Showing results for 
Search instead for 
Did you mean: 
Level 1

Sending PDF invoice from QuickBooks Self Employed


I've just started up with Quick Books Self-Employed and am finding the invoicing process a little inflexible. From what I can tell, using the "Send invoice" functionality sends an email the customer which contains a link they have to click. When using this on a phone, the customer is then sent to the QB website where there is yet another link to click in order to open the full invoice. This isn't a great customer experience! Also, the email arrives in the (phone) inbox with a sub-heading of "QB Self-Employed Welcome Email" which isn't ideal - anyone know if I can change this somewhere?


Because of all this, I decided that I'd rather download the PDF myself and email it to the customer - painful for me, but less annoying for customer. But now I've realised that there is some workflow which means I can't mark the invoice as paid if it hasn't been sent from QB!


Being a little cynical, I guess I'm getting what I paid for and no doubt there is better functionality in a more expensive version of QB, but I was hoping someone could confirm my understanding above before I give up and look for an alternative! Many thanks.


QuickBooks Team

Re: Sending PDF invoice from QuickBooks Self Employed

Hello there, @TBW1


The program is a cloud-based system and we value data security thus it requires your customer to click many links to open the full invoice. This is only happening when using QuickBooks Self-Employed (QBSE) on the phone. 


If you're using QBSE on the browser, the full invoice will automatically pops-up when your customer clicks View Invoice. Please see the screenshot below to serve as your visual guide. 

Please know that I'm listening to your comments about the sub-heading of "QB Self-Employed Welcome Email" when your customer received the invoice email. There's no currently an option to change the sub-heading name.


If you need to mark the invoice as paid even it hasn't been sent from the account, it's currently unavailable. Yes, you're correct in downloading it as a PDF and directly email it to the customer as an alternative.


Since you want a better functionality, you might want to check the features and prices of our online versions through this link: Compare Self-Employed and Online Versions


If you find the online version greater benefits, you can watch these instructional videos to help you get started through this link: Getting Started.


This will help improve your experience not to give up QuickBooks, @TBW1. If you need anything else, please drop a comment below. I'm always here to help.

Level 1

Re: Sending PDF invoice from QuickBooks Self Employed

Thanks for your speedy response @RaymondJayO , much appreciated. 

Is there any way for me to get around the issue that an invoice can't be marked as paid if it wasn't sent through QB? Because if so, I can live with downloading the invoice PDF and emailing it separately to my customer.


Alternatively, I could probably live with the customer having to make all the clicks if it weren't for the sub-heading, which you've mentioned is a known issue - do you know if that's something that will be resolved? I imagine the vast majority of my customers check their email on their phone and this really does look unprofessional. 


Thanks for your support - I find the banking/expense functionality brilliant, but the invoicing part is equally important to me and the experience for my customers just isn't what I had hoped for.

QuickBooks Team

Re: Sending PDF invoice from QuickBooks Self Employed

Thanks for the quick response, TBW1.

Allow me to step in for a moment and share some additional information about your invoice concern.

As mentioned by my colleague, the option to automatically mark the invoice as paid without sending it via QBSE is currently unavailable. I still suggest downloading the transaction to PDF and manually sending it to your customers.

Right now, we don’t have a defined time frame for when this will be available. Rest assured, I’ll let you know any updates here in the Community.

You can also visit the QuickBooks Blog site to see what’s new and coming about the product. This page covers a wide range of topics that will help your business prosper.

The information I provided should point you in the right direction. Reach out to me if you have additional questions about QBSE. I’m always ready to help.


Level 1

Re: Sending PDF invoice from QuickBooks Self Employed

@TBW1   I too feel the same.  I have just joined QBSE and find that the email my client receives stating that they have received an invoice, looks very unprofessional (I too understand that I am paying the basic fee!).  I am hoping that QBSE realises that the initial impact/look of an email is just as important to our customers as the actual invoice itself.  I really appreciate the ease of the other functions and also like the look of the actual invoice itself  - for me it is literally the initial email and extra 'click' that they have to go through to actually see the invoice itself.  Did you end up sending emails via PDF or have you persevered with the QBSE automatic invoicing?

Level 1

Re: Sending PDF invoice from QuickBooks Self Employed

I've had the same problem with invoicing, I've had clients saying they don't see my bank details and one client refusing to accept QB invoices. This system makes me look like an amateur and if it continues I will have to replace QB with something more professional.

QuickBooks Team

Re: Sending PDF invoice from QuickBooks Self Employed

Thanks for joining us here in the Community, @avgandh.


I see the importance that this feature can have on your business. Allow me to provide additional information about how invoices work in QuickBooks and how our developers implement innovations for our product.


Your accounts security is our priority, this is why bank details are not shown on the invoice. Also, we are are sending invoices for record keeping purposes so that your customers will be aware of any transactions.


However, we're committed to developing simple, intuitive software that includes new features based on the feedback we've received from customers like yourself. As we work hand in hand to make the QuickBooks work the way your business needs, I'd encourage you to visit our QuickBooks Self-Employed Blog to be updated with our latest news and enhancements.


Also, I've added here some resources that you can visit about some How do I questions in QuickBooks Online for your future reference:

I can see the inconvenience that this has caused you, but your patience while this has been assessed is much appreciated.


In the event that you should have questions about this, or need anything else, you can find me here. Have good one!

Level 1

Re: Sending PDF invoice from QuickBooks Self Employed

Hi, I kindly ask for your advise.

My clients are unable to ‘view Invoice’ when I send out my invoice through Quickbooks Self Employed.


I had no idea that this was happening!! Thankfully one client pointed it out to me....

When one receives an invoice email , one is first required to click: View entire message’ 
That link opens in another window and then one has the option to click :’ view invoice’ However, nothing happens, not in Chrome, not in Safari.  Not on a smartphone and NOT on a desktop PC.

please advise. 
Thank you! 


Re: Sending PDF invoice from QuickBooks Self Employed

I appreciate you visiting the Community, Maid in Belgium.


To correct this hitch,  I'd recommend have your client access his/her email account using a private incognito browser or clear the cache and cookies from the browser before reviewing the invoice. This is to verify if this is caused by the system or their browser.


Here are the keyboard shortcuts that will help you accomplish this in all supported browsers:

  • Chrome: Ctrl+Shift+N
  • Internet Explorer: Ctrl+Shift+P
  • Firefox: Ctrl+Shift+
  • Safari: Command+Shift+N

I'd also suggest, creating a dummy invoice and send it to your own email address to check if it works.


I'd appreciate if you'd able to update me on how it goes, I'm always here to assist.