Thank you for reaching out with your query regarding streamlining the process of creating purchase orders, invoices, and delivery notes in QuickBooks Online (QBO) for your dropshipping business, Spencer. Managing these documents is crucial for your operations, especially given the high-value items you handle.
While QBO does not currently support generating a purchase order, invoice, and delivery note simultaneously in one action, there are methods to streamline the process. Here’s how you can manage it effectively:
First, ensure that the purchase order feature is enabled in your QuickBooks Online account. Go to Settings > Account and settings > Expenses and check the box for purchase orders.
Then, navigate to + New > Purchase Order. Fill in the vendor details, items to be purchased, and any custom fields you might need (like customer PO numbers) by clicking on Settings on the purchase order form.
After that, you can convert it into an invoice once the goods are received or when payment is due. To do this, go to Sales > Invoices, select New Invoice, and pull in details from your purchase order if necessary. Ensure that all relevant details (like customer information and item costs) are accurately reflected in the invoice.
For delivery notes, you can customise an invoice to serve as a delivery note by modifying its template. Go to Sales > Invoices, select an invoice, and choose the option to print it as a delivery note.
Alternatively, you can create a delivery note directly from the transaction list by selecting invoices or sales receipts and using the batch actions dropdown to print delivery notes.
While QuickBooks does not allow generating all three documents at once, you can use batch processing to expedite printing delivery notes from multiple invoices at once. Select multiple transactions from the transaction list and choose to print delivery notes in bulk.
Additionally, if you need specific branding (like adding your logo), customise your invoice template under Custom Form Styles so that when printed as a delivery note, it meets your branding requirements.
After generating these documents, they can be saved as PDFs which you can attach to personalized emails for your customers.
Let me know if you have other questions or need more help working with QuickBooks Online. I want to ensure everything is taken care of for you.
