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2020-02-28 09:52:29QuickBooks Business of the WeekEnglishSend Invoices Over Email & Receive Payment Are you aware of QuickBooks hero feature – i.e. create invoices and send these over Email as... Invoices Over Email & Receive Payment

Send Invoices Over Email & Receive Payment

2 min read

Are you aware of QuickBooks hero feature – i.e. create invoices and send these over Email as many as you want? If not, we’re here to help!

Sending invoices over Email in QuickBooks is a great way to reach your customers, and it can help you get paid faster by meeting customers where they’re at. Here’s how it works in QuickBooks Online.

Here’s How to send an invoice with WhatsApp over QuickBooks

Use these steps to share an invoice with WhatsApp on your computer:

  1. On your computer, open QuickBooks Online and create an invoice by doing the following:

Go to Sales Tab → Click Invoices → Click on ‘New Invoice’ button
(as shown below)

Create Invoices by adding the Customer Details, Product, Price and Tax etc.


  1. When you’re ready to send the invoice, click batch actions button and select ‘Send Invoice’

  1. To send invoice, enter your customer’s email if there wasn’t one on the invoice already.


  1. Enter the message you’d like your customer to see in Email

  1. Select Send and Close. You will see a message stating “invoice has been successfully sent”. You can also click “Print” to print the invoice easily.


  1. Once invoice has been sent, and let’s say customer has paid for the “open” invoice, you need to record the invoice payment in QuickBooks using the below steps:


Recording invoices is part of ‘Accounts Receivable’ workflow.

  1. Login to QuickBooks -> On the ‘Home’ page, click ‘Sales’ from left navigation frame -> Click ‘Invoice’ and select the “Invoice” on which payment is received. OR go to Customersmenu from left navigation frame, select Receive Payment.

  1. In the Received Fromdrop-down, select the customer’s name.
  2. Enter the Amount received.
  3. Make sure the date is correct, then choose the Payment method.
  4. Select the invoice or invoices you’d like to pay.

(see below screenshot)

  1. Click dropdown next to “Save and new”, and then select Save & Close.

By default, payments are deposited to an account named Undeposited Funds.

The Undeposited Funds account holds customer payments in QuickBooks until you deposit them at your real-life bank. Once you have your deposit slip, you can combine these payments into a single record so QuickBooks matches your bank records. So here is the workflow:

Learn, what is un-deposited funds?

When you put money in the bank, you often deposit several payments at once. For example, let’s say you deposit five INR 1000 checks from different customers into your real-life checking account. Your bank records all five checks as one INR 5000 deposit. So, you need to combine your five separate INR 1000 records in QuickBooks to match what your bank shows as one INR 5000 deposit.


You don’t need to do this if you’re downloading transactions directly from your bank.

Use the Undeposited Funds account to hold invoice payments and sales receipts you want to combine. It’s like a safe drawer where you keep payments before taking them to the bank.

When you have your deposit slip, make a bank deposit in QuickBooks to combine payments in Undeposited Funds to match. This two-step process ensures QuickBooks always matches your bank records. It also makes your reconciliations much easier.


Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

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