Create invoices in QuickBooks Time

Learn how to create invoices for your customers in QuickBooks Time.

Notes:

• Invoicing in QuickBooks Time is only available if your account isn't integrated with QuickBooks, ADP Run, Xero, or Gusto.
• QuickBooks Time containing the hours to be billed must be submitted and approved before invoicing.

Install invoicing

1. In QuickBooks Time, go to Feature Add-ons, then select Manage Add-ons.
2. Go to Invoicing, and select Install.
3. In the Invoicing Preferences window, enter the information you want to appear on the printed invoices, and select Save.

Set billable rates

1. Go to Jobs.
2. Next to the job, select Edit .
3. Select Billable, enter a per hour amount, and select Save.

Note: If you have a sub-job, unless a billable rate is added, it will use the top-level job's billable rate. 

Create invoices

1. Go to Invoice.
2. In the Generate Invoice window, make your selections:
   1. Choose a client, and a sub-job, if applicable.
   2. (Optional) Choose a start and stop date.
      • If dates aren't filled out, the invoice will include all uninvoiced time.
   3. Pick an Invoice Type:
      • Detailed: team member, notes, quantity of hours worked per timesheet
      • Grouped: Quantity of hours worked grouped together by job
      • Simple: Only amount owed per job with a quantity of “1” for each
   4. (Optional) Include already invoiced time.
      • Choosing a date range is recommended.
      • This is useful if time must be invoiced for a project more than once.
3. Select Preview Invoice.
4. Select add Invoice To Info if you want to add the billing name and address, then Save.
5. If the invoice is correct, select Finalize Invoice & Generate PDF.
   Note: When this is chosen, the timesheets that make up the invoice are locked. To unlock them, go to Time Entries, then Timesheets, and select the lock icon.
6. Select View Invoice PDF to open a new tab with the PDF that you can save or print.

Uninstall invoicing

1. Select Feature Add-ons, then Manage Add-ons.
2. Go to Invoicing, and select Uninstall.
   • The billable field will no longer be available in the job editor window.
   • If invoicing is installed again, the jobs will retain their previous billable rates.