Create invoices in QuickBooks Desktop for Mac Plus

Learn how to create invoices in QuickBooks Desktop for Mac Plus.

Create an invoice when your customer agrees to pay for a product or service on a certain date. You can also change an estimate to an invoice. Here’s how.

Before you create an invoice

• QuickBooks shows if you have an open estimate for a customer. You can use this to create  an invoice.
• You can invoice incurred expenses for reimbursement. 
• You can use progress invoicing to send invoices for parts of a job over time.

Note: You can also go to Transactions to create or edit invoices.

Show your customer’s total balance on the invoice

You can add your customer’s total balance to their invoice. Here’s how.

1. Go to Invoice.
2. Select the Template ▼ dropdown, then select Edit Current Template.Fields icon.
3. Select the Customer: Job/Group ▼ dropdown, then select a customer or job.
4. Select the Fields tab, then select the Footer tab.
5. Select the Print checkbox for Customer Total Balance to show this field on the invoice screen.
6. Drag the field where you want it to appear on the invoice.
7. Go to File, then select Save.
8. Select the Preview icon.

Note: To add payment options to your invoice, set up online payments in QuickBooks Desktop for Mac.

Turn on Estimates feature

1. Go to Settings.
2. Select Sales and Invoicing.
3. Select Estimates.
4. Select Customer and/or job estimates are prepared.

Change an estimate to an invoice

1. Go to Customers, then select Create Estimates.
2. Select a customer or job from the Customer: Job/Group ▼ dropdown.
3. Select the estimate that you want to change to an invoice.
4. Select Create Invoice.
   Note: Invoice your customer for actual costs. These include actual time and expenses of a job.
5. A pop-up window appears with an option to turn on progress invoicing. Select No to continue to create an invoice from the estimate.
6. Select OK.
7. Select Save.

The invoice shows all the details from the estimate. These include the subtotals, discounts, and sales tax. The invoice amount includes any increase from the estimate.

You can edit and customize this invoice. You can also add line items, modify details, or delete items.

After you change an estimate to an invoice, you can still find the linked estimate. To do this, go to the Invoices tab, then select Estimate.