Understand your QuickBooks invoice

Invoice header

The header provides a quick reference to the primary invoice details:

• Invoice number: For reference purposes.
• Total amount paid: The total sum you have paid.
• Date payment was processed: The date when the payment was completed.
• Payment method on file: The payment method associated with your account.
• Payment authorisation code: For reference purposes.

The "Bill to" section contains your company information, including your address and Company ID.

Payment details

This section lists your subscriptions. If you have multiple subscriptions, each will be listed separately. For each line item, you may see:

• QuickBooks product: The specific product your subscription pertains to, including the quantity, individual product cost, and the total cost.
• Discount: If applicable, any discounts are listed below the product, along with their expiry dates.
• Price after discount/subtotal: The amount after applying any discounts.
• VAT: The relevant tax applied to your subscription.

The "Total Invoice" section displays your total amount due. If you have any discounts, the total amount saved is displayed below the total.

Tax reporting information

This section provides details about your billing period and charge totals:

• Period for monthly/annual subscription fees: The dates for which you are being charged, indicating whether you have a monthly or annual subscription.
• Total without tax: The amount paid for your subscription(s), excluding tax.
• Total tax: The amount of tax paid.

Invoice header

This section provides an overview of your invoice details:

• Invoice number (for reference only)
• Total amount paid
• Date payment was processed
• Payment method on file
• Payment authorisation code (for reference only)
• Bill to: Displays your company details, including your address and Company ID.

Billing summary

A summary of active subscriptions in your account on the invoice date, listing each product and its quantity.

Billing by client

This section breaks down the billing per client and displays the following details:

• Client's business name and Company ID
• Product name, charge dates, and whether it was a new purchase or a recurring charge
• Payroll charges: If a client uses Payroll, this section includes the per-worker amount and total workers charged.
• Total without tax and total including tax

Client Subscriptions

Shows the total billing amount for each product across all client subscriptions, including VAT breakdowns and applicable discounts.

Tax Reporting Information

• Billing period: Specifies whether charges are for a monthly or annual subscription.
• Total without tax: The subscription cost before tax.
• Total tax: The amount of tax applied.

What's included in your wholesale invoice?

Your invoice helps you track which clients were charged and their respective amounts. Each invoice may include:

• Monthly charges: Covers all active subscriptions in your account.
• Prorated charges: If you add a client mid-billing period, you’ll see a prorated charge for the partial period, plus the upcoming month’s charge.
• Prorated credits and charges: If a client upgrades or downgrades their subscription, there will be prorated credits for the unused portion and charges for the new subscription.
• Prorated credits: If a client leaves your wholesale account mid-billing period, a prorated credit for the unused portion will be applied.
• Credit notes: If your monthly account activity results in a credit, a credit note will be issued.

Understanding the new format of your wholesale invoice

Your wholesale invoice is divided into three sections:

1. Billing by subscription - active subscriptions: Lists all active subscriptions and their monthly charges.
2. Billing by subscription - charges by subscription: Details charges applied during the billing period, including any prorated charges or credits for changes in subscriptions.
3. Billing by client: Displays charges per client, showing amounts before and after tax, products used, and employee Payroll charges (if applicable).

You may receive more than one invoice in a billing period due to:

• Payment failures: If a payment attempt fails, QuickBooks will retry and issue another invoice.
• Upgrades or new product additions: If you upgrade or add a product, you may receive two invoices. The first invoice will include a note explaining the adjustment.