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Top 5-Invoicing

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Hello Community! We’re back with another Top 5, but this time around, we’ll be focusing on some of the most asked questions on the topic of Invoicing. If you’re wondering how to go about seeing a full history of your emailed invoices, or even how to go about applying a credit to a customer’s invoice, then this article is for you!
 
Let’s go ahead and walk through these together.
 
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1. Can I see a history of my emailed invoices in QuickBooks Online?

Yes you can! You can see the history of all your emailed invoices by customizing the Transaction List by Customer Report. You can follow these steps to do so:
 
  1. Click Reports from the left pane.
  2. Enter report name in the search box and select Transaction List by customer report.
  3. Press the Customize.
  4. In the Report period, set the date.
  5. From the Rows/Columns section, put a check mark to the Sent box.
  6. In the Filter section, tick the Transaction Type box and select Invoice.
  7. Put also a check mark next to Sent, and in the drop down hit Sent.
  8. Once done, click Run report
 

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Then, from the report, press the invoice. Go to More at the bottom part of the page and choose Audit History.

 

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For more resources on customizing invoices, check out this article here.  

 

2. All invoices reports in QuickBooks Desktop

You can totally customize your report for it to show the invoices only by pulling the Sales by Customer Detail Report. Here's how you can do this:
 
  1. Click Reports.
  2. Go to Sales.
  3. Select Sales by Customer Detail.
  4. Click Customize Report, then go to the Filters tab.
  5. Under FILTER, select Transaction Type.
  6. Under Transaction Type, select Invoice.
  7. Click OK.
  8. Manually change the dates, then click Refresh.
 
That’s it!
 
So that you don’t have to go back and customize this report all over again, you can memorize the report. Check out the steps on how to do this here. You can then find the saved report under Memorized Reports.

 

3. How do I apply credit to a customer’s invoice

Let’s take a look at how you can go about adding a credit memo to a customer’s invoice in QuickBooks Online.
 
Step 1: Turn on or turn off Automatically apply credits
  1. Go to Settings ⚙, then select Account and settings.
  2. Select Edit ✎ in the Automation section.
  3. Turn on Automatically apply credits if you want to automatically apply credit memos to customers balances or open invoices. Turn it off if you want to decide which open invoices you want to apply credit memos to.
  4. Select Save, then Done.
 
Step 2: Create a credit memo
  1. Select + New.
  2. Select Credit memo.
  3. In the Customer dropdown, select the customer's name.
  4. Enter the credit memo details, such as the date and the amount. Tip: You can create a custom credit service item so you can quickly add it to credit memos as a single line item.
  5. When you're done, select Save and close.
 
Step 3: Apply the credit memo to an invoice
If you turn on the auto-apply credits, QuickBooks will apply the credit for you. If you turn it off, here's how to manually apply a credit memo to an invoice.
 
  1. Select + New.
  2. Select Receive payment.
  3. In the Customer dropdown, select the customer.
  4. In the Outstanding Transactions section, select the open invoice you want to apply the credit memo to.
  5. In the Credits section, select the credit memos you want to apply.
  6. For the open invoice in the Payment column, enter how much of the credit you want to apply.
  7. Leave the Payment method, Reference no, Deposit to, and Amount received fields blank.
  8. Fill out the rest of the form, including the Payment date.
  9. Make sure the total is correct after applying the credit memo.
  10. When you're done, select Save and close.
That’s it!

 

4. How do I change the default email I send my invoices from?

You can change the default email you choose to send your invoices from in QuickBooks Desktop.
To do this, let me walk you through the steps:
 
  1. Click on Edit from the menu bar.
  2. Choose Preferences.
  3. Click on Send Forms from the left panel.
  4. Under Company Preferences, set the email as default.
  5. Select Yes on the pop-up.
  6. Click on OK.
 
That's all there is to it! Your customers will email you using the email address set on the template.


5. Line items not showing up on printed invoices in QuickBooks Desktop

Let’s go over how you can print an invoice that will include items with no prices on them. You can go to the Preferences tab and uncheck the Don't print items with zero amounts when converting to Invoice button. This will allow you to print the items that have no cost on a printed invoice.
 
Here's how: 
  1. Click the Edit menu at the top, then choose Preferences.
  2. Select Sales & Customers, then choose Company Preferences.
  3. Remove the check-mark for Don't print items with zero amounts when converting to Invoice.
  4. Click OK.
 

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For more information on invoicing in QuickBooks Desktop, make sure to check out this article.
 
Lastly, you can also watch this Quick Help with QuickBooks video on the topic of Invoices, for an interactive guide on creating invoices, customization, and more.
 
See you next time!

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