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Add a customer’s shipping address to invoices in QuickBooks Online

by Intuit Updated 3 weeks ago

Learn how to add a customer's shipping address to invoices in QuickBooks Online.

If your customer has different addresses for billing and shipping purposes, we’ll show you how to add the shipping address to your customer’s profile, and how to turn on the setting to display shipping information on invoices. We’ll also show you how to create an invoice that displays both the billing and shipping addresses. 

Add a shipping address to your customer's profile

  1. Sign in to your QuickBooks Online account.
  2. Go to Sales and select Customers (Take me there).
  3. Select the name of the customer you want to edit.
  4. Select Edit.
  5. Under Shipping address, clear the Same as billing address checkbox.
  6. Enter the Shipping address.
  7. Select Save.

Add the shipping address to invoices

Now that you’ve updated the shipping address on your customer’s profile, here’s how to make sure the shipping address shows up on invoices.

Your estimates or invoices will look different depending on whether you have the old or new estimate and invoice experience. Find out which experience you have.

With new invoicing, you can display or hide the shipping address directly on the invoice itself.

  1. Select + New, then select Invoice.
  2. Select Add customer and choose a customer from the ▼ dropdown. 
  3. Create the rest of the invoice as you normally would.
  4. Select ⚙ Manage to add the customer’s shipping address to the invoice. 
  5. Select the Customisation ▼ dropdown. 
  6. Turn on the Ship to switch. A preview of the ship to address displays on the invoice. 
  7. When you’re done with your invoice, select Save and close.

Step 1: Turn on the shipping setting

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Sales tab.
  3. In the Sales form content section, select edit ✎.
  4. Turn on the Shipping switch.
  5. Select Save, then Done.

Step 2: Create an invoice with the shipping address

Now that you’ve turned on the shipping setting, QuickBooks automatically adds your customer’s shipping address to invoices. When creating the invoice, you can edit the shipping address on that single invoice. Here’s how:

  1. Select + New.
  2. Select Invoice.
  3. From the Customer ▼ dropdown, select a customer.
  4. In the Shipping to field, edit the address. 
  5. Create the rest of the invoice as you normally would. 
  6. Select Save.

Calculate sales tax using the shipping field

QuickBooks Sales Tax calculations are determined based on many different things you add to your invoice with sales tax turned on (find out more here). One of those things is the “Ship to” location.  Once you’ve enabled ‘Shipping’ on your invoices, unless the state requires you to calculate tax at the ship-from address or has another special rule, QuickBooks will calculate the sales tax based on the valid address added to the “Ship to” field. (Further information and examples of destination/origin can be found in this article).

It’s important to note that if shipping is not enabled, or the address added to the ‘ship to’ address field is invalid, the sales tax calculation you are given will, by default, be based on the ‘Origin’ address. In this case, that’s your business address.

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