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 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.
|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.
Step 1: Create and send an invoice
If you're a project-based business, you can create progress invoices to request partial payments during a project.
Step 2: Review open invoices
QuickBooks puts unpaid invoices into your accounts receivable account. You'll see this account on your Balance Sheet and other financial reports.
Any time you to review your invoices, go to Sales and select Invoices (Take me there). Check the Status column to see where your invoices are in the sales process.
Here are 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 has opened the invoice.
- Paid: Your customer has paid the invoice.
- Overdue: The invoice has not been paid yet.
- Overdue (Viewed): Your customer has opened the overdue invoice, but not paid it.
- Delivery issue: The invoice could not be delivered. Check the email address and resend.
- Voided: The invoice was voided in QuickBooks.
You can also go to Sales and select Customers (Take me there) 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 GoCardless, customers can pay their invoices directly by direct debit. We process and handle everything for you. When you get paid, QuickBooks puts transactions into the correct accounts.
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.
Frequently asked questions
We're here to help
If you have questions about invoices or need help creating, customising or importing them, let us know. Sign in to QuickBooks start a discussion with a qualified QuickBooks Online expert in our community.