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Intuit
4 helpful votes

Send an invoice

Find out the different ways you can send invoices to your customers in QuickBooks Online.

Things you and your customer can do with e-invoice

With e-invoice, you can:

  • Send invoices or share links to invoices to your customers that they can open on the web, smartphone, or tablet.
  • Check the status of your invoices and view any message or attachment you received from a customer.

Your customer can also do a number of things, such as:

  • Download and save invoices as PDF.
  • Send messages and attachments to you right from the e-invoice.

Turn on e-invoice

You need to turn on e-invoice to send invoices to your customers using QuickBooks.

  1. Go to Settings ⚙, then select Account and Settings.
  2. Go to Sales, then select Edit ✎ in the Online delivery section.
  3. From the additional email options ▼ drop-down menu, select Online invoice.
  4. (Optional) Set other email options for your sales forms:
    • Short summary
    • Invoice detail
    • PDF attachment
  5. Select Save, then Done.

Send an invoice through email

  1. Create an invoice or open one you already created.
  2. From the ▼ drop-down menu, select Save and send.
  3. Make sure all the information in the email is correct.
  4. Select Send and close.

Send invoices by batch

Aside from emailing them one by one, you can also send different invoices at the same time.

  1. Create an invoice or open one you already created.
  2. In the “Customer email” field, select the Send later checkbox. This helps filter the invoices you still need to send.
  3. From the ▼ drop-down menu, select Save and close.
  4. Repeat steps 1 to 3 for the invoices you want to send by batch.
  5. Go to Sales, then select All Sales.
  6. Select the Filter ▼ drop-down menu.
  7. Set the following from each ▼ drop-down menu:
    • Type: Invoices
    • Status: All statuses
    • Delivery method: Send later
    • Date, From, To, and Customer: set it as needed
  8. Select Apply.
  9. Select the checkboxes of the invoices you want to send.
  10. From the Batch actions ▼ drop-down menu, select Send transactions.

iOS or Apple devices

  1. Open the invoice. If this is a new invoice, select Save first.
  2. Select Send invoice.
  3. Make sure all the information in the email is correct.
  4. Select Send.

Android devices

  1. Open the invoice. If this is a new invoice, select Done first.
  2. Select Options.
  3. Select Email.
  4. Make sure all the information is correct.
  5. Select Send ➤.

Send an invoice using a link

  1. Go to Sales, then select Invoices.
  2. Find and open the invoice.
  3. From the ▼ drop-down menu, select Save and share.
  4. Select Copy link and close.
  5. Paste the link in an email, SMS, or other available messaging service, and send it to your customer.

Your customer just needs to select the link to see and pay their invoice.

  1. Go to Sales, then select Customers.
  2. Select the customer.
  3. From the ▼ drop-down menu in the Action column of the invoice, select Share Invoice link.
  4. Select Copy link and close the window.
  5. Paste the link in an email, SMS, or other available messaging service, and send it to your customer.

Your customer just needs to select the link to see and pay their invoice.

Check the invoice status

The invoice status helps you keep track of which invoices are overdue, paid, or not yet sent to the customer. To check the status of an invoice:

  1. Go to Sales, then select Customer.
  2. Select the appropriate customer, then find the invoice.
  3. Check the Status column. Want to know what it means? Check out this table:
    Status Meaning
     Open You haven’t emailed the invoice yet.
     Open (Sent) You already emailed the invoice to the customer.
     Open (Viewed) Your customer opened the invoice.
     Paid Your customer paid the invoice.
     Overdue The invoice is past due and isn’t paid yet.
    Overdue (Viewed) Your customer opened but didn’t pay the past due invoice.

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