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Create invoices in QuickBooks Online

Learn how to create and send invoices in QuickBooks Online.

If you plan to get paid in the future for products and services you sell, send your customers an invoice. Simply add the item to an invoice and email it to them.

Customers can pay their invoices online through QuickBooks payments  or you can use an external payment processing platform.

Step 1: Create and send an invoice

  1. Select + New and then Invoice or Send invoice.
  2. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address.
  3. Review the Invoice date. Then from the Terms ▼ dropdown, select the due date. Tip: Net refers to the number of days until the payment is due. The default is 30 days, but you can change the due date if needed.
  4. From the Product/Service column, select a product or service. You can also select +Add new to create a new product or service right from the invoice.
  5. Enter a quantity, rate and change amount if needed.
  6. Select a VAT rate.
  7. Note: If you see the Flat rate, By hour, or By item options, this means you're in Business view. Your experience is slightly different. Select Flat rate or By hour for services or By item for products. Then enter the quantity and amount.
  8. When you're ready to send the invoice, select Save and send. Or, if you're using QuickBooks EasyStart, select Send. Finalize and then confirm you want to finalize the invoice.
  9. When you're ready to send the invoice, select Save and send.

If you want to send the invoice later, select Save and close, then Yes. Or, select Record if you’re using QuickBooks EasyStart. Want to send your customers a paper invoice? Select Print or Preview.

Step 2: Review open invoices

Any time you want to review your invoices, go to the Sales menu and select the All Sales or Invoices tab. You can also go to the Customers tab and open a specific customer's profile to see their invoices.

Before you get paid, QuickBooks puts open invoices into your accounts payable account. You'll see this account on your Balance Sheet and other financial reports.

Step 3: Receive payments for an invoice

If you use QuickBooks Payments, customers can pay their invoices directly through QuickBooks payments. We 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 easily keep track of payments as well. Follow the steps to record invoice payments manually.

Next Steps: Enhance your invoices

Want to personalize your invoices? Here's how to create custom templates.

If you're a project-based business, you can create progress invoices to request partial payments during a project.

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