Create invoices in QuickBooks
by Intuit•32• Updated 1 month ago
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 show you how to create new invoices and show you how to review unpaid invoices. We'll also show you how to handle things if you use an external payment processing platform.
Notes:
- This article is for customers using QuickBooks Online (Advanced, Essentials, Plus, and Simple Start) and Sole Trader
- If you have QuickBooks Sole Trader, please use the new layout to create invoices. The old layout may not be available in this version.
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 unpaid 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 wish to review your invoices, go to Sales and select Invoices (Take me there). Note: If you have QuickBooks Sole Trader, go to Get paid and select Invoices. Check the Status column to see where your invoices are in the sales process.
Here are a few common statuses that you might see:
- Due in [days]: You haven’t emailed the invoice yet.
- Due in [days] Sent: You’ve emailed the invoice to the customer.
- Due in [days] Viewed: Your customer opened the invoice.
- Deposited: Your customer paid the invoice.
- Overdue [days]: The invoice is past due and unpaid.
- Overdue [days] 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 Sales and select Customers (Take me there) and open a customer's profile to see their invoices. Note: If you have QuickBooks Sole Trader, go to Customers and goals and select Customers.
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
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