Create invoices in QuickBooks Online

There’s more than one way to create an invoice in QuickBooks. If you send an estimate and the customer approves it, you can convert your estimate to an invoice. You can also create a new invoice from scratch.

1. Select + New.
2. Select Invoice.
3. Select Add customer and select a customer from the ▼ dropdown. Make sure all of their info is correct, especially their email address.
4. Review the Invoice date, Due date, and Terms. Enter new dates or terms, if you need to. Tip: In the Terms field, Net refers to the number of days until the payment is due. 
5. Select Add product or service and select a product or service from the ▼ dropdown.
   Tip: While adding a new product or service, you can select how you want to calculate the charge amount—flat rate, by item, or by hour.
6. Select how you want to calculate the charge amount—by unit or by hour. Enter a quantity and rate, if needed.
7. To customise the info or design of your invoices, select ⚙ Manage. Then select the options from the side panel. QuickBooks remembers your choices and applies them to all existing and future invoices. 
8. When you’re done, there are several options for saving or sharing the invoice:
   • If you're ready to send the invoice, select Review and send to email the invoice to your customer. Adjust the email if needed, then select Send invoice. 
   • To send the invoice later, select Save and close.
   • To print a paper invoice, select Print and download. 
   • If you’ve received a payment from the customer, select Receive Payment.
   • To send your customer a link to their invoice through text message, select Share link.

1. Select + New.
2. Select Invoice.
3. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address.
4. 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.
5. 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.
6. Enter a Quantity, Rate and Amount if needed.
7. Select a VAT rate.
   

   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 done, there are several options for saving or sharing the invoice:
   • If you're ready to send the invoice, select Save and send to email the invoice to your customer. 
   • To send the invoice later, select Save and close.
   • To print a paper invoice, select Save. Then select Print or preview. 
   • To send your invoice using WhatsApp, select Save & Share (WhatsApp).

Note: If you're using QuickBooks Simple Start, select Send.

Want to change up the look of your invoice? Learn how to customise your invoices using templates. 

Yes, you can make changes to an invoice after you have created it. However, you may encounter exceptions and errors during reconciliation especially if the invoice has been filed.

Before you make any changes to the invoice (such as the amounts, dates and VAT), make sure you understand the impact that this may have. If you're unsure, please reach out to an accountant.

No. Only an accountant has the option to batch change VAT codes on invoices.