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Send an invoice to a customer

by Intuit•22• Updated a day ago

Learn how QuickBooks Online sends invoices to customers.

Once you’ve created an invoice, inform the customer by sending it attached to an email or, for customers with QuickBooks Payments, a text.

Prerequisites

Before proceeding, create at least one invoice.

Send an invoice to your customer

Send an invoice by email from either your QuickBooks Online account email, or from a specified Gmail address. The invoice is attached as a PDF.

Go to Sales and select Invoices (Take me there).
Find the invoice you want to send.
If you want to review or edit the invoice first,
1. Select View/Edit.
2. Make any changes, if needed.
3. Make sure to enter the Customer email.
  Note: If your customer has a listed email, it’s completed automatically.
4. Once you’re done, select Save and send.
5. Optional: To change the email address you’re sending the invoice from:
  - Select the From ▼ dropdown, then select an email address.
  - To connect a Gmail address, select + Add Gmail address and follow the steps shown. You can only connect one Gmail address to your account.
    Note: To ensure QuickBooks can successfully send your emails, select the Send email on your behalf option, then select Allow. If you experience email delivery issues:
    - Follow the steps on the last bullet to remove the Gmail address.
    - Re-add your Gmail.
    - Select the Send email on your behalf option again and select Allow.
  - To remove a Gmail address, select Remove Gmail address.
6. Update the email content if needed, then select Send and close.
Or, if you want to directly send the invoice,
1. Select Send from the dropdown ▼ under the Action column.
2. In To, enter the email addresses you want to send the invoice‌ to.
  Note: If your customer has a listed email, it’s completed automatically.
3. Optional: To change the email address you’re sending the invoice from:
  - Select the From ▼ dropdown, then select an email address.
  - To connect a Gmail address, select + Add Gmail address and follow the steps shown. You can only connect one Gmail address to your account.
    Note: To ensure QuickBooks can successfully send your emails, select the Send email on your behalf option, then select Allow. If you experience email delivery issues:
    - Follow the steps on the last bullet to remove the Gmail address.
    - Re-add your Gmail.
    - Select the Send email on your behalf option again and select Allow.
  - To remove a Gmail address, select Remove Gmail address, then select Yes, remove it! to confirm.
4. Update the email content if needed, then select Send.

Notes:

QuickBooks Online can’t access your emails, but anyone with permission to send an invoice on your account, can send it from a connected email address.
Once you send an invoice, the status will display as Sent on the Invoices page.
If there’s a problem sending to a CC or BCC email address from a Gmail address, you’ll get a notification email from Gmail.

Share an invoice link

To share an invoice link:

Go to Sales and select Invoices (Take me there).
Find the invoice you want to share.
Select Share invoice link from the dropdown ▼ under the Action column.
Select Copy link, then select Done.
Paste this link and share it with your customer in a text message or an email.

Next steps

When your customer pays an invoice, record the payment in QuickBooks Online. There are two ways for customers to pay your invoices.

With QuickBooks Payments, customers can pay their invoices directly by credit card or Bank transfer. We automatically process and handle everything for you. When you get paid, QuickBooks puts transactions into the correct accounts.
If you use an external platform to process payments, you can record these payments manually in QuickBooks Online.