this. Let's select the whole amount. fill in the invoice based on the estimate, including products or services used.

[2:34] If you need to change any of the quantities or rates, or even add more products and services on this invoice, you can do that. Now you're ready to create estimates and convert them to invoices in QuickBooks Online.