Create invoices

Before starting

Invoices are how you charge your customers for the products and services you sell. Follow these steps to create and email an invoice in QuickBooks Online:

1. Draft a new invoice
2. Add a customer and products or services.
3. Assign invoice settings, such as payment method and reminders.
4. Send the invoice by email or save it to send later. You can also download and print the invoice or share a link, depending on your settings.

Create and email an invoice in QuickBooks Online

Watch: How to create and customise an invoice in QuickBooks Online

This video will go over how to create an invoice in QuickBooks Online. We’ll also review all the customisation 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 watch more how-to videos, visit our video section.

Use the following steps to create, manage, and email an invoice:

1. Select + New or + Create.
2. Select Invoice. Alternatively, you can select Sales, then Invoices, then Create invoice.
3. Select a customer from the Add Customer dropdown. 
4. Make sure all of their info is correct, especially their email address.
5. Review the Invoice date, Due date, and Terms. Enter new dates or terms, if you need to.
   Note: In the Terms field, Net refers to the number of days until the payment is due. 
6. For each line item on the invoice, select a product or service from the dropdown.
   • To add additional line items, select Add product or service.
   • To add a subtotal, select the Add product or service dropdown , then select Add subtotal.
   • To enter any text or leave a blank line as a divider, select the Add product or service dropdown , then select Add text.
     Note: This option is available only for Modern template.
   • To change the order of the line items, select the re-order icon , then move it to the desired location.
7. Enter the quantity (Qty), Rate, or any other information as needed.
8. To customise the info or design of your invoices, select ⚙ Manage, then select the required options from the side panel. QuickBooks remembers your choices and applies them to all existing and future invoices.
   • To add ​quotes​, billable time or expense, or delayed credits or charges, go to Suggestions ▼, select Suggested transactions, then select Add to add the required transaction for the selected customer.
   • If you have multi-currency turned on and your customer is on a different currency than your home currency, you can edit the exchange rate:
     1. Go to Payment options and select Edit next to Exchange rate.
     2. Update the Custom rate.
     3. Select if you want to apply this rate to this transaction only or for all the transactions on that day.
     4. Select Save.
   • To set your default template to Modern, go to Design ▼, select Modern, then select Make default.
   • To change it, select Remove default, then select the desired template.
   • To send/print the invoice later, go to Scheduling ▼ and turn on Print later or Send later, as appropriate.
9. Decide when to send the invoice:
   • Select Review and send, then follow the prompts on the screen to review and email the invoice right away.
   • Select Save and close to save the invoice for sending at a later time.

Confirm the invoice was sent

You’ll know the invoice was sent by the following results:

• The invoice status shows Sent.
• The customer receives an email notification.

Get more from your QuickBooks

• You can upgrade your plan to get more features. Go to Settings ⚙, select Subscriptions and billing, then select Upgrade your plan.

Related links

• Understand invoices in QuickBooks Online
• Learn common accounting terms
• Send an invoice to a customer in QuickBooks Online
• Send invoice reminders automatically or manually in QuickBooks Online
• Record invoice payments in QuickBooks Online
• Customise invoices, quotes, and sales receipts in QuickBooks Online