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Create invoices in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online1113Updated 4 days 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 simply 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 open invoices. We’ll also give you info on how customers can pay their invoices online if you have QuickBooks payments, or how to handle things if you use an external payment processing platform.

QuickBooks estimates and invoices are improving! Your workflow for estimates and invoices will look different depending on whether you have the old or the new version of estimates and invoices.

Learn more about the new estimates and invoices.

To see which version of estimates and invoices you have: 

  1. Select + New
  2. Select Invoice or Estimate
  3. At the top left of the form, if you see “New” by the form title, then you’re currently using the new version.

Step 1: Create and send an invoice

  1. Select + New.
  2. Select Invoice.
  3. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address.
  4. Review the Invoice date. If you need to, change the due date in the Terms ▼ dropdown. Tip: Net refers to the number of days until the payment is due. The default is 30 days, but you can change the due date if needed.
  5. From the Product/Service column, select a product or service. You can also select +Add new to create a new product or service right from the invoice.
  6. Enter a quantity, rate and change amount if needed.
  7. Select the Tax checkbox if you need to charge sales tax.
  8. When you’re done, there are several options for saving or sharing the invoice:
    • If you're ready to send the invoice, select Save and send to email the invoice to your customer. 
    • To send the invoice later, select Save and close.
    • To print a paper invoice, select Save. Then select Print or preview
    • To send your customer a link to their invoice through SMS or a messenger service, select Save and share link. Then select Copy link and paste it in your SMS or messenger service.

Want to change up the look of your invoice?  Learn how to customize your invoices using templates

There’s more than one way to create an invoice in QuickBooks. If you send an estimate and the customer approves it, you can convert your estimate to an invoice. Or, if you have QuickBooks Payments and you request a deposit on an estimate, the estimate will automatically convert to an invoice when your customer pays the deposit.

You can also create a new invoice from scratch. Here’s how:

  1. Select + New. Then select Invoice.
  2. Review your company info. If you need to make changes, select Edit company. When you’re done, select Save
  3. Select Add customer and choose a customer from the ▼ dropdown. Make sure all of their info is correct, especially their email address. If you need to make edits, select Edit customer info, make the changes and then select Save and close
  4. Review the Invoice date, Due date, and Terms. Enter new dates or terms, if you need to. Tip: In the Terms field, Net refers to the number of days until the payment is due. 
  5. To add products or services to the invoice, select Add product or service and select a product or service from the ▼ dropdown. Or to create a new product or service, select +Add New, enter the info and select Save.
  6. Select how you want to calculate the charge amount—flat rate, by hour, or by item. Enter a quantity and rate, if needed.
  7. To customize the info or design of your invoices, select ⚙ Manage. Then select the options from the side panel. QuickBooks remembers your choices and applies them to all existing and future invoices. 
  8. When you're done, select Save.
  9. If you’re ready to send your customer the invoice now, select the Receive Payment ▼ dropdown where you’ll see a few options for sending the invoice:
    • To email the invoice to your customer, select Email. Make any edits to the Email body field and then select Send invoice
    • To print a paper invoice, select Print and download
    • To send your customer a link to their invoice through SMS or a messenger service, select Share link. Then select Copy link and paste it in your SMS or messenger service.

Step 2: Review open invoices

QuickBooks puts open unpaid invoices into your accounts receivable account. You'll see this account on your Balance Sheet and other financial reports.

Any time you want to review your invoices, go to All Sales or Invoices. Check the Status column to see where invoices are in the sales process.

Here’s a 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 opened the invoice. 
  • Paid: Your customer paid the invoice.
  • Overdue: The invoice is past due and isn’t paid yet.
  • Overdue (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 the Customers tab 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 QuickBooks Payments, customers can pay their invoices directly by credit card or ACH transfer. 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.

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