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. You can simply add the product or service you’re selling to an invoice and email it to your customer.
We'll also show you how to handle things if you use an external payment processing platform.
Step 1: Create and send an invoice
- Select + New and then Invoice or Send invoice.
- From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address.
- 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.
- 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.
- Enter a quantity, rate and change amount if needed.
- Select a Class option.
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.
- When you're ready to send the invoice, select Save and send. Or, if you're using QuickBooks Simple Start, select Send.
If you want to send the invoice later, select Save and close or Record if you’re using QuickBooks Simple Start.
Print invoices or get a link to share with customers
Want to send your customers a paper invoice? When you're finished with an invoice, select the Save and send ▼. Then select Print or Preview.
You can send customers a link over SMS or a messenger service so they can view their invoice. When you're finished with an invoice, select the Save and send ▼ and then Save and share link. You can copy the link or select Copy link. Customers can view and pay for their invoices from the link.
Step 2: Review open invoices
QuickBooks puts open unpaid invoices into your accounts receivable account. You'll see this account on your Balance Sheet and other financial reports.
Any time you want to review your invoices, go to the Sales menu and select the All sales tab or Invoices tab. Check the Status column to see where invoices are in the sales process.
Here’s a few common statuses that you might see:
- Open: You haven’t emailed the invoice yet.
- Open (Sent): You’ve 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.
- Delivery issue: Invoice was undelivered. Check the email address and resend.
- Voided: The invoice was voided in QuickBooks.
You can also go to the Customers tab and open a customer's profile to see their invoices.
Need to notify customers about upcoming invoice due dates? Here's how to send them a reminder message.
Step 3: Receive payments for invoices
If you use an external platform to process payments, you can keep track of those payments in QuickBooks. Learn more about how to record invoice payments manually.
Step 4: Enhance your invoices
Want to personalise 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.