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Send an invoice to a customer

by Intuit•6• Updated a day ago

Learn how QuickBooks Online sends invoices to customers.

After you create an invoice, let your customer know by sending it in an email, sharing a link by text or an email, or sending it through WhatsApp.

Prerequisites

Before proceeding, create at least one invoice.

Find an invoice

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Invoices (Take me there).
  2. Find the invoice you want to send.

Send an invoice to your customer

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

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.
    Note: If you're on the new invoice layout, select Review and send.

To change the email address you’re sending the invoice from

  1. Select the From â–Ľ dropdown, then select an email address.
  2. 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.
  3. To remove a Gmail address, select Image Alt Text Remove Gmail address, then select Yes, remove it! to confirm.
  4. Update the email content if needed, then select Send and close.
    Note: If you're on the new invoice layout, select Send invoice.

If you want to directly send the invoice

  1. Select Send from the dropdown â–Ľ 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. To change the email address you’re sending the invoice from, follow the steps above.
  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 from 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:

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Invoices (Take me there).
  2. Find the invoice you want to share.
  3. Select Share invoice link from the dropdown â–Ľ under the Action column.
  4. Select Copy link, then select Done.
  5. Paste this link and share it with your customer in a text message or an email.

Share an invoice with WhatsApp

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Invoices (Take me there).
  2. Find the invoice you want to share.
  3. Select View/Edit and make any changes, if needed.
  4. Once you’re done, select Save & Share (WhatsApp).
  5. Read the message to be sent, then select Share and Close.
    Note: If you're on the new invoice layout, select Share.
  6. Follow the steps to share the invoice with WhatsApp.

Send/print the invoice later

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Invoices (Take me there).
  2. Find the invoice you want to share.
  3. Select View/Edit and make any changes, if needed.
  4. If you're on the new invoice layout:
    1. Select Settings gear icon. Manage, then select Scheduling.
    2. Select Print later or Send later, as appropriate.
  5. If you're on the old invoice layout:
    • To print it later, select Print or Preview, then select the Print later checkbox.
    • Or, to send it later, select the Send later checkbox.
  6. Select Save and close.

Next steps

When your customer pays an invoice, record the payment manually in QuickBooks Online.

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